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Oct 23, 2022 459 likes •602 views

g Vx~ g Vx~ V{x{|x? Vg V{x{|x? Vg Yl ECEC@ECED Uwzx cxxt| Yl ECEC@ECED Uwzx cxxt| Impact of Covid19 pandemic With the closure of Town Hall to the Public, the Town Clerks

SLIDE 1

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SLIDE 2

Impact of Covid19 pandemic

With the closure of Town Hall to the Public, the Town Clerk’s office has adapted to performing most duties electronically, by mail and courier. Protocol in all interactions (masks, gloves, hand sanitizer) Appointments are made for essential services: Marriage Licenses – Couple takes the oath and signs license in parking lot. Filing of Death & Cremation Certificates/ Burial Permits – Funeral Directors file town deaths and pick up permits and certified copies. Urgent Recordings for the Land Records – Limited exceptions, mail is the preferred method. Presidential Primary has been delayed twice; from April 28 to June 2 and now August 11. Weekly conference calls with S.O.S for current information.

SLIDE 3

Future impact of Covid19 Pandemic

Staff is working alternate days and staggering hours. 2 members are in office most

f the day. Method of services will continue and will be revised as needed.

Future plans include: A secure drop box outside the entry door for documents to be delivered Laptops for staff to perform tasks at home while on call such as: Email responses Redacting SS#’s from digital records E-recording and indexing documents Reorganize electronic files Take online classes (laptops funded by TC Funds) 2 Temporary Employees, funded by Town Clerk Funds, will return to help with the August Primary & November Election when it is safe.

SLIDE 4

Federal, State and Local Organizations we work together with

Secretary of the State – State Statutes, Election m anagem ent, Regulations State Elections Enforcement Commission – Cam paign finance reports, issues State Library & Public Records Administrator – Records m anagem ent, Recording Department of Public Health – Vital records Department of Revenue – Conveyance fees, Tax liens & releases Department of Environmental Protection – Sports licensing Department of Agriculture – Dog Licensing Department of Veterans Affairs – Military discharges Freedom of Information – FOI requests Liquor Control Commission – Liquor perm its Notary Division – Notaries living and or em ployed in Cheshire, Notary Services Funeral Homes – Death Certs., Burial, Transit, Disinterm ent & Crem ation Perm its Cemetery Associations – Sextons Reports (m onthly) Boards and Commissions * Revenue related

SLIDE 5

FY2013-2019 Town Clerk Revenue Totals

FY2013 - 2020

Revenue Summary

Actual- as of March 2, 2020 FY2020 FY2019 FY2018 FY2017 FY2016 FY2015 FY2014 FY2013

OB-ORIGINAL

BUDGET

600,000 575,775 550,000 575,000 545,000 612,705 705,000 503,995

RB-REVISED

BUDGET

600,000 575,775 550,000 575,000 545,000 612,705 705,000 503,995

ACTUAL

482,083 575,130 608,948 550,701 598,203 537,462 526,322 671,410

% USED

80.35 99.89 110.72 95.77 109.76 87.72 74.66 133.22 2020 projected: 692,500 (Revised due to Covid19 - 635,000) 2021 projected: 593,440 (Revised due to Covid19 - 545,000)

SLIDE 6

Current FY Year Monthly Revenue

Month Total TOWN Recording Fees Vital Records Copies Notary STATE Revenue Conveyance Tax Copies Service/Cert. Conveyance Tax JUL 67,703.48 49,281.98 12,761.00 2,480.00 1,461.00 420.00 156,940.93 AUG 60,932.97 43,368.32 12,904.00 1,720.00 1,789.15 265.00 139,604.92 SEP 60,190.45 45,132.70 11,294.00 2,340.00 475.75 220.00 171,648.09 OCT 127,716.48 106,411.70 14,904.00 1,600.00 3,542.78 315.00 462,735.08 NOV 41,735.20 25,768.78 11,796.00 2,180.00 807.80 310.00 77,306.34 DEC 43,842.75 30,543.75 10,440.00 1,740.00 163.00 295.00 102,956.25 JAN 39,795.82 21,903.92 11,620.00 2,195.00 3,217.40 230.00 69,136.77 FEB 38,056.97 23,196.22 10,449.00 1,700.00 1,672.75 315.00 69,588.66 MAR 42,952.16 26,769.61 11,463.00 1,995.00 1,687.55 235.00 83,683.84 TOTALS 522,926.28 372,376.98 107,631.00 17,950.00 14,817.18 2,605.00 1,333,600.88

