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HomeMy WebLinkAbout2010-10-06 PACKET 04.E.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 10/6/2010 PREPARED BY Administration Ryan Schroeder ORIGINATING DEPARTMENT DEPARTMENT HEAD COUNCIL ACTION REQUEST Consider authorizing the agreement for assessment services with Washington County. STAFF RECOMMENDATION Authorize the agreement. SUPPORTING DOCUMENTS ® MEMO /LETTER: Memo from Ryan Schroeder. ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Attachment. COUNCIL ACTION TAKEN: APPROVED ❑ DENIED ❑ OTHER Document2 City of Cotta Grove Minnesota To: Honorable Mayor and City Council Members From: Ryan R. Schroeder, City Administrator Date: September 24, 2010 Subject: Re- authorize Assessing Contract with Washington County Since at least the mid 1970's Washington County has been providing property assessment services to cities within the County, including Cottage Grove. Currently there are 26 communities under contract with the County. May Township, Scandia, Hugo, Lake Elmo, Mahtomedi, and Dellwood do not currently contract with the county and Birchwood will be added to that list for 2011. All told, the County provides service to about 81 % of parcels within their boundaries. The cost for County service has remained relatively modest as follows: 2003: $118,610 2004: $118,610 2005: $118,610 2006: $118,610 2007: $124,541 2008: $131,182 2009: $137,942 2010: $137,090 2011: $142,000 (estimate) The estimate for 2011 represent a cost increase over 2003 of under 2.5% /year. The enclosed contract is for a five year term; however, it can be terminated upon 90 days notice by either party. Alternatives to this agreement would be to bring assessing in -house or to contract with an outside vendor. We do not believe that either alternative would be superior to the county level of service for the price provided at this time. We therefore recommend approval of the agreement. Council Action: By motion authorize the agreement for assessment services with Washington County AGREEMENT FOR ASSESSMENT SERVICES THIS AGREEMENT, made and entered into this day of , by and between the City of Cottage Grove, Washington County, Minnesota, herein referred to as "City ", and Washington County, 1.4949 62 Street North, Stillwater, MN 55082 herein referred to as "Washington County ". WITNESS: WHEREAS, the City desires to retain Washington County and the Washington County Assessor to perform assessment services for the City; and WHEREAS, Washington County desires to perform assessment services required by the City; and WHEREAS, the City and the Washington County deem it mutually advantageous to set forth the terms and conditions of their relationship in writing; NOW, THEREFORE, the parties hereto agree that the following shall constitute joint agreement for assessment services: SECTION ONE - PARTIES The City hereby contracts with Washington County to perform, and Washington County here by agrees to perform, the assessment services hereinafter described. SECTION TWO - SERVICES Washington County Assessor shall perform all assessment services required by state statute and the City. Such services shall include, but are not limited to the following: • Appraise and classify all real and personal property located within the community. • Interpret statutes, regulations, and legislative changes relating to property classification and valuation to the City Council /Town Board, realtors, bankers, citizens and civic groups as necessary or upon request. • Answer questions /concerns regarding property values, classification, appeal process and the appraisal process from property owners. • Draw and calculate "splits" of real estate reflective of ownership changes and /or physical change of real estate parcels. • Maintain a listing of the assessment of each and every parcel of property located in each community. • Each parcel of property within the City shall be physically inspected at least once every five years. • Dependent on the community preference, the property owners within the community will be provided with either several Open Book opportunities of appeal during the appeals period OR the County will staff an annual Local Board of Appeal meeting conducted by the City Council /Town Board. • Draw and interpret maps, charts and other descriptions to assist property owners in understanding the appraisal process. • Develop land and building valuation schedules, conduct statistical analysis to support appraisal decisions, and oversee Computer Aided Mass Appraisal system (CAMA) table adjustments. • Coordinate research of complex appraisal issues, review, investigate and make recommendations on applications for abatement or other reduction of assessed value. • Coordinate collection of sales information and annual assessment for all property uses. • Coordinate the valuation and classification of exempt properties, including interpreting statutes applying to exempt organizations and processing exemption requests. • Manage all state tax court petitions and coordinates TIF assessment functions within the community. • Provide values to city for various projects in which there maybe an assessment agreement. SECTION THREE - CONTRACT PRICE The city shall pay a fee to the County each year for assessment services based on the number of taxation parcels in the City. The assessment fee schedule is approved by the county board each year and establishes the fee amount per type of parcel. The County will utilize the same fee schedule for all of its contract communities in the county. The County will send a bill for assessing services each June for field work that was performed the previous calendar year and for review of the assessment through the local appeals period. The County will provide the City an estimate of the upcoming year's fees on or around September 1 of each year. Washington County will provide a report of assessment activities (Assessment Report) each year prior to the appraisal review period. SECTION FOUR - INDEPENDENT CONTRACTOR It is understood and agreed between the parties that the Assessor is an independent contractor and not an employee of the City. The Assessor shall be responsible for furnishing its own transportation, books and any other documents or items of personal property required to perform the services. The City shall not be required to maintain any insurance coverage needed in connection with the performance of the Assessor's services, including but not limited to automobile liability insurance, workers compensation insurance and public liability insurance. SECTION FIVE -TERM OF CONTRACT This Agreement shall remain in full force and effect for a period of 5 years beginning on July Is`,2011 SECTION SIX - TERMINATION CLAUSE At the option of either the City of Cottage Grove or Washington County, this agreement may be terminated with a 90 day notification to the other party, prior to each July I" anniversary date during the term of the contract. Upon such termination, the City shall be liable for payment for all services rendered by Washington County related to the current assessment year. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement the day and year first above written. CITY OF COTTAGE GROVE By_ Mayor By City Administrator WASHINGTON COUNTY By County Board Chair By County Administrator Recommended By: Kevin Corbid Director, Property Records and Taxpayer Services Approved by: City Attorney Approved as to form by: George Kuprian Assistant Washington County Attorney