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Home My WebLink AboutAG-03/10/2026 WS Denis Noncarrow Town Hall, 53095 Main Road Town Clerk s �, P.O. Box 1179 Registrar of Vital Statistics ` Southold, New York 11971 Marriage Officer Fax (631) 765-6145 Records Management Officer Telephone (631) 765-1800 Freedom of Information Officer 4^01wrl, Office of the Town Clerk Town of Southold Agenda Work Session Agenda Southold Town Board March 10, 2026 9:00 AM PUBLIC NOTICE: The Town Board Work Session will be held at the Peconic Community Center Auditorium, 1170 Peconic Lane, Peconic, NY 11958. For this Work Session, and all future Work Sessions, the Town Board will begin with the Open Work Session at 9:00 A.M. PUBLIC ZOOM LINK: You are invited to a Zoom webinar! When: Mar 10, 2026 09:00 AM Eastern Time (US and Canada) Topic: Town Board Work Session Join from PC, Mac, iPad, or Android: https://us06web.zoom.us/j/81640779815?j2wd=eD3 fhFaQZNPVb9kbrRRbk4gkIVPUlt.I Passcode:888681 I. Discussion Items- Southold Town Board Work Session 1. 09:00 AM- Carol Brown, Inga Van Eysden, Barbara Friedman and Alexa Annunziata Conservation Advisory Council (CAC) Mission Statement, 2025 End of Year Report and Resident Guide (rescheduled from 2/24) 2. 09:15 AM- Councilwoman Alexa Suess and Town Comptroller Michelle Nickonovitz Discussion on a New Committee Procurement Policy 3. 09:25 AM- Councilwoman Alexa Suess Update on the Communications Task Force and Review of First Draft of a Southold Town Social Media Policy 4. 09:45 AM- Councilwoman Alexa Suess Discussion on the Request from the Village of Greenport for Committee Liaisons Page 1 of 27 5. 10:00 AM-Norman Reilly Jr., President with Members of the Southold Town Fire Chiefs Council and Michael Verity, Southold Town Chief Building Inspector Discussion of Fire Marshall Duties 6. 10:30 AM- Town Board Break 7. 10:45 AM- Beth Doyle, Superintendent of Greenport School Upcoming Greenport UFSD Capital Project(rescheduled from 2/24) S. 11:00 AM- Government Liaison Gwynn Schroeder, Community Development Project Supervisor Andrea Menjivar,Assistant Town Attorney Julie McGivney, Chief Building Inspector Michael Verity and Leslie Weisman, Chair of the Zoning Board of Appeals Proposed Accessory Dwelling Unit ADU Code Change 9. 11:15 AM- Town Planning Director Heather Lanza, Planner Mara Cerezo, Government Liaison Gwynn Schroeder, Community Development Project Supervisor Andrea Menjivar and Land Management Coordinator/GIS Technician John Sepenoski Review of Clark's Beach Parcel for Affordable Housing Grant 10. 11:45 AM- Councilwoman Anne Smith, Town Clerk Denis Noncarrow and Diana Franke Committee Openings and Reminders 11. 12:00 PM - Supervisor Krupski Public Safety Task Force Update 12. 12:15 PM - Town Board Lunch Break 13. Executive Session -Labor-Matters Involving the Appointment/Employment of a Particular Person(s) 12:45 PM - Town Clerk Denis Noncarrow 01:00 PM - Councilman Brian Mealy re: Board of Ethics 01:15 PM - Lillian McCullough, Land Preservation Executive Assistant 14. Executive Session - Potential Acquisitions(s), Sale or Lease of Real Property Where Publicity Would Substantially Affect the Value Thereof 01:30 PM - Lillian McCullough, Land Preservation Executive Assistant 15. Executive Session - Public Safety Updates 02:00 PM - Chief Steven Grattan 16. Executive Session -Legal Advice Page 2 of 27 V-1 Conservation Advisory Council Mission Statement (revised December 2024) Purpose: To ensure the conservation of the Town of Southold's natural resources, and the enhancement and protection of its environment, while fostering unified action on environmental issues. The Council, consisting of Southold residents, with its advisory capacity, will: • Advise the Town Board and other town agencies in the development, management, and protection of the natural resources of the Town of Southold, and to make recommendations on land development affecting the environment. • Coordinate with the Town's Boards, Councils, Committees, and local community groups and organizations which have an impact on the environment. • Assist the Town to attain and retain certification in the NYSDEC Climate Smart Communities certification program; Oversee the CSC Task Force; Develop renewable energy opportunities. • Advocate for the protection of Southold's natural resources, land, and waters through an Open Space Plan, Open Space Index, and Natural Resources Inventory to allow instant comprehension of the environmental impact of permitting decisions with particular attention to wetland and storm water runoff, and fragile and diminishing open spaces. • At the direction of the Trustees, review specific Trustee wetland permit applications for environmental impacts. Page 3 of 27 nl Southold Town Board 53095 Route 25 Southold, NY 11971 On behalf of the Southold Conservation Advisory Council, the following is an End of Year 2025 Report on the work of the CAC in 2025. In moving forward, it would be beneficial for us to have Town Board input on what you consider most important for us to concentrate