Representative Town Meeting Annual Budget Meeting Materials - Day 2 (linked)

10109 TOWN CLERK
ACTUAL 2024/2022 2021/2022, | RECOMMENDED 2021/2022 2024/2022
2019/2020 2020/2021 2020/2021 EXPEND & DEPT/ FIRST BD OF BOARD OF .| RECOMMENDED BOF BOF
EXPENDED {| APPROP. TRANSFERS OF 1/1/21 REQUEST || RECOMM (2/2/21) REDUCTIONS G/18/21) Increase Inereaxe
ON, 73,966 73,307, 36,872 73,966 73,366 73,966 73,966 659 0.90%
CAL 52,166 51,720 26,529 $4,957 54,957 54,957 54,957 3,237 6.26%
ME 0 100 i) 100 100 100 100 0 0,00%
A 15,181 16,527 7,537 16,962 16,962 16,962 16,962 435 2.63%
TAL 231,300 232,562 0 115,705 238,692 238,692 238,692 0 238,692 6,130 2.64%
NG £299 1,000 0 1,300 4,300 1,300 1,300 300 30.00%
GE 2,556 2,900 1,409 2,500 2,500 2,500 2,500 (400) 13.79%)
ES i) 1 0 1 1 1 1 a 0.00%
AIR. 0 I 0 1 1 1 1 9 0.00%
TION 675 850 375 850 850 850 850 9 0.00%!
NG 9 i 0. 1 1 1 1 0 0.00%
NSE if] i 0 1 1 1 1 0 0.00%:
ICS 250 250 0 250 250 250 250 0 9.00%’
ENT 27,000 25,000 25,000 24,000 24,000 24,000 24,000 (1,000). ~4.00%'
IES 0 1 872 i i 1 1 it] 0.00%
OTAL 2,112 2,853 0 2,287 2,453 2,453 2,153 0 2,153 (700) 24.54%
ENT 0 1,890 1,752 1 1 1 1 (1,889) 99.95%)
L 265,192. 267,309 0 146,528 269,750 269,750 269,750 0 269,750 2,441 0.91%


Town of Waterford _
To: Board of Selectmen
Director of Finance, Kimberly Allen
From: David L. Campo, CCTC
Waterford Town Clerk & Registrar of Vital Statistics
Date: December 11, 2020
| have atiached the budget request for the Town Clerk's Office for the Fiscal Year 2021/2022 for
your review and approval of ihe Board of Selectmen. The Director of Finance has reviewed the
budge? and supporting documents.
My intention is fo be as accurate and transparent as possible. If you have any questions, require
additional information or wish to review this budget in part or in its entirety, please feel free to
contact me before the Board of Selectmen meeting on February 2, 2021.
David L. Campo, CCTC
Waterford Town Clerk

Department Name
Fiscal Year 2022
Town of Waterford
INDEX
Budget Function
Budget Summary
Budget Explanation
Proposed Budget
Five Year Comparison
Personnel Worksheet
Expenditure Report, FY20
Historic Documents Preservation Fund
Town Clerk Share Fund
Funds From Other Sources
Budgetary Restraint
Proposed Revenue
Revenue Report, FY 20
Historic Documents Grant
Page
Op ND
1
18
7
20
22
23
24
27

Town of Waterford
BUDGET FUNCTION
e primary duties of the Town Clerk's Department include but not limited to records retention
and preservation, vital statistics, FOI request management, land recordings, and licensing (fishing,
hunting, canine, shell fishing and marriage). A variety of oaths are administered by the
department. Supervision of elections, primaries and referenda continue to be a primary
responsibility, being ever mindful of changes to election law and procedure. The office is a
designated repository for many filings as well as board and commission minutes, The Town Clerk
often acts as the initial contact to the public whether it is by Phone, email or in person. Town
Charter requires the town clerk to act as secretary and clerk fo the Representative Town Meeting.
Currently, there are over 500 statutory requirements of this office, This continues to grow, The
function of this department has changed greatly due to the COVID pandemic and may have an
effect on budget requests in the future.

