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Home My WebLink About[09a] Assessor Designation 9(a) Council Agenda Item MEETING DATE: September 4, 2014 AGENDA ITEM: Assessor Designation SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: In 2008 the City designated Stearns County as the Assessor. Up to this point the City hired a local assessor who completed the property reviews, assigning value. Under this scenario the City Council had to hold a Board of Review meeting to allow property owners the opportunity to contest the market value assigned. Due to the training required of both the local assessor and Council Members, the Council decided to assign Stearns County as the Assessor. BACKGROUND INFORMATION: The City has received notification from the Assessor’s Office that the City must once again designate the Assessor. The rates presented by Stearns County are the same that have been used for the past years. When the County serves as the Assessor, they conduct an open book meeting which allows residents to discuss their assigned market values. If the property owner does not agree yet, they can appeal to the Stearns County Assessor Board which is a separate board from the County Commissioners. Even if the City had a local assessor, the residents would appeal to this same Board. Included in the packet material is a proposal from an individual currently working in the Assessor’s Office. If the City chose this option he would be considered a local assessor and the Council would again have to function as the Board of Review, with the final adjustments made to the County. The City Board of Review is only advisory. BUDGET/FISCAL IMPACT: $ 22,359.15 ATTACHMENTS: Request for Council Action Stearns County Assessor Request Proposal – Steve Chmielewski REQUESTED COUNCIL ACTION: Appoint Stearns County as the Local Assessor. This page intentionally left blank ��e� �;�'�� C O U N T Y O F S T E A R N S S�. Y� � ASSESSOR'S OFFI CE Administration Center RM 37 • 705 Courthouse Square•St. Cloud, MN 56303 320/656-3680• Fax: 320/229-7032 www.co.stearns.mn.us MEMORANDUM �� To: Stearns County Townships/Cities From: 1effJohnson, Acting County Assessor aUG �. ;� 1014 Re: Contract for Assessing Services Date: August 13, 2014 �17``��d�� '; .��Pp� This offiee must renew its contractual agreement for assessing services with all townships and cities in Stearns County that do not employ a iocal assessor. The previous agreements expired in 2008, resulting in a need to have them updated and executed at this time. It is essential to establish and maintain this agreement with you to: (1) provide some stability in forecasting annual expenses incurred by townships/cities as welf as income and expenses realized by the County; (2)define responsibilities and the volume of work to be taken on by this office; (3) ensure proper staffing levels to satisfy state property assessment standards and taxpayer needs; (4) allow for the preparation and implementation of the County Assessor's quintile inspection plan required by the state; and (5) address training and licensure requirements for some assessing personnel because of new mandates going into effect on luly 1,2019. You will find this contract for assessing services to be similar to previous agreements. It explicitly states the obligations of the two parties, particularly what assessment services will be provided by this office and the charges for said services to be paid by townships/cities (based upon the same billing practices used in recent years as determined by the services and fee schedule approved by the Stearns County Board of Commissioners). The only change in the contract centers on the length of the agreement which extends the term from two to five years with a provision having an automatic renewal for each subsequent year after the initial five year term. The contract will remain in effect for each renewal term unless terminated by either the township/city or County at the end of the term or any renewal term. Please review this agreement in its entirety and have two authorized officers of your township/city sign and date it. This contract should be returned to this office in the enclosed envelope on or before Tuesday, September 30, 2014. Upon receipt of this signed document, it will be circulated for signing by county officials. A copy of a fully signed agreement will then be maifed to you for your record-keeping purposes. It is the intent of the County to continue to forge this partnership with you and cooperate in good faith while carrying out the responsibilities of the annual property assessment in a fair and equitable manner. If there are any questions or concerns,feel free to contact me by telephone at(320) 656-3683 or via e- mail at jeff.iohnson@co.stearns.mn.us. Should it be necessary, I am willing to meet and discuss any assessment matters with your township/city that prefer my attendance at a meeting. Thank you for your continued support, and as always, I look forward to working with you and the taxpayers of your township/city. na�s-sssa `Affirmative Action/Equal Opportunity Employer" . , AGREEMENT FOR PROPERTY ASSESSMENT SERVICES BETWEEN THE COUNTY OF STEARNS AND ST JOSEPH CITY THIS AGREEMENT, made and entered into by and between the County of Stearns, a political subdivision of the State of Minnesota, hereinafter referred to as the "County" and the City/Township of ST JOSEPH CITY, a political subdivision of the State of Minnesota, hereinafter referred to as "City/Township"; WHEREAS, said City/Township lies either wholly or partially within the County and constitutes a separate assessment district; and WHEREAS, under such circumstances Minnesota Statutes, Sections 273.072 and 471.59 permits the County Assessor to provide for the assessment of property in said assessment district; and WHEREAS, said City/Township desires the County to perform property assessments on behalf of said City/Township; and WHEREAS,the County is willing to provide said City/Township with the assessment services, NOW, THEREFORE, in consideration of the mutual covenants contained herein it is agreed as follows: 1. The County shall perform the annual property assessments for the City/Township in accordance with the property assessment procedures and practices established and observed by the County, the validity and reasonableness of which are hereby acknowledged and approved by the City/Township. The property assessment by the County shall be composed of those assessment services which are set forth in Exhibit"A", attached hereto and made a part hereof by reference. 