on in 2026. We look forward to meeting with you to help us fine-tune our 2026 work plan. Respectfully submitted, Ccwo-113roww Carol Brown Chair, CAC Southold Conservation Advisory Council End of Year Report 2025 • Town Board approved updated CAC mission statement • CAC members attended meetings and submitted responses to Town re: o Town Zoning Update o SCWA Pipeline Project • CAC submitted 2 Climate Smart Communities pledge elements to Town for review o PIES Action: Residential Organic Waste Program: Compost and Woodchips o PE5 Action: Residential Organic Waste Program: Reuse Area • CAC convened a meeting of Town Trustees and regional Environmental Groups re: Zoning Update and other local environmental issues • CAC completed a draft Residents' Guide and submitted it for Town Board review • CAC researched and completed a letter and supporting documents for restricting the use of gas-powered leaf-blowers. • CAC initiated an Environmental Expo, sponsored by the Town. • CAC began a Youth Environmental initiative • Completed year 1 of Mayor's Monarch pledge • CAC successfully applied for a grant for Native Garden by Town Hall • CAC supported 2 Compost and Rain barrel distribution events at Town Transfer Station Page 4 of 27 I� • CAC met with Peconic Estuary Partnership (PEP) to prepare a 2026 work plan • CAC members were represented on the New York State Association of Conservation Council's Board • CAC members attended Coastal and Environmental summits for Save the Sound, etc. • Town appointed full Board as of Nov 2025, including new Junior Member • Ongoing attendance at meetings by NFEC representative Page 5 of 27 Page 6 of 27 Southold dint Gu, ide This is a practical guideto Uuing �n' the T�p'- ownof Southald, with`ueful' and usable I?. information to help you protect and maintain our ra ert so, all may,continue to; r Y .a the beaut ,and uni ueness of/our,Town for generataans Southold is a 54 square[y�yl U /// ,/r r , r/r/r� r , % c,,,, ,Wile peninsula, approximately 35rmMles long and,1 3/ miles wide, surrounded by tidal r rr/ / r waters-onthree"sIdes ,Becau'se of tli�s'un�quely fragNle pos�tian, sens�t��e ecolog sand r - /i of/ / / climate change with rr sing seas, fI"'ding;�andr f iercer storms, there sire stepseuery'� �/� /r / it/ r r resident��and business can take toy care /far home, arMd ro ert y , drinking 'water, r / plantings; buildings, wetlands, and share front -, i %�•sfra ►r1 ,//,/a//rn rid�/h,ir�%h;ril'�% s/„re///in;cs,:,,;�rt"rr�'"",+iilor#rc/�/'huma'n/ i1 c4 ou YO b"O" ur`en anre r r! ,,; ,,, ,,,,, ✓ r r /i/i/ %/r /// -1 f/ �,�%r �,�jiir/r,r �r� � / r r/ r.r / / � s,, � /„ �,,:ri jr/r�,i,; ,� ,,,/ • a ' aeon has an,,�m ac ► P ' a,, ,,, r4 ri r% r r /Ir rr ri/rri r/r oii r ✓ r / ri r r r r / %�i r/ r r/ir' ! ri r ' Help us ,Wake a difference!All residents can,help by taking care; of their prapert�es in a ' way that also takes care of the enu�ronment/ Consider the impact of your fictions on the water that'ybu drink' Consrve',rit and' keep it'fre from pollutants: Protect ciur' wIIIII etlands, woodlands wind fieldso that they/can�do theirlab as natural water pur�frers, r benefiting our aquifer and coastal waters and the wildlife they support. Together; wAKI e� r r can allmake a difference r The S outhaid tonserVation,,Advsory Council (CAC), was established in - ° Southold in 1969 to advise th® municipality in,the development, management and protections 11 of its natural resources-;To ensure the conservation of the Town of 5outhold's naturat resources, and the enhancement and protection of its environment, while fostering unified action on environmental issues. f✓ r � 9 ro dy�4 a��f �N� ww. Page 7 of 27 r, SMART WATER USE STARTS A T HOME PR O RUR NKING WATER ET TESTED ANNUALLY! CONSERVE THIS PROTECT THE µ, LIMITED RESOURCE! AQUIFER! Our drinking water comes from one Southold has no sewers(except shallow aquifer. It is replenished by Greenport). Everything that goes down precipitation and wastewater and'is the drain makes its way back into our vulnerable to human induced drinking water or into the bays, creeks, contamination and saltwater intrusion. and Sound. Install water sense fixtures. • Use safer cleaning and personal • Consider new water saving care products appliances. • Avoid products that contain PFAS • Check for leaks'in your plumbing (forever chemicals)and 1,4-dioxane and irrigations systems. • Maintain and update your cesspool • Town Code now limits irrigation-go or septic system even further and let your lawn go • Properly dispose of brown in August! pharmaceuticals and hazardous products. POOL RULES SMARTER POOL USE All pools require fencing. New and • Use a cover to cut evaporation. rebuilt pools require a building . Lower water 2 feet in winter.