Waterford Town Clerk
Fiscal Year 2022
Town of Waterford
FY2022 BUDGET SUMMARY
The Town Clerk's budget is completed in a zero-based budgeting format. All items
are reviewed for appropriateness annually. The Operating Budget for FY22 is
submitted for your review in the amount of $269,750. This represents an increase
of .9%. The primary reason for the increase Is due fo the increase in the Personnel
Cost Line. It should be noted that the department, outside of personnel costs which
we are contractually obligated, realized a reduction of 10.6%. The greatest savings
came from the reduction in the Office Equipment Line.
LI 52510, the contract with Aven, is by far and away the biggest outlay after
personnel costs.. It is important to understand that this expenditure is primarily a
function of the number of instruments recorded. The revenues generated as a result
of this expenditure justify the expense. The number of recordings in any given year Is
subject to the vagaries of the marketplace, home sales, development, interest rates,
foreclosures, etc. Avenu charges $4.15, plus $.40 lindex verification), per recording,
no matter how many pages. Given the package of services provided (see detailed
breakdown in backup material}, the cost is well worth it.
To illustrate a typical recording, take for example, a 15-page mortgage: total
recording fee Is $130.00 ($60 for the first page and $70 for the remaining 14 pages
@$5/page). Out of the $130, $4.55 goes to Conduent; $2 to town clerk's document
preservation revenue fund; $8 to State Library preservation fund (from which the town
clerk's office is eligible for an annual grant); $36 to the State Treasurer {land
protection, affordable housing and historic preservation}; $1 to a town clerk revenue
fund; and $3 to a town revenue fund for capital improvement projects. The
remaining $75.45 goes directly into the town's general fund.
lt is worth noting that this office did not collect fees for 13 recordings from the Tax
Collector, Nor were fees collected for 36 recordings by the town attorney on behalf
of the town. Those recordings, in fact, actually cost this department $222.95
($4.55/recording per Avenu contract) in FY20.
The department continues to operate in the black which it has every year since FY96,
Revenues returned to the general fund in FY20 totaled $498,492 and actual :
expenditures totaled $259,290. A net income for the town was realized in the amount
of $239,202, a slight increase frorn FY19.
As did my predecessor, | will continue fo tap into the two town clerk revenue funds
keeping many Line Items to $1.00, Mast towns have moved the land records to an
online format, The records are easily maintained and distributed creating a user
friendly town clerk's office. Line tem 101-21034 [CGS 7-34a(d}] can be used for the
“oreservation and management of historic documents". The purchase of
commission, board cind elected officials tracking software will be purchased out of
2

Waterford Town Clerk
Fiscal Year 2022
Town of Waterford
one of the two revenue funds. The approved activities are defined in CGS 11-9
{attached}. Also pursuant to CGS 7-34a(d} is the Historic Documents Preservation
Program administered by the Public Records Administrator. Annual grants range
between $3,000 and $5,500. The mast recent grant was approved, in the amount of
$5,500. The use of these funds is summarized at the end of the budget packet.

Waterford Town Clerk
Fiscal Year 2022
Town of Waterford
BUDGET EXPLANATIONS BY CATEGORY
BUDGET JUSTIFICATION FY22
PERSONNEL COSTS (51000 Serles) $238,692 2.6%
The payroll was maintained at FY20 contract levels for the GGA workers (Deputy Town Clerk). A
sharp Increase was seen with the #1303 bargaining group workers (Assistant Town Clerk) because a
contract had recently been negotiated increasing both FY21 and FY22. has not been negotiated as of
the budget deadline for submission. The elected officials (Town Clerk) rate Increase is based on the
October/2020 CPI-U (1.2%) per RTM approval,
SERVICES (52000 Series}
10109-52010: ADVERTISING $1300 30%
Advertising is mandated by State Statute/Town Charter and Ordinances. Legal notices, primarily
election/primary related. Additionally, a legal ad will be placed to notify the townspeople that the
annual audit/budget is available for view. A rate Increase is not expected and | have rounded up to
accommodate for any format change of state mandated ads, Any additional advertising needs will be
paid out of Line Item 101-21039 [CGS 7-34a(e)] or Line Item 1017-21036 [CGS 7-34a(d)], the two
Revenue Funds.
Expenditures from Revenue Funds: FY20: $307
PAST YEARS EXP. FY20: $1299; FY19: $1554; FY18: $1,264; FY17: $363; FY 16: $1,140; FY15 $69
10109-52020: POSTAGE $2500 = -13,8%
Primarily this Includes the returning of deeds, mortgages, and similar legal documents as well as
postage for microfilming, printing, vital statistics to other towns, dog license notifications,
correspondence, absentee balicts, etc. The primary reason for the decrease is an expectation that the
demand for absentee ballots will be lower to that of past years. We will continue to use email and
interoffice mail whenever appropriate.
PAST YEARS EXP. FY20: $2556; FY19: $2592 FY18: $2,417; FY17: $2,892; FY16: $2,626; FY45:
2,633,
10109-52030: PROFESSIONAL FEES $1 0%
This includes the costs of off-site storage of original records, indexing of dog licenses, Info Shred LLC
Storage, archival film storage, uploading the land records to US Land Records, CD tag and link of
survey maps, microfilming and scanning of maps, OnBoard - commission and board membership
tracking software and like activities. The process of uploading the land records to US Land Records is
of highest priority. Rough estimate: $12,100, These items will be paid out of Line item 1041-21039
[CGS 7-34a(e)] or Line Item 1061-21036 [CGS 7-34a(d)], the two Revenue Funds. Request the Line
item remain open, however.
Expenditures from Revenue Funds: FY20: $9685; FY19: $9594; FY 18: $10,341; FY17: $3,915
PAST YEARS EXP, FY20: $0; FY19: $0; FY18: $0; FY17: $0; FY16: $0; FY15: $231; FY 14: $0

