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HomeMy WebLinkAboutAssess-Tax Grant AgrmtDeschutes County Board of Commissi ners 1300 NW Wall S1., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschute$.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of 4-29-13 DATE: FROM: Please see directions for completing this document on the next page. 4-22-13 Scot Langton Assessor 388-6513 TITLE OF AGENDA ITEM: Consideration ofBoard Signature of Resolution No. 2013-035 for FY13114 Assessment and Taxation (]rant ' PUBLIC HEARING ON THIS DATE? no BACKGROUND AND POLICY IMPLICATIONS: Annual Assessment and Taxation (]rant application to the Oregon Department of Revenue FISCAL IMPLICATIONS: This grant represents approximately 18% -20% of the budgeted cost for FY13114 for Assessm t and Taxation. These grant monies are administered by the Oregon Department of Revenue ard are comprised of recording fees and deliquent interest collected by counties statewide RECOMMENDATION & ACTION REQUESTED: Approve and sign Resolution No. 2013-035 ATTENDANCE: Scot Langton DISTRIBUTION OF DOCUMENTS: Fax or e-mail to ­ CAFF A (]rant Coordinator A TS Section/Property Tax Oregon Department of Revenue e-mail-caffa.grant@state.or.us Fax # (503)945-8737 Copy to ­ Scot Langton REVIEWED LEGAL COUNSEL For Recording Stamp Only BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGO A Resolution Approving a Grant Application with * the Oregon Department of Revenue * RESOLUTION NO. 2013-035 * 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 rbmain in compliance with ORS 308.232, 308.234, ORS Chapters 309, 310, 311, 312, and other laws requiring ~uity and uniformity in the system of property taxation; and JI WHEREAS, Deschutes County has undertaken a self-assessment of its compliance with the la s and rules that govern the Oregon property tax system. County is generally in compliance with ORS 30 .232, 308.234, ORS Chapters 308, 310, 311, 312, and other laws requiring equity and uniformity in the syst m of property taxation , now, therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHtrrES COUNTY, OREGON, as follows: Section 1. County agrees to appropriate the budgeted dollars based on 100 percent of the expen itures certified in the grant application in the amount of $4,942,045, the total expenditure amount for considerat on in the grant. If 100 percent of the expenditures is not appropriated or the county is out of compliance with th laws referred to in the recitals, no grant shall be made to the county for the quarter in which the county is • ut 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 DATED this __day of _______--', 2012. BOARD OF COUNTY COMMISSIONERS OFDESCHUTESCOUNTY,OREGON ALAN UNGER, Chair ANTHONY DEBONE, Vice Chair ATTEST: Recording Secretary TAMMY BANEY, Commissioner PAGE 1 OF l-RESOLUTIONNO. 2013-035 Form 1 Grant Application Staffing County _______________________________________ COLUMN 1 Approved FTE Current Year (2008–09) COLUMN 2 Budgeted FTE Coming Year (2009–10) COLUMN 3 Change (Column 2 less Column 1) 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) 2009-10 2013-14 Deschutes (2012-13)(2013-14) 2.00 2.00 0.00 8.25 8.25 0.00 10.25 10.25 0.00 1.00 1.00 0.00 0.00 0.00 0.00 6.20 6.20 0.00 2.00 2.00 0.00 0.50 0.50 0.00 0.80 0.80 0.00 1.75 2.00 0.25 0.00 0.00 0.00 1.00 1.00 0.00 2.50 2.50 0.00 15.75 16.00 0.25 0.52 0.52 0.00 3.70 3.70 0.00 1.20 0.70 (0.50) 0.20 0.20 0.00 0.20 0.20 0.00 5.30 4.80 (0.50) 1.00 1.00 0.00 0.00 0.00 0.00 4.00 3.00 (1.00) 0.00 0.00 0.00 5.00 4.00 (1.00) 3.75 3.75 0.00 40.57 39.32 (1.25) 2009-10 Form 2 Explanation of Staffing Issues County _______________________________________ 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. 2013-14 Deschutes The Tax Office budgeted $10,000 in extra help for assistance during peak seasons for tax collection activities. The Assessor's Office budgeted $25,000 in extra help which is used to assist in special projects through the use of contract employees, outside appraisal work, and retired staff. Some project include contracting retired staff to review and insure the accuracy of the tax calculation process, and for additional resources at BoPTA appeals; contracting temporary help to assist in appraisal projects; and contacting private independent appraisers to provide appraisal expert witness service for appeals. Form 3 General Comments County _______________________________________ 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. 