-let permit. • Drain on-site. only-use drywells. rain refill it. • Refill slowly—no more than 5 Never drain saltwater into soil, • gal/min. Neutralize chemicals before draining. Compiled Byrfitdd �f f;l666 Conservotion Advisor OW V 1 V Council--. e 10 , m p o x F NATURAL TC 04, r' $OVTHOLD WfT / The Town of Southold is a narrow peninsula with Southold s wetlands and woodland s, 163 miles of shoreline.C7ne is never far from a ' filter water,prevent erosion,and �„ waterway,and waterways are easily impacted by su p o ort wildlife,Native plants offer PP P human activities; food and shelter for wildlife and pallinators while native shoreline vegetation,with their deep roots,hold soil inplace. TEE;, WETLANDS: o Ix The Town Trustees are charged with the atlministratiorrof all�activ ty within 100 feet of the Town's freshwater wetlands,,tidal wetlands,as well as beaches,dunes,bluffs,and banks,and the ton RESWP underwater'lands owned by the Trustees for its • Limit Tree Removal-Trees prevent citizens also known as"common lands."The codes erosion, provide wildlife habitat,clean that guid0he Town Trustees are as follows: the air,and retain precipitation. Chapter,96-Boats, Docks and Wharves • Control runoff-drainage from Chapter 111 -Town of Southold Coastal Erosion driveways and roofs(and pools!)should �'`;` Hazard,Area not runoff onto the street or Law Chapter 219-Shellfish and other Marine neighboring property.Control runoff " Resources with,rain barrels,bioswales,or drains ` • Chapter 275-Wetlands Law of the Town of and drywells. Southold; ,A • Plant native or near native drought Consult these codes for any such activities within 4'% tolerant plants that don't require Town Trustee jurisdiction. Z� pesticides,herbicides or irrigation and �^ support wildlife. 1% l r r��l N �, mM ' " iirrlcrrr/%+urr�rrrrgrlal6✓ru%L/ %%%G�U�6��G,L�%� �`�� i1�/j i/f�%,,, ��/��ii �//��1�, 1 ��^ wwz✓ii/�o��r � � � /ice, ,�9,�ii.a;. �//� , �Or, r d Page 9 of 27 ,w THE PROBLEM: LAWN CARE THAT HELPS: BEST PRACITCES • Southold's only water • Use compost and/or mulch • Minimize irrigated turf source, a shallow instead of chemical fertilizers areas. underground aquifer, is • Over-seed patchy spots to • Only water early threatened by thicken grass naturally. morning or late contaminants and over- . Leave grass clipping on the afternoon to limit pumping. lawn as they return nutrients evaporation. • Chemicals like fertilizers, to the soil. • Only water once a week herbicides, and • Avoid pesticides and —grass needs just one pesticides can seep into herbicides. They are inch of water per week. the aquifer the source of prohibited near wetlands by . Use drip irrigation or our drinking water. Town law. install a rain garden or • Rain washes • Use native grasses and other bioswale where contaminants into nearby plants - they need less water possible. creeks, bays, and and no chemicals. wetlands. • Get free compost at the Town Transfer Station. a Page 10 of 27 * A VALID TOWN BEACH PARKING PERMIT IS REQUIRED—EVEN FOR SHORT VISITS. e HAMLET PARK DISTRICTS HAVE THEIR OWN RULES—CHECK LOCALLY. MEAN HIGH M�AN LOW TIN UN F; od, 14,110F LINE PRIVATE rt PUBLIC T? hLi W"'J"I TAKE OUT WHAT YOU BRING IN AND LEAVE NO ff TRASH BEHIND. • FISHING, CLAMMING, AND SHELL FISHING REQUIRE PERMITS FROM THE TOWN CLERK. • NEVER DU14P OR LEAVE CHEMICALS, LAWN CLIPPINGS, OR PET WASTE NEAR THE BEACH. Page 11 of 27 s� L �,, , w . , i r, �' F i�iii��fy e i �� 1 t i ��,, i �� . w a p a FI J r� //, , I r%� � 1 � i �� ;� r, �Rl d� , �, �; �� t u r�, � � �" v Qi ��,' .r.. � �,r�i i � �" � • "` � U ,r i- �� r � � �, .�„. '�, 1 � r n fj l��!'f�� „n � � � i �`�' � ,�)I 1,.. �Y / %/ � / 1 ��9P 1 � /�G�ry� �ir�yl,��o��///l/r�� i,l ,i �, � �r,,;� � �.,,, ,� „, r ,. �� n�, 7,� .�� o �� i P /'r Wi 0 D f fffff E & AK& A, Exterior e, wa K, Lighting: thd , Ke -Daeksk' y ........... 9 ........ trient MO, RNNa, P-4- "e, g1l'i '21. RIA ✓ Z/N I ..... annoyon'othat. 40 7 411 to he�ghbors,and�can be a ry t Lbows ig t✓ I n,9//,/,fO6 0 U o 0 F"",1 6 .................. a -5- vW standards "21. "J Dar ,shield`,,,,,,buAb8' -"'ht&, bwm/`� F/1�11 1, a n t"dAv 0/ig i", x did n, 7' late Bpi ht i77-77/ 1✓ice Wnn 6 aNd/q/� //,/'q/ 7-7✓ 74ki /e in, W", e/,,,,,,,co , e,,,, ,, eci e 1-�,","-,,;..... A Buren of leaves bh, gAv- , , :'rus lequresa pe rmit t and is,,,strongly/' I/ or V",. . ...... "disco, uragei ;,�,equipment;during 6 e ectric.,Install I",,,heat /j,"O'ertahn/ 2/ 'j- pups,/induction;,sb, ", Ouir . .... mstoves, tIv. reenpor - 0 not , G illage d es� and use, E,fj,e/"/"c, tr' i;c, power d f s aridgbrclen 6use, 6 , gas powered tool I 6a f' b I b,"we rs'., equipment. o age o Page 14 of 27 V , Q, Procurement Policy Addendum to the Committee Handbook Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law, Section 103. Committee Chairs who are assigned fiscal responsibilities (hereinafter"Purchaser") shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include a canvass of past history to determine the likely yearly value of the commodity to be acquired. Upon request, the Comptroller can calculate the cumulative amount of a particular commodity needed based on past history. If the cumulative amounts exceed competitive bidding thresholds, then the purchase must be contracted through the bidding process. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. Purchasing activities are to be conducted in a manner that is in accordance with law, in the best interests of the Town, avoids favoritism, wastefulness, extravagance, fraud and corruption, and fosters honest competition to obtain the greatest economic benefit for every tax dollar expended. Purchase orders must be signed by the committee member, Supervisor, and be approved/ posted by the office of the Comptroller before being considered fully executed. No anticipated contract or purchase shall be subdivided or structured with the intention of avoiding this Procurement Policy. 2.All purchases of(a) supplies or equipment which will exceed $20,000.00 in the fiscal year or(b)public works contracts over$35,000.00 shall be formally bid pursuant to General Municipal Law, Section 103. 3.All estimated �urcl�ases of: • Less than$20,000.00 but greater or equal to $12,000.00 require a written request for quote ("RFQ") and written/fax quotes from 3 vendors. • Less than$12,000.00 but greater or equal to $5,000.00 require a written RFQ for the goods and written/fax quotes from 2 vendors. • Less than$5,000.00 but greater or equal to $2,500.00 requires verbal quotes for the goods from 2 vendors. These verbal quotes must be documented by the committee purchasing said goods. • Less than $2,500.00 are left to the discretion of the Purchaser,but written/fax quotes are preferred. All estimated DUblic works or service contracts of: • Less than$35,000.00 but greater or equal to $20,000.00 requires written fax/proposals from 3 contractors. Procurement Policy for Committees 1 Page 15 of 27 • Less than $20,000.00 but greater or equal to $10,000.00 requires written fax/proposals from 2 contractors. • Less than$10,000.00 but greater or equal to $5,000.00 requires verbal quotes from 2 contractors. These verbal quotes must be documented by the committee soliciting the quotes. • Less than $5,000.00 are left to the discretion of the Purchaser but written/fax quotes are preferred. AEI �•os�: �:�� u�claase�rs�arc�fe�»sic�r�«�1 serv"ces of: • Greater than $35,000 requires a formal, competitive Request for Proposal ("RFP"), which shall be evaluated based upon qualitative factors and quantitative factors, as set forth in said RFP. • Less than $35,000.00 but greater or equal to $25,000.00 requires a written RFQ and statement of qualifications from 3 vendors. • Less than $25,000.00 but greater or equal to $10,000.00 requires a written RFQ and statement of qualifications from 2 vendors. • Less than $10,000.00 are left to the discretion of the Purchaser,but written/fax quotes and statement of qualifications is preferred. Any written request for quotes/prices shall describe the desired goods, quantity and the particulars of delivery. The Purchaser shall memorialize the name and address of all vendors from whom written/fax quotes have been requested and the written/fax quotes offered on a Proposal Quotation Form. 4.All Proposal Quotation Forms shall be date stamped and shall be kept confidential until the purchase order is signed and returned. Until that time no employee or committee member shall discuss any price quote with the prospective vendor or contractor.A copy of the Proposal Quotation Form and any written proposals shall be attached to the purchase order before it is submitted to the Accounting Department.All information gathered in complying with the procedures of this item shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. 5. The purchase,public works or service contract shall be awarded for the proposal or quote submitted by the lowest responsible bidder. The responsibility of the bidder is to be determined at the discretion of the Town Board in conjunction with the Purchaser and is based not solely on qualifications or experience but accountability and reliability. However, the Purchaser may award such contract to a bidder, other than the lowest responsible bidder,where such bidder maintains a principal place of business located within the Town of Southold, or sells the contracted for supplies, material, or equipment manufactured and located within the Town of Southold, and submits a bid not exceeding ten percent(10%) more than the otherwise lowest responsible bidder. Procurement Policy for Committees 2 Page 16 of 27 The Purchaser may award the purchase or contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the County of Suffolk or sells the contracted for supplies, material, or equipment manufactured and located within the County of Suffolk, and submits a bid not exceeding five percent(5%)more than the lowest responsible bidder. For the purpose of this Policy, the terms "located within the Town of Southold"and"located within the County of Suffolk" shall mean having a principal place of business physically located within the geographical boundaries of the Town or the County as applicable. In the case of an individual,partnership, association, or proprietorship, it shall mean having an office from which at least a majority of the employees are assigned and at which at least a majority of the employees work. In the case of a corporation, it shall mean having its principal place of business from which the president or chief executive officer operates on a regular and consistent basis, and the address so designated on its certificate of incorporation, located within the Town or the County, as applicable. 