Waterford Town Clerk
Fiscal Year 2022
Town of Waterford
10109-52040: SERVICE CONTRACTS & REPAIR $i 0%
Ricoh copier contract, time stamp, vault service, and like activities will be paid out of Line Item 101-
21039 [CGS 7-34a(e)}, one of the two Revenue Funds. Rough estimate: $2,900. Request the Line
tem remain open, however.
Expenditures from Revenue Funds: FY20: $1672; FY19: 1745; FY18: $3,545; FY17: $2,683
PAST YEARS EXPENDITURES, FY20: 0; FY19: $0; FY18: $0; FY17: $0; FY16: $0; FY15: $506.
10109-52050: DUES, CONFERENCES, AND EDUCATION $850 0%
Education and networking will be a focus of this department. | have completed my Connecticut Town
Clerk Certification. The certification was completed in the minimum time allowed and | am now a
Certified Connecticut Town Clerk (CCTC), My Assistant, Darleen Celotto, continues to take classes.
One class Is offered every six months, This amount covers Connecticut Town Clerk & County Town
Clerk’s association dues, classes and conferences. Additional classes, conferences, accommodations
or dues will be pald for out of Line item 101-21039 [CGS 7-34a(e)], one of the two revenue funds.
Expenditures from Revenue Funds: FY20: $0; FY19: $0; FY18: $100; FY17: $810
PAST YEARS EXP. FY20: 675 FY19: 680; FY18: $850; FY17: $0; FY16: $0; FY15: $280.
10109-52060: PRINTING $1 0%
Dag license notices, color copies, tag envelopes, tags (Dept. of Agriculture), and all other printing
projects will be paid out of Line ltem 101-2'1039 [CGS 7-34a(e)}, one of two Revenue Funds.
Estimate: $250, Some savings may be realized with in-house printing. Request the Line Item remain
open, however.
Expenditures from Revenue Funds: FY20: $84; F¥19: $176; FY18: $190; FY17: $211
PAST YEARS EXP. FY20 $0; FY19: $0; FY18: $0; FY17: $0; FY 16: $0; FY15: $221.
10109-52070: REIMBURSABLE EXPENSES $1
Primarily, this includes mileage attending conferences, accommodations, seminars, county meetings,
court appearances, town clerk school, etc. [CGS 9-6]. | have not found it to be necessary to take a
reimbursement. If required it will be paid for out of Line Item 101-21039 [CGS 7-34a(e)] or Line Item
4101-21036 [CGS 7-34a(d)], the two Revenue Funds. Rough estimate: $300, Request the Line Item
remain open, however.
PAST YEARS EXPENDITURES. FY20: $0; FY19: $0 FY18: $0; FY17: $0; FY16: $75; FY15: $54.
10109-52180: VITAL STATISTICS 
$250 0%
Payments to other CT towns for receipt of certified copies of vital statistics, marriages and deaths that
occurred outside of Waterford. If additional is required it will be paid for out of Line Item 101-21036
[CGS 7-34a(d)].
Expenditures from Revenue Funds: FY20: $0; FY19: $0; FY18: $42; FY17: $278.
PAST YEARS EXP. FY20 $250 FY19: $228; FY 18: $250; FY17: $0; FY16: $0; FY15: $480,
10109-52510; RENTAL OF EQUIPMENT $24,000 4%
Contract with Avenu, formerly known as Conduent, with optical imaging of Land Records which
includes equipment and service, training, binders, and associated programming used for indexing and
printing of land records and vital records. Survey maps, dog licenses, imaging, printing and
microfilming of land records, which are Included in the Avenu contract, will be paid out of Line ftem
101-21039 [CGS 7-34a(e)] and treated as professional fees. The proposed budget request of $24,000
is the majority of the contract price (20/20 Perfect Vision System) calculated at $4.55/unit price (i.e.,
per recording).

Waterford Town Clerk
Fiscal Year 2022
Town of Waterford
PAST YEARS EXP, FY20: $21,098FY19: $20,299; FY18: $24,072; FY17: 26,292; FY 16: $31,670;
FY15: $29,060
TOTAL SERVICES (52000 SERIES) TOTAL $28,904 -3.6%
FY21 Approved budget amount of $30,004.
MATERIALS & SUPPLIES: 53000 SERIES
40109-53010: OFFICE SUPPLIES $1 0%
Materials of a non-standard nature, including labels, specialty envelopes, toner, binders, specialty
stamps, archival paper, etc., will be paid out of Line Item 101-21039 [CGS 7-34a(e)], one of two
Revenue Funds. Rough estimate (including Other Supplies below): $1,900. Request the Line item
remain open, however.
Expenditures from Revenue Funds: F¥20: $1505; FY19: $1048; FY 18: $1,607; FY17: $1,951.
PAST YEARS EXP, FY20: $0; FY19: $0; FY18: $0; FY17: $0; FY16: $0; FY15: $174
10109-53020: OTHER SUPPLIES $1 0%
Miscellaneous items will be paid out of Line Item 101-21039 [CGS 7-34a(e)], one of two Revenue
Funds. Rough estimate included in Office Supplies above (LI 53010). Request Line Item remain
open, however.
PAST YEARS EXPENDITURES. FY20: $0; FY19: $0; FY18: $0; FY 17: $0; FY16: $21; FY 15: $58
10109-53270: ORDINANCES $1450 0%
Publication of supplements to the Waterford Code of Ordinances required by CGS 7-148a, by
Municipal Code Corporation, including annual internet maintenance/stcrage fee, administration fee,
annual supplement, code online Info base supplement, online updates during year, and shipping. |
have budgeted for $950 towards fees and an additional estimate of $250 per projected change.
Expenditures from Revenue Funds: F¥20: $0; F¥19: $100 FY 18: $0; FY17; $1,560
PAST YEARS EXP FY20: $1621; FY19:$1849 FY18; $1,135; FY17: $0; FY16: $0; FY15: $1,285.
10109-53280: ELECTION SUPPLIES , $700 50%
This LI is solely for absentee baltots and election supplies. Presidential elections are the most
expensive, Municipals are the least expensive, The process for administering absentees may altered
as It was for 2020, As of now, | am assuming it will not. The Registrars of Voters pay for poll ballots.
PAST YEARS EXPENDITURES. FY20: $421; vee $1341 FY18: $462 FY17 $1,097; FY16: $1,378;
FY15 $780
10109-53290: MICROFILM SUPPLIES $1 0%
The State Library grant will be used partially for these purposes.Additional expenditures will be paid
out of Line Itern 101-2'1036 [CGS 7-34a(d)]}, one of two Revenue Funds. Future costs are unknown at
this time, Request the Line Item remain open, however.
PAST YEARS EXPENDITURES. FY19: $0; FY18: $0; FY17: $0; FY16: $0; FY18: $0
TOTAL MATERIAL & SUPPLIES (53000 Series) TOTAL $2,153 -24.5%
FY21 Approved budget amount of $2,853

