Agenda - 10-07-2014 - 6a - Laserfiche WebLink

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1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 12 continued to grow over the years. This memorandum explains the proposal and scope of services to be provided as part of a proposed co- location agreement at Town Hall between Orange County and the Town of Chapel Hill. BACKGROUND In early 2013 Ken Pennoyer, Business Management Director for the Town of Chapel Hill, and I began conversations about offering property tax assessment services as a joint effort between the two local governments. At the time these conversations began, the Town had just been displaced from Town Hall and was considering an immediate short -term alternative for its first - floor services, including tax collections. Sites were visited and a rental survey was completed by staff to try and determine the best, suitable location for a full - service tax office in Chapel Hill. This process began with Mr. Frank Clifton, former Orange County Manager, and it eventually expanded to include all appropriate staff and managers once information had been gathered. As an end result, the Town and County agreed that the best option would be to co- locate at Town Hall in Chapel Hill. At the time this recommendation was made, Town staff was working with an architect to redesign the first floor of Town Hall. The timing presented an opportunity for the Town and County to provide a proposal that conveniently adds another set of services to the Chapel Hill, Carrboro and surrounding population at little additional cost. PROPOSAL With Town Hall having accepted property tax payments for years, we feel that adding property tax assessment services to the same location will create a synergistic affect. Departments to be located within the first floor of Town Hall, such as stormwater management, permitting, etc., already work very closely with the tax office. Co- locating with this core group of departments will only strengthen the accuracy of shared data, reduce transmittal errors and improve efficiency of operations for both organizations. One of the most important aspects of this proposal is that the tax office, being located at town hall in Chapel Hill, would be conveniently located to assist walk -in and call -in taxpayers with questions and forms. Following are a few examples. We currently do not have a Chapel Hill presence to assist with tax assistance applications. Granted, we typically perform timely presentations at the Seymour Center, but having someone conveniently located in Chapel Hill to assist with filling out and explaining the requirements for tax assistance applications would have a tremendous impact. Another aspect of our business practice that exists only is Hillsborough is in- person property tax assessment explanations and appeals. This includes business property, individual personal property, motor vehicles and real estate. Often taxpayers wish to sit down face to face and discuss the valuation, and a Chapel Hill location would make these services more accessible. Lastly, taxpayers currently can turn in their annual property tax listing form only in Hillsborough. With a Chapel Hill location, staff would be available not only to receive listing forms, but to explain and ensure all needed information is present. With our impending 2017 countywide revaluation, having real estate appraisers located in Chapel Hill will be incredibly useful. Considering this is a full list and measure revaluation, and that staff is leaving information postcards at each residence, having staff conveniently located to assist is crucial. Staffing Providing property tax assessment services in Chapel Hill will require reorganization of responsibilities and positions. Staffing for the Chapel Hill location, tentatively, will include: • One tax listing clerk — to support tax listing, personal property appraisal and tax assistance questions from residents. • One real property appraiser — to support real estate questions /appeals, and to save on