6. Prior to disbursement of any payment under an approved contract,the Town Attorney's Office must possess a copy of the fully executed contract as well as documentation of required insurance and contract security/performance bond. 7. Change Orders to Awarded Contracts: If, during the term of a contract, it is determined that additional work needs to be performed or goods are needed to be purchased,which would increase the original contract amount, a formal change order must be in place. This applies to all contracts subject to General Municipal Law Section 103 (competitive bidding). When a change order to a contract results in an aggregate increase of$2,500 over the original contract award, then the following procedures apply: (a) a Public Contract Change Order Approval Form must be completed and signed by the Committee Chair and must be accompanied by a detailed explanation of why the change is needed and also accompanied by a change order proposal from the contractor(these documents must be forwarded to the Comptroller's Office); and (b)the change order must be approved by the Comptroller's Office and the Town Attorney's Office, and once approval has been granted, the committee must prepare a Town Board resolution requesting authorization for the change from the Board. Only after all of these procedures have been completed and approvals granted, can the contractor go forward with the additional work. 8.A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposal on the Proposal Quotation Form. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. Procurement Policy for Committees 3 Page 17 of 27 9. Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances: (a)Public works contracts in cases of public emergencies arising out of an accident or unforeseen condition or occurrence that threatens curtailment or termination of an essential service to the public, or a dangerous condition develops affecting the life,health, safety or property of the Town or its inhabitants. The situation must require immediate attention which cannot await competitive bidding. (b) Sole source situations. (c) Goods purchased from another governmental agency. (d)Goods purchased under a State, County, Federal or other municipal contract. The underlying contract must be let in a manner that constitutes competitive bidding consistent with state law, and made available for use by other governmental entities. (e) Goods purchased at auction. (f)Purchases from NYS Preferred Sources. (g) Goods purchased for less than$2,500.00, (h)Public Works contracts for less than $5,000.00. 10.Committees may not order goods or services without first obtaining a purchase order that has been executed by both the Committee member and the Town Supervisor, and approved by the Town Comptroller. Procurement Policy for Committees 4 Page 18 of 27 Communications Committee .I �✓ � � 3/10/26 Update- Survey and Draft Social Media Policy Committee Goal: to strengthen the connection between town government and the community by promoting clear, consistent, and accessible communication for all residents. Focused on supporting transparency,public trust, and effective engagement, the Committee will help ensure that the Town' outreach methods evolve with changing needs and expectations. Through thoughtful guidance and collaboration, it will assist Southold in maintaining open, responsive, and inclusive communication that reflects the values and priorities of the community. Overall Strategy: I. Identify the methods in which residents and community members receive their news and information via a Town Engagement Communications Survey. II. Develop policies and best practices that will allow Town staff and elected officials the ability to responsibly release accurate information quickly via the most effective outlets and platforms. III. Establish long term systems and management guidelines that ensure communication methods are secure and appropriately maintained. IV. Conduct a comprehensive review of the Town website to improve its organization, accessibility, and overall user experience. Considerations: • Over half of U.S. adults (53%) say they get some news from social media. (Pew Research Center-Survey of U.S adults conducted Aug. 2025) • Southold Town is the only East End Town that does not have an active Instagram account. • There presently exists an Instagram account that can be falsely interpreted as an official Town account under the Instagram handle"townofsouthold." This has the potential to be confusing and misleading to community members who may believe this to be an official Town managed account. • The Town Recreation Department and Police Department both have active accounts that are considered to represent Town business. Both wish to maintain their independent accounts. Southold Town PD has