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4. Discussion on Assessor proposals Staff Report Date of Meeting: April 4, 2018 To: City Council From: Neil Soltis, Administrator Re: Assessor Services Background: In 2015 the City entered into an agreement with Chase Peloquin to provide assessment services at an annual fee of $20,615 plus $10 for each residential building permit application submitted to the assessor for review. In a letter dated 2/12/2018, Peloquin described substantial changes to state and county procedures that involve increased workload on his part. He requested an update to his annual fee to $24,970, a 21% increase. At its February 20 meeting the Council voted to seek proposals for assessment services through an RFP process. A number of assessors were contacted to provide proposals for assessment services. Additionally the City joined the cities of Hugo and Lake Elmo in a RFP for assessment services. The only response received directly was Patrick Poshek (Pauszek Inc.). Washington County also provided a cost estimate for services. The only response to the joint rfp was submitted by John Keefe. Copies of the proposals follow this report and a comparison of the costs is provided below: Base Additional / New Construction Peloquin $24,970 $10.00 Poshek $20,400 n/a Keefe $24,000 Varies per schedule submitted Washington County $28,319 $31.19 Issue: Which proposal should be approved for Assessment services. Fiscal Impact: For 2018 $23,000 has been budgeted for Assessment Services. Options: Since the 2018 assessment cycle begins in May a decision needs to be made on approving a proposal so not accepting a proposal is not an option. Recommendation: Accept the proposal from Patrick Poshek (Pauszek Inc.). Chase B. Peloquin | Scandia City Assessor 29067 Machmeier Ct Lindstrom, MN 55045 651-538-6383 | ScandiaAssessor@outlook.com Monday, February 12, 2018 Scandia City Council Neil Soltis, City Administrator 14727 209th St. N. Scandia, MN 55073 Dear Council Members and Administrator Soltis, During our initial discussion of compensation for Assessing Services, and subsequent agreement, it was the goal of both the City Council and myself to maintain a fixed Annual Fee for a period of five assessment years. Thus far we have able to sustain this rate for the past three assessment years. Under direction from the Minnesota Department of Revenue, the Washington County Assessor’s Office has made substantial changes to the procedures relating to the processing of building permits. Also, limitations to access the County system during crucial assessment phases has resulted in the compression of an already tight work schedule. Due to the increased labor involved in meeting these mandatory requirements I am proposing to update the Annual Fee to $24,970. This updated Annual Fee will be effective for the 2019 Assessment year and, for the initial year, the increase from the current Annual Fee will not be due until April, 2019. At this time, I believe this rate can be maintained for another three assessment years. I understand the constraints of the local government budgeting process and appreciate the careful consideration the Council gives to each dollar spent. However, I simply cannot absorb the workload needed to satisfy these updated conditions. Sincerely, Chase Peloquin, SAMA Scandia City Assessor 1 Scandia City Council City Administrator Neil Soltis 14727 209th Street North Scandia, MN 55073 ASSESSING SERVICES PROPOSAL FOR CITY OF SCANDIA, MINNESOTA BY JOHN E. KEEFE SENOIR ACCREDITED MINNESOTA ASSESSOR (SAMA) CERTIFIED GENERAL REAL PROPERTY APPRAISER 13380 322nd Street Lindstrom, Minnesota 55045 jkeefe55@gmail.com 612-242-9295 March 28, 2018 2 C. March 28, 2018 Scandia City Council 14727 209th Street North Scandia, MN 55073 Re: Scandia City Assessor Position Dear Council Members and City Administrator Soltis; I am applying for the Scandia City Assessor position. I’m hoping that you will consider my proposal to provide Assessing services for that position, because I’ve had considerable experience in appraisal, assessment and administration that has prepared me for that role. I’ve been a County Assessor for twenty-five years and am familiar with all the responsibilities that the job entails. I was also the Ramsey City Assessor for three years and am familiar with duties, needs and responsibilities associated with being a City Assessor. I have worked collaboratively with the Department of Revenue, cities and counties throughout my career, and understand how important working together benefits all. I’ve also worked closely with other state organizations, vendors, etc., and am cognizant of the complex and interwoven nature of local government. I’ve worked as a Department Head and Supervisor throughout my career and understand that successful leadership requires trust in the working relationship, and competence in organization and planning. I’ve worked closely with Local Assessors and fully understand the relationship between Local and County governments. My particular strength is in appraisal. I think I offer an advanced understanding of appraisal concepts and techniques that are useful in mass appraisal. I’ve built my career implementing and perfecting several techniques that work efficiently and effectively. I also possess a Certified General Real Property Appraiser License. My thirty plus years of appraisal experience has proved invaluable in dealing with a wide variety of appraisal and related public policy issues. I’ve often provided input to help other professionals and policy makers to make informed decisions. Working with the public has always required a certain delicacy