Waterford Town Clerk
Fiscal Year 2022
Town of Waterford
OFFICE EQUIPMENT (54000 Series)
10109-54060: OFFICE EQUIPMENT $1 -99.9%
The Town Clerk’s office is the most public of all the offices in Town Hall. Any additional equipment
needs will be paid out of Line Item 101-21039 [CGS 7-34a(e)] or Line item 101-21036 [CGS 7-34a(a}],
the two Revenue Funds,
PAST YEARS EXP. FY20: $0; FY19 $0; FY 18: $4,603; FY17; $0; FY16: $0; FY15: $0,

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Waterford, © J 24
vbieluokd YEAR-TO-DATE BUDGET REPORT giytdbud
06/30/20
FOR 2020 13
ACCOUNTS Fort ORIGINAL —- REVISED AVAILABLE = PCT
09 TON CLERK APPROB BUDGET ¥TD EXPENDED NTD EXPENDED ENCUNBRARCES BUDGET = USED
301 GENERAL FUND
10109 TOWN CLERK
51010 ELECTED OFFICIALS
1010950010 ELECTED OFFICIALS 88,300 89,989 89,988,852 00 00 140 100.0%
51110 ADMINISTRATION
10209 5i2J0_ ADMINISTRATION 73,307 73 966 73,968.77 +00 +00 +23 100,0%
$1220 CLERICAL AND TECHNICAL
S LERTCAL AND. 51,720 $2,466 52,165.00 +00 00 120 100.0%
51010 OVERTINE
200.05..51810 OVER TTE 100 200 +00 400 +00 200,00 +08
$1920 FiI.C.A.
19109 51920 Pt .c.ns. 26,405 15,272 25, 180,65 00 +00 93,95 99.4%
$2610 ADVERTISING
20.0 ADVERTS 1,300 1,300 4,299.40 +00 +O0 +60 100.0%
$2020 POSTAGE
2.01.09 52020 _ POSTAGE 2.600 2,600 2,588.60 +00 .00 A440 98.3%
52030 PROFESSIONAL FEES
10199..52030 PROFESS TONAL PRES a 1 +00 +00 -00 1,00 10%
1

4.1 722/2026 08322 Sown of Waterford, CL B 22
vbialucki XBAR-TO-DATE BUDGET REPORT glytdabud
06/30/20
FOR 2620 13
ACCOUNTS FOR: ORIGINAL REVISED AVAXLASEB =| -PCT
6s TOHN ChERK APPROP BUDGET YOD EXPENDED MYD EXPENDED ENCUMBRANCES BUBGET USED
$2040 SERVICE CONT AND REPAIRS
12109.52040_ SERVICE CONT, AND REPA 1 iL +00 +00 206 1,06 10%
52050 PUES CONFER
10109 52050. DUBS CONFERENCES & EDM aso 850 675,00 «00 300 295,00 78.4%
52060 PRINTING -
1010852060 PRINTING 5) 2 00 +00 100 1.00 108
52070 RECMBURSABLE EXPENSES
10209.52070_. RETMBURSADLE. EXPENSES - a 4. +00 00 00 1,00 108
52480 VITAL STATISTICS
10309_52180.. VITAL, STATISTICS 250 250 250.00 +00 100 +00 100.0%
52S20 RENTAL OF EQUIPMENT
10309. 82520. RENTAL OP EOUXPMENT, 27,000 27,002 27,000.00 7,927.30 +00 3.00 100.0%
53010 OFFICH SUPPLIES
20108 $3010 OFFICE SUPPLIES 1 2 ~00 +00 100 1,00 10%
53020 OTHER SUPPLIRG
1010983020. OTHER SUPPLIES, i 1 00 +00 +00 4,00 10
53270 ORDINANCES
101.09 53270. ORDINANCES 1,050 4,690 1,622.14 00 00 66.06 98.9%
12