an existing social media policy. Communications Committee- 3110126 Update 1 Page 19 of 27 Policy Questions Relating to Social Media: • If indicated by the survey to be an effective outlet, what social media platforms will the Town engage on? • Should the Town allow public comments? If so - do we have the staffing and administrative support to moderate?Who will be responsible for moderating? (Note far reference: Towns of Brookhaven, Shelter Island, and Southampton have comments disabled. Towns of East Hampton and Riverhead have comments enabled.) • Aside from the Supervisor's office and the Clerk's office, should the Town allow all Department Heads the ability to opt into access as an authorized user? Should Town Board Members have access as authorized users? • If an authorized user is on leave, out of town, incapacitated etc, can that person designate, temporarily, a trusted staff member to post? • What are the consequences of violating the social media policy? • What is the policy for ads and"boosted"posts that require a PO? Mechanical Questions Relating to Social Media: • Who is the"key holder" for login information and two factor authentication? • How often are passwords changed? • What is the process for removing access for an individual? • What is the process if we lose access to the account due to a cyber incident or hack? Communications Committee- 3110126 Update 2 Page 20 of 27 Southold Communications Committee 1 ` f -,5 TOWN OF SOUT COL: 0, POLICY ON SOCIAL MEDIA Purpose: The purpose of this policy is to establish strict guidelines that the Town of Southold will follow in pertinence to official town social media platforms used for government communication. Official town social media platforms are created with the intent to strengthen the connection between the town government and the community by promoting clear, consistent, and accessible communication for all residents. Southold Town recognizes the importance and convenience of using social media to share information quickly with residents through various formats, including but not limited to videos, photos, and texts. Please note that the official Town of Southold website (https://www.southoldtownny.gov)will remain the predominant internet presence for official town information. Definitions: Social media: Internet-based media that enables users to create and share content or to participate in social networking. (Current examples include but are not limited to Twitter/X, Instagram, Facebook, TikTok, Linkedln, YouTube, etc.) Post: A message submitted to a social media platform that includes but is not limited to photos, videos, and text. Administrator: An individual appointed by Southold Town to manage and submit official posts to the Town's social media platforms. General Standards 1. The Town's social media platforms are intended to extend communications and offer greater flexibility in disseminating municipal information. The Town reserves the right to moderate, remove, restrict, or hide comments that are off-topic or contain offensive language. Additionally, the Town may restrict commenting on social media platforms at its discretion. Comments on Town social media accounts are not considered formal public comment for any official proceedings. Page 21 of 27 Southold Communications Committee 2 The Town may remove or restrict comments that contain: - Profane, obscene, or vulgar language - Threats or incitement to violence - Hate speech or discriminatory remarks - Personal attacks against individuals - Spam or commercial solicitations - Content that violates platforms terms of service - Information that may tend to compromise the safety or security of the public 2. For additional details regarding information shared on Town social media platforms, residents can reach out to Town staff and officials, whose contact information is listed on the Town website. 3. All information shared on official Town platforms must contain factual and accurate data. Any inconsistencies must be publicly acknowledged and properly addressed. 4. All Town social media platforms must always solely be managed by the administrator approved to upload content.No unapproved individual should ever have access to manage any official Town account. 5. No Town platform should promote any commercial endorsements. 6. No partisan or biased content is permitted on any Town social media platform. 7. This policy extends to social media platforms directly managed by the Town of Southold, but does not apply to town social media platforms already established and/or managed by existing social media regulations. 8. No profane or inappropriate content is permitted to be shared on any official Town social media account. Additionally, administrators are not permitted to share any copyrighted or confidential information on Town social media platforms. 