Minutes 05-15-2014 - Laserfiche WebLink

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3. Proposed Satellite Tax Office in Chapel Hill Michael Talbert said this project started about one year ago and staff was looking at ways to create a satellite tax office in Chapel Hill to provide a better level of service to those citizens. He said as the process progressed staff had an opportunity to talk with the Town since they were renovating their town hall anyway due to the flood. He said if this moves forward, he would anticipate the possibility of a long term lease of space in town hall. Dwane Brinson reviewed the following information, as contained in the abstract: The Orange County Tax Office (hereinafter "tax office") has a single location in Hillsborough, NC, in the County's Gateway Center above Weaver Street Market. The Town of Chapel Hill, in its Town Hall, currently serves as an additional collection point for residents. However, no property tax assessment services are provided at the Chapel Hill location, a demand that has 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