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Home My WebLink About2016-04-20 PACKET 07.C. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # � DATE 4/20/2016 � �„ . PREPARED BY: Administration Charlene Stevens ORIGINATING DEPARTMENT DEPARTMENT HEAD * * * * * * * � * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * � � * � * * * COUNCIL ACTION REQUEST: Consider approving an agreement with Washington County for assessment services commencing 7/1/2016. STAFF RECOMMENDATION: Approve the request. BUDGET IMPLICATION: BUDGETED AMOUNT ACTUAL AMOUNT ADVISORY COMMISSION ACTION: DATE REVIEWED APPROVED DENIED ❑ ARTS ❑ ❑ ❑ ❑ ECONOMIC DEVE�OPMENT ❑ ❑ ❑ ❑ ENVIRONMENTAL ❑ ❑ ❑ ❑ HISTORIC PRESERVATION ❑ ❑ ❑ ❑ PARKS ❑ ❑ ❑ ❑ PLANNING ❑ ❑ ❑ ❑ PUBLIC SERVICES ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS: � MEMO/LETTER: Letter from Bruce Munneke, Washington County Assessor ❑ RESOLUTION: ❑ ORDINANCE: ' ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Agreement. ADMINISTRATORS COMMENTS: f' ,� �� ' �-wn_�� ,�°` � � � �� ,�� J�� `�'�� f� v�� ' � ��---��` City Administrator Date * * * * * * * * * * * * * * * * * * * * * * * * * :� * � * � * * * * * * * * * * * * * * * * * * \\COCG-FS1\users\nbelscamper\Templates\City CouncillAction Form(New).docx • Was gtion Property Records and CO�� Taxpayer Services Jennifer Wagenius Director Joanne Helm Deputy Director April 8,2016 Charlene Stevens Administrator City of Cottage Grove 12800 Ravine Parkway S Cottage Grove MN 55016 Dear Ms. Stevens: Thank you for partnering with Washington County for local assessment services. This is a great partnership that serves our citizens well. In the past,assessment service agreements have included expiration dates and that date is coming soon. Attached is our standard agreement for assessment services. The agreement reflects our current arrangement, and ensures a seamless continuance of the existing services and procedures. Functionally,there are to be no changes. Administratively,the new agreement is an ongoing agreement that directs the County Assessor to perform assessment services until otherwise directed or terminated by either party. Minnesota statutes 273.072 allow us to enter into a rolling agreement with a termination clause rather than continually renewing fixed term agreements to reduce administrative burden. Under this statute either parly may terminate the agreement with a six-month notice. Please have your city council or township board review and execute the enclosed agreement. Signed agreements may be returned to me by June lst in the enclosed envelope. If your organization requires a fully executed copy of the final agreement please mail two copies and we will return one for your records. If you have any questions, concerns,or desire a visit to discuss the assessment expectations or process in further detail,please do not hesitate to contact Jennifer Wagenius,Properly Recards and Taxpayer Services Director at 651.430.6182,or myself at 651.275.7518. We at Washington County appreciate the opportunity to provide assessing services to your community and look forward to continuing that partnership. Sincerely, Bruce Munneke, S.A.M.A. Washington County Assessor Enclosure:Agreement Government Center • 14949 62nd Street North—P.O. Box 6, Stillwater, Minnesota 55082-0006 Phone: 651-430-6175 • Fax: 651-430-6178 • TTY: 651-430-6246 www.co.washington.mn.us Equal Employment Opportunity/Affirmative Action AGREEMENT FOR ASSESSMENT SERVICES THIS AGREEMENT,made and entered into this day of , 2016 by and between the City of Cottage Grove , a Minnesota municipal corporation,herein referred to as the City, and Washington County, a body politic and corporate, herein referred to as "Washington County"pursuant to the authority contained in Minnesota Statutes 471.59, which authorizes the joint and cooperative exercise of powers common to contracting parties and Minnesota Statute 273.072 Subd. 1, which provides that a county and city or town may, by agreement entered into under 471.59 provide for the assessment of property in the municipality or town by the county assessor. WITNES S: WHEREAS, the City desires to retain Washington County and the Washington County Assessor to perfoi�rn assessment services for the City; and WHEREAS, Washington County desires to perform assessment services required by the City; and WHEREAS,the City and 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 hereby 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: a. Appraisal of all real and personal property located within the City. b. Interprets regulations,rules and legislative changes to the City Council, Realtors, bankers, citizens and civic groups as necessary or upon request. c. Answers questions/concerns regarding property values and classifications. d. Draws and calculates "splits" of real estate sales reflective of joint ownership of land parcels. e. Maintains a listing of the assessment of each and every parcel of property within the City. f. Each parcel of property within the City shall be reviewed at least once every five years. It is the intention of the pat-ties that the Washington County Assessor shall malce every effort to view and revalue approximately one-fifth of the parcels during each year that this Agreement remains in force. g. Holds and staffs an annual Board of Appeal or Open Book Meeting. The format of this appeals meeting will be at the discretion of the City and guided by Minn. Stat. § 274.01, subd. 1. h. Inteiprets and applies regulations, rules and legislative changes to other appraisers, real estate professionals, citizens and civic groups, other governmental bodies and personnel as necessary and upon request. i. Answers property owner questions/concerns regarding appraisal practices, property values and classifications. Draws and interprets maps, charts and other descriptions to assist property owners in understanding the process. j. Develops land and building valuation schedules; conducts statistical analysis to suppoi-t appraisal decisions, and oversees Computer Aided Mass Appraisal system (CAMA)table adjustments; and draws and calculates "splits" of real estate and new plats of property, including land areas, classes and valuations. Conducts statistical surveys to support appraisal decision e.g., cur�ent sales study using the CAMA system. k. Coordinates research of complex appraisal issues,reviews, investigates and malces recommendations on applications for abatement or other reduction of assessed value. 1. Coordinates collection of sales information and annual assessment activities in apai-tment, commercial, industrial, residential and personal property markets. m. Coordinates the valuation and classification of exempt properties, including inteipreting laws applying to exempt organizations and processing exemption requests. n. Manages state tax court petitions and coordinates TIF assessment functions with the city. Provides values to city for various projects in which there may be an assessment agreement. o. Investigates and handles all applications for abatement or reduction of assessed value. p. Provides a report of assessment activities (Assessment Report) each year prior to the appeals period. SECTION THREE-AGREEMENT PRICE The City shall pay a fee to the County each year for assessment services based on the parcel mix located within each community. The assessment fee schedule is approved by the County Board each year and establishes the fee associated with each property use. The County will utilize the same fee schedule for all of its contract communities. The City will be billed for assessing services upon the completion of the assessment cycle. The County will provide an invoice to the City no later than June 1 of each year payable on or around July 1. 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 nansportation,books and any other documents or items of personal property required to perfol�rn 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-DURATION AND TERMINATION This Agreement shall commence on July 1, 2016 and remain in force until terminated by either party giving the other party a six-month written notice of its intent to terminate the Agreement per Minnesota Statute 273.072 Subd. 4. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement the day and year first above v�n•itten. CITY OF COTTAGE GROVE WASHiNGTON COUNTY By By Mayor County Board Chair Attest By City Clerk County Administrator Recommended By: Jennifer Wagenius Director,Property Records and Taxpayer Services Approved as to form by: George Kuprian Assistant Washington County Attorney