2017-213-Resolution No. 2017-018 Recorded 5/5/2017REVIEWED
LEGAL COUNSEL
Recorded in Deschutes County CJ2017-213
Nancy Blankenship, County Clerk
Commissioners'Journal 05/05/2017 12:24:57 PM
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESC1 UTES COUNTY, OREGON
A Resolution Approving a Grant Application with
the Oregon Department of Revenue * RESOLUTION NO. 2017-018
WHEREAS, Deschutes County is applying to the Department of Revenue in order to participate in the
Assessment and Taxation Grant; and
WHEREAS, this state grant provide funding for counties to help them come into compliance or remain
in compliance with ORS 308.232, 308.234, ORS Chapters 309, 310, 311, 312, and other laws requiring equity
and uniformity in the system of property taxation; and
WHEREAS, Deschutes County has undertaken a self-assessment of its compliance with the laws and
rules that govern the Oregon property tax system. County is generally in compliance with ORS 308.232,
308.234, ORS Chapters 308, 310, 311, 312, and other laws requiring equity and uniformity in the system of
property taxation , now, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, as follows:
Section 1. County agrees to appropriate the budgeted dollars based on 100 percent of the expenditures
certified in the grant application in the amount of $5,627,712, the total expenditure amount for consideration in
the grant. If 100 percent of the expenditures is not appropriated or the county is out of compliance with the laws
referred to in the recitals, no grant shall be made to the county for the quarter in which the county is out of
compliance.
Section 2. County designates Scot Langton, County Assessor, phone number (541)388-6513, email
address scotl@co.deschutes or us , as the county contact person for this grant application
0
DATED thia& day of , 2017.
A
Recordi Scret ry
PAGE 1 of 1— RESOLUTION NO. 2017-018
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
TAMMY BA Y, Ch
ANTHONY (TONY) DeBO E, Vice Chair
PHILIP G. ENDER ON, Commissioner
Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners Business Meeting of April 26, 2017
DATE: April 18, 2017
FROM: Scot Langton, Assessor's Office, 541-388-6513
TITLE OF AGENDA ITEM:
Consideration of Board Signature Resolution #2017-018, Approving a Grant Application with
the Oregon Department of Revenue
PUBLIC HEARING ON THIS DATE?: No
4/17/2017
0RF,G0N
D -P RTMENT
('wo# REV[NUE
Form 1
Grant Application Staffing
2017-2018
Deschutes County
A. Assessment Administration
Assessor, Deputy, etc.
Assmt. Support Staff, Deed Clerks, & Data Entry Staff
Total Assessment Administration
B. Valuation -Appraisal Staff
Chief Appraisers/Appraiser Supervisor
Lead Appraisers
Residential Appraisers
Commercial/Industrial Appraisers
Farm/Forest/Rural Appraisers
Manufactured Structure/Floating Structure Appraisers
Personal Property Appraisers
Personal Property Clerks
Sales Data Analyst
Data Gatherers & Appraisal Techs
Total Valuation -Appraisal Staff
C. Clerk/BOPTA Staff
D. Tax Collection & Distribution Administration
Administration, Deputy, etc.
Support & Collection Staff
Tax Distribution
Foreclosure & Garnishment
Total Tax Collection & Distribution Staff
E. Cartography & GIS Administration
Cartographic/GIS Supervisor
Lead Cartographer
Cartographers
GIS Specialist
Total Cartographic & GIS Staff
F. A&T Data Processing Staff
G. Total A&T Staffing (the sum of A -F above)
Approved FTE
Budgeted FTE
Change
Current Year
Coming Year
(Column 2
( 2016-2017 )
( 2017-2018 )
less Column 1)
2.00
2.00
0.00
9.50
9.50
0.00
11.50
11.50
0.00
1.00
1.00
0.00
0.00
0.00
0.00
6.70
6.70
0.00
2.50
2.50
0.00
0.50
0.50
0.00
0.80
0.80
0.00
2.00
2.00
0.00
0.00
0.00
0.00
1.00
1.00
0.00
2.50
2.50
0.00
17.00
17.00
0.00
0.52
0.52
0.00
3.40
3.40
0.00
0.70
0.70
0.00
0.20
0.20
0.00
0.20
0.20
0.00
4.50
4.50
0.00
1.00
1.00
0.00
0.00
0.00
0.00
3.00
3.00
0.00
0.00
0.00
0.00
4.00
4.00
0.00
3.75
3.75
0.00
41.27
41.27
0.00
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4/17/2017
DEPACIT MENT
' OF ACV[NUC
Deschutes County
Form 2
Explanation of Staffing Issues
2017-2018
In this section, explain any difference between approved staffing for the current year and staffing for the budgeted
year. Explain why any funded positions were unfilled for the current year. Use this form to describe the intended
use of nonpermanent workers (temporary help, project temporaries, and contractors) by A&T function, along with
their cost. Note any special or unique aspects regarding who accomplishes the work and how they accomplish it
related to Forms 4, 5, and 6. For example, if you use staff to perform personal property functions, other than
reported on Form 1, Section B, note that here and include the FTE.
NA
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4/17/2017
{J R F ii 0
la `rf'AtiTMkNT
or Fie"ILNUE
Deschutes County
Form 3
General Comments
2017-2018
Use this form to describe any issue in your budget that needs further clarification. Examples would be significant changes on Form 7, purchase of a new data
processing system, salary increases, new car purchases, personal services costs for mapping, etc. You may also use this form to document any miscellaneous
comments.