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4ayi272020 08128 ‘town of Waterford, cr
B 23
vbieluok: YEAR-TO-DATE BUDGET REPORT [Bayeaund
06/30/20
FOR 2020 13
ACCOUNTS FOR: ORIGINAL REVISED AVAILABLE BCT
09 TOWN CURRR APFROP BUDGET YTD EXPENDED MID EXPENDED ENCUMBRANCES BUDGET USED
53280 ELECTION MATERIALS
10109. 93280. ELECTION. ia TRRTALS 1,000 800 490,76 00 100 9.24 98.2%
53290 MICROPLLM SUPPLIES
301.02,53290 . MICRORXLN SUPBLIES 2 a +00 +00 100 1.00 20%
54060 OFFICE EQUIPNENT
1010954060 OPPICE_ROUTPMENT 1 1 .00 08 00 1.08 0%
POTAL GENERAL FUNG 268,690 265,690 268,190.64 7,927.30 .00 499.36 99.8%
13

aS
13/12/2020 06:22 Tow of Waterfard, CT PB 24
vbielueki XRAR-TO-DATE BUDGET REPORT glyedbud
06/30/20
POR 2020 13
ACCOUNTS FOR: ORIGINAL — RRVISED AVATLABLE =| PCT’
09 TOWN CLERK ABPROP BUDGET YED EXPENDED MTD EXPENDED ENCUMHRANCES BUDGET = USED
293 CT STATE LIBRARY TARGETED GRAN
29308 CT STATE LIBRARY TARGETED GRAN
52030 PROFESSXONAL FEES
2. 0 NAL E 0 0 4,500.00 2,000.00 +00 ~4,500,00 100,08"
$3020 OTHER SUPPLIES
29302 53920. OTHER. SUPPLIES 0 Oo 1,000.00 -00 +00 -2,000,00 100,0%+
TOTAL CY STATE LIBRARY TARGETED G 0 0 5,500.00 2,000.00 00 -B,500,00 200.0%
TOTAL TOWN CLERK 265,690 265,690 220,690.64 9,927.30 +00 -B,000.64 101.9%
TOTAL EXPENSES 265,690 265,690 270,690.64 9,927.30 +00 +5, 000.64
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FUNDS FROM OTHER SOURCES
Summary and Explanation
Historic Documents Preservation Revenue Fund
LI 1041-21036
Pursuant to CGS 7-34a(d), An Act Concerning Real Estate Filings and the Preservation of Historic
Documents, records restoration and related storage are being funded from this revenue fund. Source:
$2/recording.
Revenue Balance FY20; $9,789
Anticipated additional revenues FY21: $7,000
Town Clerk Revenue Fund
Li 1201-21039
Pursuant to CGS 7-34a(e}, (Land Protection, Affordable Housing & Historic Preservation). Source: Since
2013 with every mortgage recorded with Mortgage Electronic Registration Systems (MERS) as nominee,
$39 goes into the general fund and $10 into this revenue fund, Otherwise, $1 per recording.
Revenue Balance FY20: $26,626
Anticipated additional revenues FY21: $6,000
Historic Documents Preservation Grant Program
Also Pursuant to CGS 7-34a(d), records restoration and related storage are being funded by grants from
the Office of the Public Records administrator, Connecticut State Library.
Grant Received FY16: $3,000
Grant Received FY17: $4,000
Grant Received FY18: $4,000
Grant Received FY19: $4,500
Grant Received FY20: $5,500
Grant Received FY21: $5,500
Expectation FY22: $3,000 - $5,500
Anticipated Future Expenditures of Funds
Continued off-site document and security microfilm storage, continuing document preservation and
uploading of land record to the internet and storage with a focus on technology integration throughout
the office, annual purchase of vital records binders, copier costs, microfilming, tracking software and as
needs arise, purchasing of shelving, cabinets for the vault and furniture for the office.
20