9. Social media accounts managed by the Town of Southold should make it clear that they are officially managed by the Town of Southold. Social media"profile pictures" should clearly represent the Town either with the official Town seal or other identifying marker of a Town Department. Furthermore,they must adhere to all applicable federal, state, and local laws. 10. All Town social media platforms must be open and available to the public free of charge and access restrictions in order to guarantee transparency. Page 22 of 27 Southold Communications Committee 3 Overview: administrators of Town social media platforms serve as representatives of the Town of Southold, and are expected to uphold the Town's values and integrity across all channels. Any infractions of these general policies may result in the revocation of an administrative role. Department-Specific Accounts In addition to the "official"town-wide Town social media account(s), the Police Department and Recreation Department shall maintain"official" department-specific social media accounts as necessary and appropriate. Should any other department find it necessary to establish department-specific social media accounts,they may seek approval from the Town Supervisor. Compliance All content posted on or through Town social media platforms, including comments submitted, comments removed, and a list of followers, is considered a public record and subject to the New York State Freedom of Information Law. A communication through a Town social media platform does not constitute a legal or official notice to the Town of Southold. Users should not use these forums for making any official communications to the Town; for example, reporting crimes or misconduct, reporting dangerous conditions, requesting an inspection, giving notice required by any statute, regulation or ordinance, such as, but not limited to, notices of claims. Conclusion The Southold Town Social Media Policy has been implemented to ensure that the Town's use of social media remains transparent,professional, and consistent with the Town's mission to serve the public interest. The Town reserves the right to edit this policy to better reflect changes in law, social media platforms, and technologies. Questions regarding this policy or any of the Town's social media platforms are to be directed to the appropriate Town department, as listed on the official Town of Southold website. Page 23 of 27 V - �7 11� YS. 6 r J/ n i l Page 24 of 27 ..... .� .�... PLANNING DEPARTMENT REPORT Evaluation of the Clark's Beach Parcel for Community Housing Suitability Prepared by:Town of Southold Planning Department Date: March 10, 2026 Policy Framework Section 280-26 of the Town Code states that Affordable Housing Districts (AHDs) shall be established on parcels identified through accepted Smart Growth principles as appropriate and desirable locations for affordable housing. The Code specifies that such locations include land within Hamlet Locus Zones; land within walking distance of services, shops, schools, and public transportation; land adjoining existing business and residential centers rather than farmland or open fields; and other locations where a demonstrable housing need has been established. The Southold Town Comprehensive Plan highlights that affordable housing developments should be located in areas capable of accommodating higher-density housing without compromising community character, including hamlet centers and HALO areas. The Plan emphasizes adaptive reuse of existing residential and commercial structures, the use of Affordable Housing District (AHD) zoning where appropriate, and the importance of access to infrastructure and public services. It further encourages the pre-identification of appropriate sites and engagement with stakeholders to ensure housing is both attainable and integrated into the community. Similarly,the Town's Community Housing Plan requires that AHDs be established consistent with Smart Growth principles. Preferred locations include parcels within or near hamlet centers, within walking distance of services, schools, and public transit, and adjoining existing residential or business development rather than farmland or open space. Site selection must also consider infrastructure availability, environmental constraints, sustainability, and compatibility with the surrounding character. Together, these adopted policies establish clear locational expectations: community housing should be centrally located, walkable, infrastructure-supported, environmentally suitable, and integrated into existing development patterns. The following analysis evaluates the subject parcel against these adopted standards. Methodology and Scope of Review In evaluating the Clark's Beach parcel,staff referenced the Town's Community Housing Suitability Index as a guiding framework. Because no development proposal has been submitted, the analysis was limited to site-based criteria only, specifically: • Location &Accessibility • Infrastructure Readiness Page 1 of 3 Page 25 of 27 • Environmental Suitability Categories that require a defined project proposal, including design, unit mix, affordability levels, financing, or developer capacity, were not evaluated. The percentage score reflects only those criteria