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 13 transportation costs for an appraiser working the southern Orange County area. • One motor vehicle appraiser — to support vehicle tax appeals and questions. • One floating management position — to support difficult questions /situations and provide overall management for resident staff; rotating management positions will include: Tax Administrator, Deputy Tax Assessor, Personal Property Appraisal Manager, Chief Appraiser and Administrative Officer, each rotating one day per week. Office Space Four work stations at Town Hall would be needed for this arrangement. The four work stations would be occupied at all times unless one were to be out sick or on vacation. It also is recommended that the property tax assessment staff at Town Hall have access to a conference room as needed. Meetings occur often, and taxpayers sometimes request a private setting to discuss details of their situation confidentially. Such occurrences could be, and often are, impromptu in nature. As the tax office will be allocating only property tax assessment staff, and since the Town already carries out the property tax collection function, this proposal suggests that collection functions continue exclusively under the Town's direction at Town Hall. Only property tax assessment staff will be present at Town Hall and will not be able to assist in collection functions, i.e. receiving property tax payments. Of course, property tax assessment staff will be present to answer questions of taxpayers coming into the office, but these positions will be unable to assist in directly collecting revenue. SUMMARY Supplementing the current practice of property tax collection in Chapel Hill with property tax assessment services, we feel, will have a positive effect on intergovernmental relations. It co- locates departments that routinely work closely together and creates an environment that should improve accuracy in data transmittal and tax records. Additionally, it affords southern Orange County residents a convenient option of not only paying taxes, but to ask questions of the tax assessment process, annual forms to be filed and property tax assistance programs. This proposal would co- locate this service and would use existing staff. He said they would have three positions and one floating supervisor. The town would continue the tax collection service and the county would provide the rest Michael Talbert said staff would work with the town to negotiate a market rate lease for a minimum of 5 years with renewable options. He said the town manager is aware of this, and it would need to be vetted with both units of government. Commissioner Dorosin asked for information on the market rate. Michael Talbert said this would be somewhere in the $15 - $17 range, but the square footage has not been determined yet Ken Pennoyer said this would be an open office layout with four 6 x 6 work stations, and five smaller conference rooms. He said the common area would be split based on the square footage of the actual work stations. He said the meeting rooms would be on a first come first serve basis. Chair Jacobs asked if the County would be paying rent for access to all five meeting rooms or just one. Ken Pennoyer said they would have to agree on a formula for the use of the common area. He said there would also be a large lobby with computers and kiosks for customers, as well as a reception area. He said a formula would be created based on the actual work station area the rest of the common area. Commissioner Pelissier asked how many staff will be left in Hillsborough.