2. All information, records, data, reports, and the like that are necessary to allow the County to carry out its responsibilities under this Agreement shall be furnished to the County without charge by the City/Township and the City/Township agrees to cooperate in good faith with the County in carrying out the work under this Agreement. 3. The City/Township agrees to furnish, without charge, work space, if needed, for an appraiser to perform such tasks as document review, with such tasks to be performed during normal business hours for the City/Township. 4. Each party to this Contract shall be liable for its own acts and the results thereof to the extent authorized by law and shall not be responsible for the acts of the other party, its officers, employees or agents. Liability shall be governed by the provisions of the Municipal Tort Claims Act, Minn. Stat. Ch. 466, and other applicable laws. 5. This agreement is for the term of(5) years based upon statutory quintile reassessment requirements, beginning on the 2nd day of January, 2014, with the right of the County to extend this agreement from year to year, ending on the 31 St day of December, 2018 upon the following terms and conditions: the fee for annual assessment services for any annual extensions herein provided shall be based upon the current fee schedule with the understanding that these fees will be adjusted annually based upon services and fees established by the Stearns County Board of Commissioners. This agreement is automatically renewed from year to year after the term hereo£ It shall continue in full force and effect for its term and thereafter for each renewal term unless terminated by either the City/Township or County at the end of such term or any renewal term upon written notice served to the other party at least 120 days before the end of such term or renewal term. The City/Township shall be responsible far the costs due to the County up to the date of termination. 6. In consideration of said assessment services, the City/Township agrees to pay the County a fee based upon the total parcel count for each City/Township as of the annual assessment date, January 2na, every assessment year. Fees covering the duration of this agreement will be established adjusted annually according to the services and fee schedule approved by the Stearns County Board of Commissioners (the same billing practice used in the years preceding this agreement). 7. Any notice which may be given or made by a party hereto under the terms of this Agreement snall be in writing and shall be sent by United States Mail or personally delivered to the other party addressed as follows: To City/Township: JUDY WEYRENS ST JOSEPH CITY CLERK/ADM1N PO BOX 668 ST JOSEPH MN 56374 To County: Jeffery D. Johnson, Acting Stearns County Assessor Administration Center, Room 37 705 Courthouse Square St. Cloud, Minnesota 56303 8. The Agreement may be amended or modified only by written agreement signed by authorized representatives of the parties hereto. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by its duly authorized officers and deliveries on its behalf, this day of , 20_ ST JOSEPH CITY Date: By: Date: By: COUNTY OF STEARNS Date: By: Mark J. Bromenschenkel, Chair Stearns County Board of Commissioners Date: By: Randy R. Schreifels Stearns County Auditor-Treasurer Clerk Stearns County Board of Commissioners EXHIBIT A During the term of this Agreement, the County shall: 1. Physically inspect and revalue real and personal property, as required by law. 2. Physically inspect and value all new construction, additions, and renovations. 3. Conduct valuation reviews prior to Board of Review. 4. Attend Board of Review. Per Board request, make all necessary review appraisals. 5. Maintain and build electronic field card file information- current values,homestead and classification data. 6. Print, mail, and post valuation notices. 7. Respond to taxpayers regarding assessment or appraisal problems or inquiries periodically. 8. Make divisions and combinations periodically. 9. Administer the abatement process pursuant to Minn. Stat. § 375.192. 10. Make appraisals for and testify or negotiate all District Court or Tax Court filings. 11. Post values from appraisal system to tax system in order to product the assessment roll. I2. Adjust estimated market values on those properties not physically inspected per market analyses as needed. EXHIBIT Fee for Assessing Services Example of 2014 Calculation for St. Joseph City On June 6, 2014, County Assessor Gary Grossinger used the following fee schedule to calculate the billing for St. Joseph City. These fees were applied to the 2014 parcel count shown below. The calculation offered is the same dollar amount that was sent to you for payment. Annual Fees Assigned for Work Completed by Parcel Type* $9.50 x .90 = $8.55 per Vacant Land Parcel $10.00 x .90 = $9.00 per Improved Parcel without a House $12.50 x .90 = $11.25 per Improved Parcel St. Joseph City Parcel Count Total Parcels: 2,074 Vacant Land Parcels: 343 Improved Parcels without a House: 21 Improved Parcels: 1,710 Annual Fee Calculation for St. Joseph City 343 x $8.55 =$2,932.65 21 x 9.00 = $189.00 1,710 x $11.25 = $19,237.50 Total Fee: $2,932.65 +$189.00 + $19,237.50 = $22,359.15 *Appropriately modified the fee because cost did not meet or exceed the cap based on size of district parcel count by property type. 2014-15 Proposal-st7oseph-l.txt Aug 27, 2014 7udy weyrens City Administrator City of St. 7oseph 25 college ave N, Po Box 668 st 7oseph, MN 56374 Dear City Officials: I am submitting a proposal to the City of st �oseph to perform �ocal Assessing duties at a rate of $8.85 per improved parcel and $7.65 per unimproved parcel for the 2015 assessment year (�uly 1, 2014 to �une 30, 2015) . For the 2016 assessment year (�uly l, 2015 to 7une 30, 2016) the rate will be $9.25 per improved parcel and $8.05 per unimproved parcel . My contract will include all work required by stearns County and the State of Minnesota.\par The City of st �oseph will be furnished with a Form w-9, which is the independent contractor form. All expenses for mileage, license, and continuing education courses will be covered by my contract. \par Please call me if you have any questions or concerns. Sincerely, Steve Chmielewski Page 1