NA
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4/17/2017
01 RFcc,N Form
N E PA FIT ria E N T Valuation-Appraisal Resources
(40"WOO REV [NUE 2017-2018
Deschutes County
Number of Accounts Number of FTE
by Activity by Activity
Activities Actual Estimated Actual Estimated
( 2016-2017) ( 2017-2018) ( 2016-2017) ( 20] 7-2018 )
1. Real Property Exceptions, Special
Assessments, and Exemptions
New Construction
Zone Changes
Subdivisions, Segregations, Consolidations
Omitted Properties
Special Assessment Qualification and Disqualification
Exemptions
Subtotal
2. Appeals and Assessor Review
Assessor Review and Stipulations
BOPTA
Department of Revenue
Magistrate Division -Tax Court
Regular Division -Tax Court
Subtotal
I Real Property Valuation
Physical Reappraisal
Recalculation only -no appraisal review
Subtotal
4. Business Personal Property (returns mailed)
5. Ratio
6. Continuing Education
7. Other Valuation -Appraisal Activity
8. Total Valuation -Appraisal Staff (FTE)
5,286
6,207
6.37
6.37
5
10
0.01
0.01
723
800
0.15
0.15
12
15
0.01
0.01
75
80
0.40
0.40
599
630
0.20
0.20
6,700
7,742
7.14
7.14
99
100
0.10
0.10
161
175
0.20
0.20
0
0
0.00
0.00
8
10
0.10
0.10
0
1
0.01
0.01
268
286
0.41
0.41
1,400
2,070
4.00
4.00
38,586
39,000
1.75
1.75
39,986
41,070
5.75
5.75
7,750
7,647
2.00
2.00
1.30
1.30
0.40
0.40
0.00
0.00
17.00
17.00
4/9
4/17/2017
0RFc,0rt Form
DE P A U ria E N T Tax Collection/Distribution
(O"Wor flL lve. rt " e Work Activity
2017-2018
The Tax Department is part of the Finance Dept.
5/9
Number of Accounts
by Activity
Deschutes County
Actual
Estimated
( 2016-2017)
(2017-2018 )
1. Number of accounts requiring roll corrections
Business Personal Property
71
80
Personal Property Manufactured Structures
17
30
Real Property
401
450
2. Number of accounts requiring a refund
Business Personal Property
3
10
Personal Property Manufactured Structures
0
0
Real Property
130
150
3. Number of delinquent tax notices sent
Business Personal Property
250
250
Personal Property Manufactured Structures
350
350
Real Property
4,200
4,200
4. Number of foreclosure accounts processed
Real Property only
18
15
5. Number of accounts issued redemption notices
Real Property only
22
20
6. Number of warrants
313
300
7. Number of garnishments
13
15
8. Number of seizures
0
0
9. Number of bankruptcies
66
65
10. Number of accounts with an address change processed
5,670
5,000
11. How many second trimester statements do you mail?
14,000
12. How many third trimester statements do you mail?
13,000
13. Does the county contract for lock box service?
No
14. Does the county use in-house remittance processing?
Yes
15. Is the tax collector combined with another county function?
Yes
If tax collector is combined with another county function, please describe that function.
The Tax Department is part of the Finance Dept.
5/9
4/17/2017
0, R F c c. �a Form 6
DE P A ti T M E N T Assessment and Administrative
clwwor � e v e M fU c Support and Cartography
Work Activity
2017-2018
Deschutes County
Assessment and Administrative Support
Work Activity
Numbers by Activity
Actual Estimated
( 2016-2017) ( 2017-2018 )
1. Number of Deeds Worked 16,500 17,000
Cartography Work Activity
Numbers by Activity
Actual Estimated
( 2016-2017) ( 2017-2018 )
1. Number of new tax lots 512 550
2. Number of lot line adjustments 330 330
3. Number of consolidations 55 55
4. Number of new maps 45 50
5. Number of tax code boundary changes 8 12
4/17/2017
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DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: 4-17-17 Department: Assessor
Contractor/Supplier/Consultant Name: Oregon Department of Revenue
Contractor Contact: NA Contractor Phone M NA
Type of Document: Grant
Goods and/or Services: Annual CAFFA assessment and taxation grant
Background & History: Attach additional page if needed.
Agreement Starting Date: 7-1-17 Ending Date: 6-30-18
Annual Value or Total Payment: estimate $960,000
NM Insurance Certificate Received (check box)
Insurance Expiration Date:
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
Is this a Grant Agreement providing revenue to the County? ® Yes ❑ No
Special conditions attached to this grant: This grant is based on the percentage of all
counties statewide budgeted A&T amounts then distributed based on Deschutes County's
percentage of that whole
Deadlines for reporting to the grantor: 5-1-17
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant -funded position so that this will be noted in the offer letter: ❑ Yes ® No
Contact information for the person responsible for grant compliance:
Name:
4/17/2017
Phone #:
Departmental Contact and Title: Scot Langton Phone #: 541-388-6513
Department Director Approval:
u re
Distribution of Document: Orginal to Oregon Dept of Revenue
Copies to Scot Langton and Wayne Lowry
Official Review:
County Signature Required (check one):
® BOCC (if $150,000 or more) — BOARD AGENDA Item
❑ County Administrator (if $25,000 but under $150,000)
❑ Department Director - Health (if under $50,000)
❑ Department Director (if under $25,000)
Legal Review Date
Document Number
Date
4/17/2017