CGS Sec. 7-34, Fees,
LI 1041-21036
(a) In addition to the fees for recording a document under subsection (a) of this section, town clerks
’ shall receive a fee’ of three dollars for each document recorded in the land records of the municipality.
Not later than the fifteenth day of each month, town clerks shall remit two-thirds of the fees paid
pursuant to this subsection during the previous calendar month to the State Librarian for deposit ina
bank account of the State Treasurer and crediting to the historic documénts preservation account
established under, section 11-8i, One-third of the amount paid for fees pursuant to this subsection shall
be retained by towri clerks and used for the preservation and management of historic documents. The
provisions of this subsection shall not apply to any document recorded on the land records by an
employee of the state or ofa municipality in conjunction with said employee's official duties. As used in
this section “munictpality” includes each town, consolidated town and city, city, consolidated town and
borough, borough, district, as defined in chapter 105 or chapter 105a, and each municipal board,
commission and taxing district not previously mentioned.
41101-21039
{e} In addition to the fees for recording a document under subsection {a} of this section, town clarks
shall receive a fee of forty dollars for each document recorded in the land records of the municipality.
The town clerk shall retain one dollar of any fee paid pursuant to this subsection and three dollars of
such fee shall become part of the general revenue of the municipafity and be used to pay for local
capital improvement projects, as defined in section 7-536, Not later than the fifteenth day of each
tonth, town clerks shall remit thirty-six dollars of the fees paid pursuant to this subsection during the
previous calendar month to the State Treasurer. Upon deposit in the General Fund, such amount shail
be credited to the community investment account established pursuant to section 4-66aa, The
provisions of this subsection shall not apply to any document recorded on the land records by an
employee of the state or ofa municipality in conjunction with such employee's official duties. As used in
this subsection, “municipality” includes each town, consolidated town and city, city, consolidated town
and borough, borough, and district, as defined in chapter 105 or 105a, any municipal corporation or
department thereof created by a special act of the General Assembly, and each municipal board,
commission and taxing district not previously mentioned, °
Historic Document Preservation Grant Program
Sec, 11-8], Preservation and management of historic documents: Definitions. As used in sections 11-8!
to 11-3/, inclusive, “preservation and management of historic documents" means activities that include,
but are not limited to, the following: (1) The restoration and conservation of land records, land record
" tiidexes, maps or other records; (2) the microfilming of land records, tand record indexes, maps or other
records; (3) the use of information technology to facilitate the performance af dutles integral to the
maintenance and tracking of historic documents; (4) providing public access to an electronic indexing
system that combines the grantor index and the grantee Index ofa town’s land records; (5) the
assessment or upgrading of records retention facilities; (6) disaster recovery; and (7) the tratning of
personnel to perform duties integral to the maintenance and tracking of historicdocuments.
4+

NEAR AND LONG TERM PLANS TG RESTRAIN SUDGETARY GROWTH
Asin the past and going forward we will remain a no frills office. That being sald, most town clerks
offices have implemented technology incrementally throughout the years reducing the time spent on
particular projects, Many projects have been put on the back burner In order to finance the day to day
Operations with the revenue funds. The primary purpose of these funds is for document and record
preservation. These funds are set aside by the State of Connecticut, My concern is that the state may
discontinue these funds and our window to upgrade the office will close.
Thanks to CGS 7-34a(d), records restoration is being funded from a revenue fund (An Act Concerning
Real Estate Filing and the Preservation of Historic Documents). Thanks, also, to CGS 7-34a(e), (An Act
Concerning Farm Land Preservation, Land Protection, Affordable Housing and Historic preservation), the
office has more latitude in expenditures. Also available is an annual grant award, most recently in the
amount of $5,500. Over the last several years the grant amount has ranged from $3,000 to $5,500,
We will continue to reduce the postage !ine with the use of email when appropriate.
The use of part time personnel in the office will not be needed to implement any technology. Any
amount of additional implementation will be provided without overtime, either will be completed by
staff during the town hours of operation or by the clerk during hours outside of normal operating hours.
We will continue to share advertising costs with other towns to help reduce expenses when appropriate.
State provided education will be committed to and implemented when appropriate. We look forward to
training from the state for the State Death Registration System which will allow us to easily retrieve and
create death records. The savings by this department per year will be approximately $250, and will
include additional revenues.
When appropriate the plan is to continue the use of the revenue funds to help support some line items
and department initiatives.
22

TOWN OF WATERFORD
PROPOSED REVENUE BY DEPARTMENT
GENERAL FUND
2021-2022 FISCAL YEAR
All revenues fromm each department must be listed in the following categories. Pleasa add any revenue lines
that are nat listed below.
DEPARTMENT: 10109 Town Clerk
(Alarm Monitoring 0
‘Alarm Penalties 0
Ambulance Subsidy . 0
Beach Admission Fees j j . _ ft : 0
, 0
0
Benefit Assessments
Bulky Waste Fees I. .
Conveyance Tax 312,126 291,184 200,000 200,000
Copy Fees _ 22,169 24,221 : “25,000 26,000
East Lyre Animal Contral Fee
Enhanced E 9-1-4
Fines/Penalties
Hazardous Household Waste
inspection Fees
Interest/Lien Fees
Inter-Municipal Revenues
Miscellaneous
Permitting/Licensing Fees
Program/Registration Fees :
Recording Fees 161,889 183,087 175,060 475,00
Regional Communications Fees -
Rentals __
Sale of Recyclables
State Operationat Grants
Tipping Fees
Versa Kar/Bilue Box Purchases
OOOO] ola/olajojolSioialalololsiolojoio
23

