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Agenda - 03-04-1998 - 9b
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Agenda - 03-04-1998 - 9b
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7/21/2010 11:04:57 AM
Creation date
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BOCC
Date
3/4/1998
Meeting Type
Regular Meeting
Document Type
Agenda
Agenda Item
9b
Document Relationships
Minutes - 19980304
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\Board of County Commissioners\Minutes - Approved\1990's\1998
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3 <br />The proposed letter size notice will have many advantages over the current post card notice. <br />We will have the citizens' undivided individual attention for a few minutes when they receive their <br />tax notice. The citizen will be more involved with a letter size notice: opening the envelope, <br />reading the notice, extracting the relevant information, understanding it, and taking some action <br />based on the information presented. The notice looks professional, like those billing notices from <br />private businesses. The County seal and address on the mailing envelope immediately identifies the <br />sender and important nature of the mail. The mailing envelope guarantees privacy. Laser printing <br />increases readability and eye appeal. Variable color highlights important numbers and messages. <br />Pertinent information is placed where the citizen will easily find it. Graphics ease locating <br />important information and contact numbers. A larger remittance stub, inclusion of a return <br />envelope and delivery point bar coding on both the mailing and return envelopes accelerates the <br />remittance cycle and payment processing. More payments are received by mail. Mail payments can <br />be processed more efficiently than hand delivered payments. The easier the bill is to understand and <br />pay, the faster the payment will be made. Larger color coded remittance stubs make it easier for the <br />collections staff to identify and process payments. Delivery point bar coding helps the post office <br />route mail more efficiently, which reduces delivery times, mail float, and number of pieces lost in <br />the postal system. Preaddressed return envelopes ensure that taxpayers send their payments to the <br />correct address. <br />Changing the format requires that the notices be produced, folded, inserted into the mailing <br />envelope, and mailed by an outside vendor because the county does not have the necessary <br />equipment to produce this notice in-house. Acquisition of the sophisticated equipment and software <br />programs that efficiently produce this type of mailing would be inordinately expensive for the <br />county. Fifteen (15) North Carolina counties currently outsource bill production and this is a <br />rapidly growing trend not only in local government, but in private business as well. <br />The outside vendor designs the notice with input from tax department personnel. The vendor stocks <br />and provides all stationary and envelopes. The vendor receives the tax information electronically <br />from the Information Systems staff, formats it, sorts the data to meet United States Postal Service <br />(USPS) first-class pre-sorted mail requirements, uses USPS approved addressing software to update <br />and clean addresses, assigns delivery point bar-codes, and prints the notice using a high speed color <br />laser printer. The notice is perforated, folded, and inserted into the mailing envelope, along with a <br />return envelope and any inserts provided by the county. <br />Using an outside vendor wiii not generate cost savings for the county because we are not reducing <br />personnel or disposing equipment, but using an outside vendor is advantageous for other reasons. <br />Right now we have overloaded conditions in the Information Systems Department due to <br />burgeoning. technology growth and a number of other factors. We have overloaded conditions in the <br />Tax Collector's office due to the increasing numbers of real estate and motor vehicle tax bills and <br />questions to be handled and the billing and collection of ambulance fees. Our departments must <br />constantly seek out methods to efficiently handle increasing workloads and demands rather than <br />adding staff. By using an outside vendor we can reallocate the time spent by staff to produce bills <br />and handle associated problems, to more urgent projects and activities. We can alleviate some of <br />the production problems we have such as wait time for equipment malfunctions, poor forms quality, <br />poor print quality, equipment maintenance, and wasted forms. We will also reduce warehousing <br />and inventory costs, administrative costs, and waste removal costs. <br />
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