2009-10 2013-14 Deschutes The total FTE's for the Tax Department has been reduced by .5. When one of our 1.0 FTE Customer Service Clerks let due to a medical emergency, we created a .5 position as a replacement on a trial basis. When we found that we could function with that .5 position, we submitted the FY 2014 budget to reflect the FTE reduction. The Assessor's Office increased the Business Personal Property section by .25 FTE to better accommodate the new M&E legislation, and to help administer the greatly expanded Enterprise Zones in Deschutes County which just occurred this year. The Cartography section was reduced by 1.0 GIS Analyst due to reduced funding from the GIS Dedicated funds which was supporting the County's remapping project. Though this will have a direct impact on the time frame for completing our remapping, this reduction will not have an impact on the statutory required Assessor cartography mapping functions. Form 4 Valuation–Appraisal Resources County _______________________________________ Number of Accounts by Activity Number of FTE by Activity Activities Actual 2008–09 Estimated 2009–10 Actual 2008–09 Estimated 2009–10 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 ............................................................. 3. 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) ......................................................... 2009-10 2013-14 Deschutes 2012-13 2013-14 2012-13 2013-14 2,224 2,890 3.00 3.50 0 10 0.01 0.01 266 500 0.05 0.10 13 10 0.01 0.01 258 250 0.40 0.40 523 500 0.20 0.20 3,284 4,160 3.67 4.22 520 600 0.25 0.25 777 2,500 3.50 2.50 4 5 0.01 0.01 300 150 1.00 1.00 219 25 0.05 0.05 1,820 3,280 4.81 3.81 1,705 250 2.07 2.52 25,000 30,000 1.75 1.75 26,705 30,250 3.82 4.27 6,594 6,700 1.75 2.00 1.30 1.30 0.40 0.40 0.00 0.00 15.75 16.00 Form 5 Tax Collection/Distribution Work Activity County _______________________________________ Number of Accounts by Activity Actual 2008–09 Estimated 2009–10 1. Number of accounts requiring roll corrections Business Personal Property ......................................................................... Personal Property Manufactured Structures ............................................... Real Property ................................................................................................ 2. Number of accounts requiring a refund Business Personal Property ......................................................................... Personal Property Manufactured Structures ............................................... Real Property ................................................................................................ 3. Number of delinquent tax notices sent Business Personal Property ......................................................................... Personal Property Manufactured Structures ............................................... Real Property ................................................................................................ 4. Number of foreclosure accounts processed Real Property only......................................................................................... 5. Number of accounts issued redemption notices Real Property only ........................................................................................ 6. Number of warrants .................................................................................. 7. Number of garnishments .......................................................................... 8. Number of seizures ................................................................................... 9. Number of bankruptcies ........................................................................... 10.Number of accounts with an address change processed ................... 11. How many second trimester statements do you mail? ........................ 12.How many third trimester statements do you mail? ............................. 13.Does the county contract for lock box service? .................................... Yes No 14.Does the county use in-house remittance processing? ....................... Yes No 15.If tax collector is combined with another county function, please describe that function. 