ek SN
11/12/2029 08122
Yown of Waterford, CT P 44
vbieluckt XBAR-'O-DATE BUDGET REPORT giytdbud
06/30/20
FOR 2020 43
ACCOUNTS FORt ORIGINAL REVISED AVALLABLE PCT
09 TORN CLERK ABPROP BUDGET XTD BXPRNIED NED EXPENDED ENCUMBRANCES BUDGE? = - USED
201 GENERAL FUND
20108 TOWN CLERK
40353 LIENS
30109 40353 LIENS ~COLLECTED RYDE 710,006 -10,000 -10, 360,00 00 00 960,00 103.6%
40400 CONVEYANCE TAX
201.09 40400. CONVEYANCE TAX -200,000 200,900 ~291,184,02 +00 +00 D1,104.01 145.6%
41020 MARRIAGE LICENSES
10109 41920, MARRIAGE LICERSES 0 9 -2,812.00 00 «00 2,512.00 100,0%
41021 HUNTING & FISHING LICENSE
10309 41021. HUNTING © RISHING LYCE 9 a ~67,00 +00 +00 67,00 100.0%
41022 DOG LicENses
ADLOD. 41.022 nod LICENSES 0 o ~1,109,00 +00 00 2,108.00 100.0%
41029 WED-EL SHELLFISH PERMITS
30109. 42029 _ WIRDZEL, SBELDEISH PERN o i) ~276.00 -8,00 00 276,00 100.0%
41032 WATERFORD SHELLFISH PERKY
10109,,41031__ HTERPORD. SHELLELSH. PE Cy) ° “48.50 56,06 +00 40,50 100.08
42009 RECORDING FEES
410109. 420093 RECORDING PRES “179,000 -175,000 = -120, 418,00 +00 +00 “B4,582,00 68.83%
24

21/12/2020 08122
e AS
glytdbud
vbielucki YEAR-O-DATE BUDGNT RESORT
06/30/20
FOR 2020 48
ACCOUNTS Yor: ORIGINAL =—- REVISED AVAILABLE RCT
a8 TOWN CLERK APPROP BUDGET YD EXPENDED MTD RXPENDED ENCUMBRANCES BUDGET USED
44004 COPrsS
10104 49.004. CORTES. a a 24,220.50 +08 100 24,220,50 200.0%
44005 VITAL STATISTICS
40109 44005__VEIAL STATESTICA ° e 32,985.00 “2,495.00 +00 32,365.00 100.0%
44006 NISCELLANEOUS
10109 44006. MISCRUANEOUS o o ~2,878,00 .00 .00 2,878.00 100.03
44254 LOCAL, CAPITAL IMPROVEMENT
20109 $9254. LOCIP. FUND: AGRICULTOR a 0 -8, 532.00 100 +60 8,832,00 100.0%
40006 SALR OF BICENTENNIAL HOOKS
2.0199,48006 ABLE _OF_BICENTENNIAL.B 8 0 20.00 105 00 20,00 160.0%
TOTAL GENERAL FUND -385,000 ~385,000 ~492, 99403 “1,387.06 00 207,992.02 128.0%

42/12/2026 08122 own of Waterford, Cy
F 46
vbdolucki YAAR-FO-DATO BUDGET REPORT | giytdbad
86/30/29
FOR 2020 23
ACCOUNTS FOR: ORIGINAL REVISED AVAILABLE PCY
Os FOR CLERK ABBROP BUDGET YTD EXPENDED MID EXPENDED PNCUNBRANCES BUDGET = USED
293 CTP STATE LIBRARY TARGETED GRAN
29302 CT STATE LIBRARY TARGETED GRAN
40750 STATE OF CONN GRANT
29302 40750 STATE OF CONN GRANT ° 9 8,500.00 +00 +00 5,500.00 100,08
TOTAL CT STAVE UXBRARY TARGETED G 0 0 5,500.00 i) 90 5,500,00 100.0%
TOTAL YOWN CLERK ~385,000 = -385,000 = 498,492.02 -1,387,06 +00 323,491,01 129,9%
TOTAL REVENUES 7385,000 «388,000 = 498,492,014 1,387.00 +00 113,492,02
26

TOWN of WATERFORD, CT
Targeted Grants:
FY 2021
Historic Documents
Preservation Grant Program
Prepared by: |
David L. Campo
Waterford Town Clerk
27.

APPLICATION
TARGETED GRANT FY 2021
_ Historic Documents Preservation Program
Connecticut Municipalities
GP-001 (ev, 1/2020)
STATE OF CONNECTICUT
Connecticut State Library
PUBLIC RECORDS ADMINISTRATOR
231 Capitol Ave., Hartford, CT 06106
This form may be completed and printed for submission at hitos://etstatelibrary.ove/publicrecords/hdpp
Name of Municipality:
Use full name, ie. ‘Town of _.' . Town of Waterford
or ‘City of 2 . .
Name of Municipal CEO; Robert Brule Title: ‘First Selectman
Phone with Avea Cade: 860.444.5834
Email: firstsel@waterfordct.org
Name of Town Clerk: David L. Campo Tite: Town Clerk
Phone with Area Code: 860.444.5829
Email:
Dcampo@waterfordct.org
Check if Designated Applicant: Kd
» TC Mailing Address:
MCEO Address if Different:
45 Rope Ferry Rd
Grant Application Deadline:
Grant Contract Periad:
Il] Cycle 1: April 30, 2020
Bd Cycle 2: September 30, 2020
‘The contract period begins after July 1, 2020 AND receipt of the fully executed
contract. Grant projects must be completed and funds expended by June 30, 2021,
Maximum Grant Allowed: $5,500 Smal] Municipality Population less than 20,000
$7,500 Medium Municipality Population between 20,000 and 69,999
$10,500 Large Municipality Population of 70,000 or greater
Amount Requested: $5,500 _—
Grant Category(ies): (J Inventory and Planning (] Organization and Indexing
(} Program Development (1 Storage and Facilities
Preservation/Conservation See Page 6 of tha Guidelines for Category descriptions.
Budget Summary Grant Funds {A} Local Funds (B) Total Funds (A+B)
4. Consultants/Vendoxs |
(Total cost for all consultants and vendors) 48 4,100 | $, § 4,100
2. Equipment 5 “ $ 7 $
_ (Total cost for eligible items, i.e, shelving) . ;
3. Supplies , ;
(Total cost for eligible items, ie, archival supplies) 8 1,400) $., O}$ 1,400
4. Town Personnel Costs tg 2g 8
(Total cost for all town personnes) _ :
§. Other § $ $
(Please specify on a separate sheet)
6 TOTAL $ 5,500 | $ {8 5,500
} Base pay only for persoanel hired directly by the municipality for the grant project. Consultant/vendor easts should be Hsted on Line 1.
2 Personnel taxes, benefits and any overtime must be paid by the municipality, *
28