(as of March 31, 2020)

SLIDE 7

Revenue: April 2019 ~ April 2020

Town Clerk Recording Fees Town Vitals State # Conveyance Tax Copies Copies Conveyance Tax Docs

April

FY19 39,802.67 8,826.00 25,005.83 2,324.84 2,500.00 82,374.08 230 FY20 32,251.13 11,192.00 16,540.13 2,442.00 1,060.00 46,097.88 145

through 4/27

SLIDE 8

Revised Town Clerk Budget Projections

Original Budget - $259,000.00

 Revised 1/ 2020 - $237,000.00  Revised (covid19) - $233,428.00

Savings $4350.00:

 Printing – (Ballots) postponed Primary to August  Training-Town Clerk School cancelled  Conferences-Fall CTCA cancelled  Advertising-Legal Notices not necessary  Contracted Services-IQS savings

Expenses

SLIDE 9

2019 Appropriated Town Clerk Fund Projects

2019 TOWN CLERK FUNDS APPROPRIATION

HISTORIC DOCUMENT FUND 2000 45040-580-00510

COMM. INVEST. FUND

2005 45040-5800-01015 MERS 2013 45040-5800-01239

Resolution #043019-7 OFFICE EQUIPMENT

Vault Shelving, Map Cabinet, Outer Office Supply Cabinets

15,000.00 7,000.00

EQUIPMENT MAINTENANCE

Replace carpet in vault. Professionally clean vault carpet.

15,000.00

OFFICE SUPPLIES

To be used for supplies not covered in the

perating budget.

1,000.00

CONFERENCES MEETINGS

NEACTC (New England Town Clerks Assn.) IIMC (International Inst. Of Municipal Clerks) Meetings and conferences not covered in regular budget

1,000.00

TRAINING

Seminars, Courses other than Town Clerk's school

500.00

CONTRACTUAL SERVICES

1780-1932 Grantor/Grantee Index convert to computer. Ongoing project uploading land record images to system. Moving Expense-Moving Map Cabinets out and returning to vault after floor installation.

10,000.00

TEMP. PT POSITION

To replace 15 hrs. lost in FY18-19. Use of funds only if not restored with regular budget.

17,000.00

AMENDED 9/20/2019

TOTAL APPROPRIATED

40,000.00 17,000.00 9,500.00

SLIDE 10

2020 Vault Upgrades ~ Countertop, Rolling Shelves, End Cabinets, Flooring All funded by Special Town Clerk Funds

BEFORE AFTER

SLIDE 11

State Library Historic Document Grant

2020 7,500.00 2019 6,500.00 2018 5,000.00 2017 5,000.00 2016 4,000.00 2015 7,500.00 2014 6,500.00 2013 6,500.00 2012 6,000.00 2011 6,000.00 2010 10,000.00 2009 12,000.00 2008 12,000.00 2007 12,000.00 2006 12,000.00 2005 12,000.00 2004 12,000.00 2003 10,000.00 2002 5,000.00 total rcv’d 157,500.00

Cheshire has received $157,500.00 in Grant Funds from the CT State Library This year, over 40K images

f land records were

digitized and uploaded. Enabling citizens to view records online going back to 1989. We received over $2500.00 for online copy fees for the first quarter of 2020.

SLIDE 12

Town Clerk’s office making masks

SLIDE 13