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Memo- Assessing Services for the City of Hopkins
- I Community Services Department I - Memorandum To: Hopkins City Council From: Jim Genellie Date: December 3, 1998 Subject: Assessing Services for the City of Hopkins Staff has contacted Hennepin County regarding providing assessing services for Hopkins. Hennepin County submitted a bid of $75,879.48. By turning over the service to the County, the City could eliminate two positions: Assessor and Appraiser. Approximate annual savings to the City: $60,000. (The first year would be less depending on when the service was turned over to the County. The County prefers to begin after July 1). Based upon my discussions with Hennepin County the following service issues were raised: . . An assessor will be assigned to Hopkins. For several years the same individual will be assigned to do the assessing for the City of Hopkins. This individual will not be exclusively assigned to Hopkins. He or she will also be responsible for assessing in other cities served by Hennepin County. The County, however, also prefers to rotate their personnel to different cities on a regular basis. . It may be possible to arrange for this person to be at City Hall on a regular schedule. This is dependent upon caseload. . Hennepin County staff will be available by phone. . Hennepin County staff will normally not be at City Hall between the time the Board of Review is held and July 1. Staff would be available by appointment. . Board of Review would remain the same except Hennepin County would staff it. . Hopkins staff would consist of the Special Assessment Clerk. Attached is a memorandum from Bob Wilson that examines the service issues in greater detail. . \Assessing memo. doc '. MEMORANDUM TO: Jim Genellie, Assistant City Manager FROM: Bob WilS~ity Assessor DATE: November 25, 1998 RE: Hennepin County Contract for Assessment Services The City of Hopkins Administration recently requested a proposal for assessment services from the Helmepin County Assessor's Office. As the Hopkins City Assessor, I have been asked to review this proposal and to comment on key issues. This memorandum will summarize specific legal items noted in the County's proposal. It will also compare information and costs that are needed to comprehend assessment services provided by a potential Hennepin County contract and that of the current City of Hopkins Assessing Office. . 1. Minnesota State Law requires specific statutory and administrative assessment requirements throughout the state. Assessors are responsible for estimating property values and classifying property for tax purposes. Minnesota Statute 273.01 states "All I real property subject to taxation shall be listed and at least one-fourth ofthe parcels listed shall be appraised each year with reference to their value 011 JanualY 2 preceding the assessment so that each parcel shall be reappraised at maximum intervals of four years." In addition, Minnesota Statute dictates an annual assessment, which requires a consideration of tile market value on each propeliy each year. The State Board of Equalization requires the overall level of assessment to be between 90-105% of market value. 2. The Hennepin County proposal meets the minimum legal requirements for these statutOlY and administrative items. These required assessment services include: a. physically inspect and revalue 25% of the real property, as required by law; b. physically inspect and value all new construction, additions and renovations; c. conduct valuation reviews prior to the Board of Reviev,,I approximate dates: March through May 15; . u. attend Board of Review, and per Board request, make all necessary review appraisals - approximate dates: Apri I I-May 31; --- ...- -- . Novcmber 25, 1998 Page 2 e. respond to taxpayers regarding assessment or appraisal problems periodically dming contract teml; and f. compliance with administrative responsibilities such as maintenance of field cards, processing divisions, and initiating abatement applications 3. Specific elements of this proposed contract do not include: a. The City of Hopkins would be required to employ a [-uIl time assessment clerk for answering routine appraisal questions, responding to special assessment concems, and to administrate homestead applications. h. The City of Hopkins would bc required to provide full time office space for Helmepin County appraisal staff. c. The City of Hopkins would be required to provide any office supplies, telecommunications, and support persoilllel for Hennepin County appraisal staff. d. The City of Hopkins would not have full time appraisal staff available at City Hall . Monday through Friday ITom 8:00 am to 4:30 p.m. Most questions and concems would be directed at the County Assessor's Office in downtown Minneapolis. e. The City of Hopkins would have no control over the costs for the annual assessment services. The County reserves the right to increase their charges to the City on an annual basis. 4. Thc proposal for services from Hennepin County is typically a four year contract. The estimated cost savings to the City, based on the first year assessment quote, is approximately $60,000. 5. The following concluding comments are provided to adequately and fairly compare the Hennepin County proposal for contracted assessment services with identified services in the existing Hopkins Assessing Division: a. The County provides staff appraisers for assessment contract work. Many of these staff appraisers are recent college graduates with limited appraisal experience and knowledge of the City of Hopkins. The County is currently short three staff appraisers and is in the process of trying to hire applicants for these positions. The rate oftumover is extremely high and within the past five years, this office has lost twenty-two property appraisers. . ------ . -.-.---- - November 25, 1998 --.-. Page 3 Our current staff in the Assessor's Office consists of three long-tenn, service- oriented employees. We have had direct contact with many Hopkins residents over the years and know their concerns. Our knowledge of the real estate market is extensive. Our professionalism is accredited, and our sincerity and dedication is evidenced by our combined twenty- five years of service. b. Services beyond the scope of the contract are not guaranteed by the County. The current Hopkins Assessing Office, like most at the local level, provide a vast array of interdepartmental services. There is a strong linkage between the assessing function and plmming, finance, engineering and inspections. The Assessor's Office provides infonnation and assistance for the annual budget process, redevelopment and tax increment proposals, housing improvement areas and special assessments. The City Assessor's Office also maintains an extensive property record file of . infonnation regarding property in the City. This information is provided to residents, real estate brokers, appraisers, environmental firms and other City staff. c. The County does not stratify sales by location for a city sales ratio study. Sales ratio studies compare the sales prices of homes with their market values as estimated by the assessor. In Hopkins, the City Assessor not only performs ratio studies as a whole, but also for specific neighborhoods. Sales are analyzed over time for market trends. This is a labor-intensive task that allows for a higher quality assessment and assures equitable and fair treatment for all property owners in Hopkins. d. The county appraisers would be available at limited t1mes and days of the year. The current City Assessing staffis available at all times at City Hall to answer questlons and review properties. The City Assessor notifies neighborhood residents by letter prior to our field reviews. The communication explains who we are and what we do. It also allows individuals to schedule their appointments at times that are convenient to them. Our appraiser has made accommodations for people as early as 6:30 a.m. and as late as 5:30 p.m. This level of service and concern for satisfaction has been noticed by residents and reflects well on the City of Hopkins. . ~ .1A November 25, 1998 . Page 4 In summary, the level of service would be reduced with a county administered assessment. That service versus the cost savings is a policy issue that the Council must address. Also, the issue of local control is an intangible that is difficult to measure. 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