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Home My WebLink About2012-09-24 12-314 ORDERCOUNCIL ACTION Item No_ Date: September 24, 2012 12-314 Item/Subject: ORDER, Authorizing the City Manager to execute an Agreement with the Town of Orrington for Assessment Services Responsible Department: Assessment Commentary: The Town of Orrington is in need of assessment services. The City of Bangor has submitted a proposal to the Town of Orrington which has been accepted. The proposed agreement is for a period of one year. This Order, if passed, will authorize execution of an agreement with the Town of Orrington for the City of Bangor to provide assessment services. Manager's Comments: Associated Information: Budget Approval: Legal Approval: Intro uced for Passage First Reading Referral Department Head a City Manager Finance Director Page _of_ wiil 12-314 SEPTEMBER 24, 2012 Assigned to Councilor Gratwick CITY OF BANGOR 4iED.F (TITLE.) ORDER, Authorizing the City Manager to execute an Agreement with the Town of Orrington for Assessment Services WHEREAS, the Town of Orrington is in need of assessment services; and WHEREAS, the City of Bangor has submitted a proposal to provide assessment services to the Town of Orrington for a period of one year; and WHEREAS, the Town of Orrington has agreed to enter into the agreement with the City of Bangor. By the City Council of the City of Bangor. ORDERED, THAT the Catherine Conlow, City Manager, is hereby authorized, on behalf of the City of Bangor, to execute an agreement with the Town of Orrington for assessment services. Said Agreement shall be substantially as attached hereto and in a final form as approved by the City Solicitor or Assistant City Solicitor. IN CITY COUNCIL September 24, 2012 proved CC (TITLE,) Assigned to Councilor 12 314 Bangor / Orrington Agreement for Assessing Services Submitted by: Benjamin F. Birch Jr., City Assessor for Bangor and Interim Assessor for Town of Orrington City of Bangor 73 Harlow Street, Bangor Maine 04401 Town of Orrington 29 Center Dr PO Box 159 Orrington, ME 04474 1 12 314 City of Bangor 992-4215 Fax: 945-4445 Agreement for Assessing Services Contact Page Catherine M. Conlow, City Manager Cathy.conlow@bangormaine.gov Benjamin F. Birch, City Assessor Ben.birch@bangormaine.gov Town of Orrington Telephone: 207-825-3340 Fax: 207-825-4138 Paul White, Town Manager Orrinetontm@aol.com Benjamin F. Birch Jr., Interim Assessor (825-3340 ext 08) Ben.birch@bangormaine.gov 12 314 Agreement for Assessing Services Agreement made this 22 day of August, 2012 by and between the City of Bangor (hereinafter "Bangor"), a municipal corporation located in Bangor, County of Penobscot, State of Maine, and the Town of Orrington (hereinafter "Orrington'), a municipal corporation located in Orrington, County of Penobscot, State of Maine WHEREAS, the City of Bangor has an Assessing Department; and WHEREAS, the Town of Orrington is without the services of an Assessor and requested proposals for assessing services; and WHEREAS, the City of Bangor has proposed to provide assessing services to Orrington for one year under certain terms and conditions. NOW, THEREFORE, IN CONSIDERATION of the mutual promises and covenants contained in this Agreement, the City of Bangor and the Town of Orrington agree as follows: 1. Services to be provided by the City of Bangor The City of Bangor Assessing Department personnel will provide assessing services for the Town o Orrington. The City of Bangor will perform the following: administration of the assessing department, preparation of town valuations (not a revaluation for the Town of Orrington); appraisal and assessment record keeping, assisting in printing of tax bills, preparation of reports necessary to meet requirement of Maine law for example, Annual Municipal Valuation Return and annual Tree Growth report), and assisting the public with real and personal property valuations. The City of Bangor Assessor will provide 124 hours of Supervisory time during the term of this Agreement. Supervisory time is anticipated to be 2 hours per week and 20 hours of field and sales analysis work during commitment of taxes. 12 314 The Town of Orrington will hire Mary Lynne Hunter, CMA as appraiser working as a private contractor who will provide 520 hours of assessing work during the term of this Agreement. Assessing work is anticipated to be at flexible two five hour days per week. 2. Fees From the date of this agreement until August 23, 2013 the Town of Orrington will pay the City of Bangor $6,820 ($55.20 per hour) for the services to be provided. From the date of this agreement until August 23, 2013 the Town of Orrington will pay Mary Lynne Hunter, CMA as appraiser working as a private contractor $16,120 ($31.00 per hour) for the services to be provided. The Town of Orrington will pay the City of Bangor the IRS rate for mileage reimbursement for travel by personnel providing services pursuant to this Agreement. 