applicable to site suitability in the absence of a defined development proposal. Site Evaluation Score: 32% (9 of 28 possible points) • Location & Accessibility: 3 of 8 points • Infrastructure Readiness: 4 of 10 points • Environmental Suitability: 2 of 10 points The following sections provide narrative context for the site-based scoring above and evaluate the parcel's alignment with adopted locational standards. Location, Development Pattern, and Accessibility: The parcel is located within the Low-Density Residential (R-80)zoning district.The stated purpose of the R-80 and related Agricultural-Conservation districts is to prevent unnecessary loss of open lands, protect sensitive environmental features and aquifer recharge areas, and preserve the rural and resort character that supports the Town's economy. The site: • Abuts Suffolk County parkland (Inlet Point Park)to the east; • Abuts residential zoning to the west; Lies across North Road from Resort Residential zoning, including a tourist/trailer camp; • Is approximately 0.25 miles east of Hamlet Density zoned parcel and the Vineyard View affordable housing development. While residential uses exist in the broader area, the parcel does not lie within a Hamlet Locus Zone and does not adjoin a defined center of business or mixed-use development. Its eastern boundary directly abuts permanent County parkland, reinforcing the open space and conservation context of the area. Under §280-26, preferred AHD locations include land adjoining existing centers of business and residential development rather than open lands. The subject parcel's location at the edge of parkland does not clearly align with that locational preference. The parcel is not within walking distance of services, shops, schools, or public transportation. There are no sidewalks or pedestrian infrastructure connecting the site to the Greenport hamlet area. Although the northern boundary of the Greenport HALO lies approximately 0.6 miles away, the site does not function as part of a walkable hamlet environment.Access is provided via North Road; however,there are no nearby signalized intersections to support safe ingress and egress. Smart Growth principles emphasize providing transportation choices and directing development to areas where such options are available. Based on current conditions, the site does not meet those criteria. Page 2 of 3 Page 26 of 27 Infrastructure Availability Infrastructure availability is limited. Public water is available nearby but not connected, and Greenport Village sewer capacity remains uncertain due to the existing moratorium. In the absence of confirmed capacity, the Town would need to evaluate: • On-site sanitary flow management; • Potential issuance of sanitary flow credits, depending on proposed density. Smart Growth principles call for encouraging development in areas where water and sewer infrastructure are available or practical. At this time, sewer availability remains unresolved. The parcel contains the Village's sanitary sewer outfall. Sewer outfalls are typically buffered from residential uses due to potential odors, maintenance activity, regulatory access, and environmental sensitivity. The presence of the outfall introduces compatibility and maintenance considerations that would require further evaluation in the context of residential development. Environmental Suitability Environmental constraints are significant. Portions of the site are located within a Coastal Erosion Hazard Area and a designated Critical Environmental Area, and threatened and endangered species are present as shown in the NYSDEC Mapper. These constraints limit the developable area and may require additional regulatory review. Smart Growth principles emphasize the protection and preservation of natural resources and environmentally sensitive areas. Increasing residential density on constrained waterfront land warrants careful consideration in that context. The parcel's proximity to Inlet Point Park provides access to open space and recreational amenities; however, adjacency to permanent parkland also reinforces the conservation-oriented character of the area. Conclusion Based on the site-based criteria derived from the Community Housing Suitability Index and informed by §280-26 of the Town Code, the Town's Comprehensive Plan, Community Housing Plan, and Smart Growth principles,the Clark's Beach parcel scores only 32%of the applicable site suitability metrics. The parcel's very low suitability score, due to limited connectivity to hamlet services, lack of walkable infrastructure, and environmental constraints, makes this parcel a poor candidate for community housing. While the Clark's Beach parcel presents notable constraints under the adopted site suitability criteria, the Town's need for community housing remains an important policy objective. This evaluation may also highlight the value of continuing to identify and prioritize sites that most closely align with the locational standards outlined in §280-26 and the Town's adopted plans. Page 3 of 3 Page 27 of 27