2009-10 2013-14 Deschutes 2012-13 2013-14 131 100 66 50 1,895 1,500 21 20 4 5 1,131 1,000 297 300 422 450 6,068 6,200 82 80 62 50 290 300 13 10 0 0 310 300 5,414 5,000 16,300 14,600 ■ ■ The Tax Dept. is part of the Finance Dept. Form 6 Assessment and Administrative Support and Cartography Work Activity County _______________________________________ Assessment and Administrative Support Work Activity Numbers by Activity Actual 2008–09 Estimated 2009–10 1. Number of Deeds Worked .............................................................. Cartography Work Activity Numbers by Activity Actual 2008–09 Estimated 2009–10 1. Number of new tax lots ..................................................................... 2. Number of lot line adjustments ....................................................... 3. Number of consolidations ................................................................ 4. Number of new maps ........................................................................ 5. Number of tax code boundary changes ......................................... 2009-10 2013-14 Deschutes 2012-13 2013-14 13,800 14,000 2012-13 2013-14 391 425 410 425 60 65 77 45 20 20 Fo r m 7 Su m m a r y o f E x p e n s e s Co u n t y _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Cu r r e n t O p e r a t i n g E x p e n s e s A. As s e s s m e n t Ad m i n i s t r a t i o n B. Va l u a t i o n C. BO P T A D. Ta x C o l l e c t i o n & D i s t r i b u t i o n E. Ca r t o g r a p h y * F. A& T D a t a Pr o c e s s i n g TO T A L S 1. P e r s o n a l S e r v i c e s 2. M a t e r i a l s & S e r v i c e s 3. T r a n s p o r t a t i o n 4. T o t a l C u r r e n t O p e r a t i n g E x p e n s e s (T o t a l D i r e c t E x p e n s e s ) * I n c l u d e O R M A P - a p p r o v e d g r a n t f u n d i n g In d i r e c t E x p e n s e s 5. T o t a l D i r e c t E x p e n s e s ( l i n e 4 ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6. I f y o u u s e t h e 5 p e r c e n t m e t h o d t o c a l c u l a t e y o u r i n d i r e c t e x p e n s e s , e n t e r . 05 i n t h i s b o x . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . To t a l I n d i r e c t E x p e n s e s ( l i n e 5 × l i n e 6 ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6A . I f y o u u s e a p e r c e n t a m o u n t a p p r o v e d b y a f e d e r a l g r a n t i n g a g e n c y t o c a l c u la t e y o u r i n d i r e c t e x p e n s e s , en t e r t h a t p e r c e n t a g e i n t h i s b o x . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . To t a l I n d i r e c t E x p e n s e s (l i n e 6 A × t h e d i r e c t e x p e n s e a m o u n t f o r t h e c a t e g o r y / c a t e g o r i e s t h a t y o u r c e r t i fi c a t e a l l o w s ) . . . . . . . . . . . . . . . . 7. To t a l I n d i r e c t E x p e n s e s .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Ca p i t a l O u t l a y 8. E n t e r t h e a c t u a l c a p i t a l o u t l a y wi t h o u t r e g a r d t o l i m i t a t i o n . As s e s s m e n t Ad m i n i s t r a t i o n V a l u a t i o n B O P T A Ta x C o l l e c t i o n & D i s t r i b u t i o n C a r t o g r a p h y A& T D a t a Pr o c e s s i n g To t a l C a p i t a l Ou t l a y W i t h o u t Re g a r d t o Li m i t a t i o n 9. T o t a l d i r e c t a n d i n d i r e c t e x p e n s e s ( l i n e 4 + l i n e 7 ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 . D i r e c t a n d i n d i r e c t e x p e n s e s × 0 . 0 6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 . T h e g r e a t e r o f l i n e 1 0 o r $ 5 0 , 0 0 0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 . C a p i t a l o u t l a y ( t h e l e s s e r o f l i n e 8 o r l i n e 1 1 ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 . T o t a l e x p e n d i t u r e s f o r C A F F A c o n s i d e r a t i o n ( l i n e 4 + l i n e 7 + l i n e 1 2 ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 0 9 - 1 0 $8 5 7 , 6 6 7 $1 , 6 2 6 , 8 2 7 $4 6 , 4 7 8 $4 8 7 , 8 0 5 $4 4 9 , 4 2 8 $1 3 5 , 1 4 0 $3 , 6 0 3 , 3 4 5 $1 3 5 , 4 9 4 $2 5 5 , 2 2 8 $2 5 , 2 7 2 $2 7 5 , 3 4 0 $6 0 , 3 2 9 $3 3 7 , 6 1 4 $1 , 0 8 9 , 2 7 7 $0 $1 2 , 9 4 5 $0 $0 $0 $0 $1 2 , 9 4 5 $9 9 3 , 1 6 1 $1 , 8 9 5 , 0 0 0 $7 1 , 7 5 0 $7 6 3 , 1 4 5 $5 0 9 , 7 5 7 $4 7 2 , 7 5 4 $4 , 7 0 5 , 5 6 7 $4 , 7 0 5 , 5 6 7 0. 0 5 0 0 0 $2 3 5 , 2 7 8 0. 0 0 0 0 0 $0 $2 3 5 , 2 7 8 $3 0 $4 , 9 4 0 , 8 4 5 $2 9 6 , 4 5 1 $2 9 6 , 4 5 1 $1 , 2 0 0 $4 , 9 4 2 , 0 4 5 De s c h u t e s $5 6 $1 0 0 $1 , 0 0 0 $1 4 $0 $1 , 2 0 0 20 1 3 - 1 4