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Town clerk seeks new FOIL software, temporary staffing and larger intern budget; board seeks vendor quotes
Summary
Town Clerk Lisa Nero told the Greenburgh board the records office is handling more FOIL requests and proposes new records/FOIL software with a high onboarding cost and an annual maintenance fee, temporary full‑time staff to clear backlog, and an increase to program/interim intern funding; the board asked for itemized vendor numbers and fee benchmarking.
Town Clerk Lisa Nero presented the clerk's office budget at the Greenburgh Town Board's Oct. 1 work session, telling members that antiquated filing and archival systems have increased FOIL workload and driven a request for new records-management software and staffing changes.
Nero said the office is handling more FOIL requests than in the past: "we have gone from 300 FOILs per year to 300 FOILs per quarter," she said, and explained the proposed software would replace the town's antiquated system.
On costs, Nero said vendors described the initial payment as an onboarding fee followed by an annual maintenance/service fee. "To my knowledge ... the company said that that was basically the onboarding," Nero said, and she and staff acknowledged they could not provide exact contract numbers until they decide which vendor will be awarded the work.
Board members pressed for specificity. One member asked whether costs were a one-time onboarding expense or a recurring annual charge; Nero and staff said there is a startup/onboarding cost and a smaller recurring service fee but the precise figures depend on vendor proposals.
Nero also proposed a temporary full‑time appointment to clear a backlog of records work, saying part‑time staffing has been insufficient and that the temporary hire would serve roughly four months to get files and FOIL responses current. The clerk said the change is intended as a temporary full‑time assignment rather than a permanent headcount increase.
On youth programming, Nero asked to increase summer/intern program funding and said she intends to offset at least some of the requested $10,000 increase with grants. Board members asked for an itemized breakdown of stipends and program costs before committing to the increase.
The board also directed staff to prepare a fee schedule and benchmarking report for dog licenses, filming permits and other fees to determine whether fee increases could help offset operating costs.
Members asked the clerk to return with vendor quotes showing onboarding and annual maintenance amounts and to provide the itemized intern cost history for the last three years. No contract awards were made at the meeting.