3. Billing The City of Bangor will bill the Town of Orrington monthly for all work done in the previous month and will provide to the Town of Orrington appropriate documentation to substantiate each monthly bill. The Town of Orrington shall pay each bill within thirty (30) days of receipt. Mary Lynn Hunter will bill the Town of Orrington bi-monthly for all work done in the previous two week period and will provide to the Town of Orrington appropriate documentation to substantiate each bi-monthly bill. The Town of Orrington shall pay each bill with two weeks of receipt. 4. Insurance The City of Bangor will provide a Liability Policy to insure both the City of Bangor and the Town of Orrington. This policy limits shall be $400,000.00 for each incident. 5. Miscellaneous All paperwork, documents and work product remain the property of the Town of Orrington. 4 12 314 The City Assessor of the City of Bangor is responsible for assigning Mary Lynne Hunter CMA appraiser working as a private contractor to perform any service provided pursuant to this Agreement. 5. Termination Either parry may terminate this agreement upon sixth (60) days written notice to the other. Witness Witness Title: Town Manager CITY OF BANGOR Name: Catherine M. Conlow Title: City Manager TOWN OF VEAZIE Name: Paul White Information or questions concerning details or requirements for this agreement should be directed to the individuals listed on the contact page. 5 12 314 Orrington Assessing Departments FY2013 Goals The assessing office will assess all property at a level between 90 and 110 percent of their current market value as of the sales date shown by a ratio study. This level will be achieved by the coming year. The assessing office will assess all assessable properties uniformly so that the coefficient of dispersion will be 20 or less. This level will be achieved by the coming year. The assessing office will maintain the TRIO Assessing Software (computer -assessed mass appraisal system) as circumstances warrant. The assessment office will list promptly all Real Property by processing deeds received from the recorder's office (PRD) within one week (on average) of receipt. Building permits provide forewarnings on construction activity. Using these permits assessments for new construction and building improvements will be completed as of April 1st and assessment finalized by commitment date. Review and process Exemption applications annually by March 31 and assessment finalized by commitment date. The Town Tax Maps will be updated as of April 1. The assessment office will list promptly all Personal Property Declaration Forms (property lists) received from property owner within one week (on average) of receipt. The coming tax roll will reflect any tax shift caused by legislative changes. M 12 314 The primary tasks performed by assessors 1. locating and identifying all taxable property in the jurisdiction. 2. Making an inventory of the quantity, quality, and important characteristics of all taxable property. 3. Estimating the value of each taxable property. 4. Determining the extent of taxability of each property. 5. Calculating the assessed value of each property. 6. Preparing and certifying the assessment roll. 7. Defending value estimates and valuation. Assessing Departments Reoccurring Projects Recurring Projects • Municipal Valuation Report • Tree Growth Tax Roster — Annual Update • State Sales Turn -Around Document • Sales Analysis for Coming Year Update • Personal Property Declaration Form/Letter of Instruction Updates • Personal Property Declaration Form Mailings • Personal Property Depreciation Tables Update • Marshal & Swift Commercial Cost File Updated • Tax Map Annual Update • April 1 valuations • Commitment of Tax Roll • Update assessing software cost files by March 1. • Establish current land values by March 1. 12 314 • Conduct Sales Ratio studies to assist in projections for coming tax year. • Analyze income and expense statements when abatement requests are initiated. Request Appraisal report using 706. PERSONAL PROPERTY SEQUENCE OF ACTIVITIES • Month of December update Personal Property Declaration Instruction letters • Month of December update Personal Property Declaration Forms • Month of December print itemized list for all personal property accounts • Month of December prepare personal property mailing (fold & stuff instruction letter, declaration form and itemized list) • First week of January run all envelopes through postage meter and mail out personal property declarations • Month of January printout custom report for logging in return personal property declarations • January — May open personal property returns, date stamp and log in Custom Report • All data input should be done by May 15th • Assist in abatement for personal property • Assist with 801 Reimbursements 8