Narrative Page & Supporting Documentation
« Answer on an altached page, sumbering the answers for questions 1 through 3; and question 4 if required,
"If applying for more than one project, questions 1 through 3 must address each project separately: for example,
number the auswers 1a and’ ib, 2a and 2b, 3a and 3b,
"Answers should be provided in the applicant's own words, not by referencing the vendor’s proposal,
1. Describe the project: State whatwillbe done and why. Where applicable, identify the specific records
involved, including volume numbers and date ranges, .
2. Provide yendor/personnel info & timeframe: For yendo: ors: Identify the company and the timeframe for
completing the work within the grant period. For town persorinel: Refer to the detailed instructions provided on
Page, 12 of the Guidelines under Section D, Town Personnel Costs.
3, Stafe what will be accomplished: Explain how the project will impact the records, the office and/or the
municipality.
4, Provide a detailed budget: If applying for more than one project — show the breakdown for each project
under each line item (Consultants/Vendors, Equipment, Suppties, and Town Personnel Costs) and the split
between grant and local fonds wheré applicable, If applying for only one project with one vendor, omit this
question,
§, Attach supporting documents: For vendors: provide a copy of the proposal or quote, For direct purchases of
equipment or supplies: provide a copy of the product information/pricing,
Designation of Town Clerk as Applicant
‘This section to be completed only if the MCEO wishes fo designate the Town Clerk to make (he application for the grant, -
Thereby designate, David L, Campo , the Town Clexk, as the agent for
making the above application:
Let borate A 26 |g)
Signatore gf
sf MCBO Date a
Robert Brule, First Selectman
Name and Title of MCEO
[~ Certification of the Application
This secfion must be signed by the applicant,
If the Town Clericis designated above, the Town Clerk must sign. If the Town Clerk is not designated, the MCEO inst sign.
Lhereby certify that the statements contained in this application are trne and that all eligibility requirements as outlined in
the fi a, Targeted Grant Guidelines have been met.
UE . G/2tf2z0Z0
Signature of Applicant (MCEO of Town Clerk if Designated) Dale (musi be same as ar tater than above die)
David L. Campa, Town Clerk
Name and Title of Applinant
For State Library Use Only j
Grant Dispdsition:’ [7] Approved (J Denied : noo
Grant Award: 3 5 : Grant Number: “
Signature of Publio Records Administrator Date
28

APPLICATION
_ TARGETED GRANT FY 2021
Historic Documents Preservation Program
1. Describe the project: This is a continuation of last year’s project. The primary focus of the
project is preservation and retrieval of records in case of disaster. Minutes will be microfilmed
from last year and stored. We are also converting some microfilm of meeting minutes to hard
copies, This will pravide us the ability to scan to our website and provide a required hard copy
in our vault, New binders will replace older worn out binders,
(See attached job estimate)
2, Identify the vendors: The primary contact Is Irena Sulewski at:
Adkins
40 South Street
P.O. Box 2440
New Britain, CT 06050-2440
3, State what the municipality hopes to accomplish: This project will keep us compliant with
regard to preservation and security of records. A secondary outcome will be an ease of retrieval
for clients and municipal employees.
4, Provide a detailed budget: Attached is the detailed job estimates displaying all casts and
what will be Included.
5, Attach supporting documentation: Enclosed
30

40 SOUTH STREET, P.O, BOX 2440, NEW BRITAIN, CT 06050-2440
Tel: 1-800-807-3981 frene@adkinsine. net
JOB ESTIMATE
August 26, 2020
Client: Waterford Town Clerk
Title of Job: Creation of TIFF images from microfilm
The Town of Waterford has 25,625 pages of minutes on microfilm that need to be converted to
TIFF images for easy viewing and printing.
25,625 images converted to TIFF images @ $0.16Amage.......ccee $4, 100/Aot
TOTAL COST...$4,100 |
This project will take approximately 4 ~ 6 weeks to complete.
rene Sulewski, Municipal Account Specialist
3t

¢ )
Tek: 1-800-807-3981 jrene@adirinsinc,net
JOB ESTIMATE -
August 26, 2020
Client: Waterford Town Clerk
Title of Job: Archival Supplies
« Ten vital binders @ $135/binder..... es $1,350.00/lot
© UPS freight on above. essere $50.00
TOTAL COST......0.$1,400
Signed:
Irene Sulewski, Mu