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The Board considered approving reorganizing and combining the Tax Assessor and <br /> Revenue Collections Department to allow for a smooth and efficient transition, increase <br /> collaborative efficiencies between the multi-levels of functionality within the two current <br /> departments, and continue working to maintain the same levels of quality service currently <br /> provided to the public. <br /> Jo Roberson said that one of the Tax Assessors is retiring, so she and John Smith <br /> have followed a pilot program that has been overseen by the N. C. Department of Revenue in <br /> Durham County. This has been successful, and has allowed Durham County to move forward <br /> in reallocating some staff out of the business department. She and Mr. Smith decided that, <br /> with the retirement of Ms. Jones, that this could be outsourced with a one-year pilot project. <br /> The company would be asked to take the existing business listings as they come in, key the <br /> data, clean up the data fields, and compare the existing listings with the business returns <br /> received. <br /> BACKGROUND: On September 15, 2009 the Board of County Commissioners directed staff <br /> to develop and present to the Board a more specific reorganization plan which allows for the <br /> merging of the Tax Assessor's Office and the Revenue Department. One aspect of the <br /> reorganization requires that plans be instituted that will allow taxation and excellent public <br /> service to continue after the retirement of key staff and with a countywide hiring freeze <br /> mandated. Staff has developed a reorganization plan that will allow for not only the <br /> continuance of taxation and excellent public service but will potentially enhance operations <br /> while allowing for coinciding budget cuts as well. <br /> Over the past year, Durham County, Tax Management Associates (TMA) and the North <br /> Carolina Department of Revenue have worked together to develop a viable outsourcing of <br /> business personal property listing, managing, and billing that conforms to North Carolina <br /> General Statutes. With the impending retirement of the County's only business personal <br /> property appraiser effective January 1, 2010, staff would recommend the Board consider <br /> pursuing a contract for a one-year pilot program with Tax Management Associates. <br /> This one-year recommended pilot process will allow staff to thoroughly evaluate the overall <br /> value to the County. This recommendation is based on the belief that outsourcing will not only <br /> provide cost savings to the County but will also produce significant enhancements in the <br /> implementation and administration of the business personal property taxation program. With <br /> the TMA team (consisting of 45 special project team members) at Orange County's disposal, <br /> much more can be accomplished than one Orange County Business Personal Property <br /> Appraiser could achieve. With an entire team involved, Orange County will be able to more <br /> thoroughly insure the accurate and complete listing of businesses and to also realize <br /> enhancements in areas such as statistical and benchmarking analysis that will locate <br /> questionable listings and will find businesses that have in the previous year listed but who <br /> have not made current listings. There will be the resources and the software to create <br /> management reports that will identify specific listings for special review and audit. There will <br /> also be time and the business structure to utilize extensive Internet search capabilities and <br /> some field canvassing to locate and discover unlisted businesses. Increased manpower <br /> means more responsiveness to the needs and issues of taxpayers, better communication and <br /> increased educational efforts as well as the availability of greater taxation knowledge and legal <br /> expertise. Business personal property staff will also be freed up to concentrate on the <br /> discovery, education, and taxation of unlisted businesses. <br />