to obtain trust. The job has and will always require Assessors to provide good service to our taxpayers in a timely manner, to treat them fairly and equally. Respectfully Submitted, John E. Keefe SAMA Certified General Real Property Appraiser 3 TABLE OF CONTENTS ITEM Page Title Page (Item A) 1 Letter of Introduction (Item C) 2 Table of Contents (Item B) 3 Description of Services (Item D) 4 Approach to Assessing Services (Item E) 5 Background and Capacity (Item F) 5 Proposed Assessor (Item G) 5 & 8 - 9 References (Item H) 5 & 10 Scope of Work 4 & 5 Pricing / Basis for Compensation 6 Payment & Key Date Schedule 7 Assessor Qualifications (Item G) 8 – 9 References (Item H) 10 4 D. DESCRIPTION OF SERVICES The following services will be provided under this proposal: Annual Valuation and Classification of real property parcels as provided by the City of Scandia in accordance with State Law and County guidelines. Annual physical inspection and verification of salient data characteristics of at least one fifth (20%) of all real property parcels located within the City. Documentation made in accordance with Washington County and State of Minnesota guidelines. I will provide a post card notification to affected residential property owners prior to the quintile inspection. Annual inspection and classification of new construction in the City from list provided by the City Building Official. Attend the Annual Local Board of Appeal and Equalization meeting. Coordinate with Washington County to process parcel splits, combinations and the administration of new plats. Process, verify and analyze City Certificates of Real Estate Value (CRV’s) as provided by County and State. Compile and submit said sales information in accordance with State and County guidelines. Respond to all taxpayer calls, correspondence and emails in a timely and professional manner. A dedicated phone line and email address will be provided and monitored. Provide information to citizens, contractors, city and other government officials as requested pertaining to matters of appraisal, assessment policies and procedures. To serve as an expert resource to citizens and City staff regarding matters pertaining to real property appraisal, assessment and classification. PARCEL COUNTS BY CLASSIFICATION Agriculture 75 Parcels Apartment 1 Parcel *Manufactured Homes & PP 8 Parcels Vacant 1241 Parcels Commercial/Industrial 29 Parcels Residential & Seasonal Residential 1531 Parcels Exempt 17 Parcels Total Proposed 2,902 Parcels *Mobile Homes, State Assessed and Other Personal Property are assessed by Washington County, and while included in the total parcel count they are not served as part of this proposal. 5 E. Approach to Assessing Services i. I worked as the Ramsey City Assessor for three years and am familiar with duties, needs and responsibilities associated with being a City Assessor. I’ve worked closely with Local Assessors as County Assessor in Pine and Becker Counties, and I fully understand the working relationship between Local and County governments. The essential duties of the local Assessor are detailed statute. ii. Costs are covered in the pricing proposal below. iii. & iv. Communications with the City Administrator, Mayor and Councils are performed as needed. I would be available to answer questions and provide expertise on the City Assessment whenever needed. There would also be a formal presentation made to the Mayor and Council prior to Valuation Notice mailing (if desired) to discuss the particulars of the upcoming Assessment. This is done to prepare for the Local Board of Appeal and Equalization. v. Licensed Assessors are required to meet continuing education requirements in order to maintain the required level of licensure. I’m a Senior Accredited Minnesota Assessor (SAMA) and would be responsible for maintaining that license. If I were to employ others to assist in the assessment, I would be responsible for their training costs and credentials. F. Background and Capacity. i., ii. & iii. I’ve been an Assessor since 1989 and an appraiser for over 30 years. I’ve been employed as a County Assessor for the last twenty-five years. My office would be from my home at 13380 322nd Street, Lindstrom, MN 55045. My staff would consist of my wife, son and myself. G. Proposed Assessor. The Assessor would be John E. Keefe SAMA 1448. Please refer to “Real Estate Appraisal Qualifications of John E. Keefe, SAMA” (pages 8-9) for description of; i. Licenses, ii. Education, iii. Professional Associations, iv. Experience and knowledge, v. Exper tise and training. H. A list of references is provided on page 10. I. I would provide proof of insurance to the level required by municipality prior to contract. J. Clients/ Conflict of Interests I have no contracts or service agreements that would conflict with this proposal. If contracted as the Scandia City Assessor, I would not accept any other appraisal assignments or provide other appraisal services within the boundaries of the City of Scandia. Scope of Work I have read the scope of work. I understand the duties and responsibilities as outlined and agree to perform said work in accordance with those specifications. 6 PRICING This proposal is based on the parcel count and classification information on the previous page. Changes for the January 2nd 2018 Assessment will be billed in accordance with the Parcel Additions section of this proposal. ANNUAL ASSESSMENT COST The proposed annual cost for Assessment Services will be: Nine Dollars and Twenty Cents Per Parcel $9.20 NEW CONSTRUCTION AND BUILDING PERMITS The annual cost for Building Permits will be based on the following schedule: TYPE Rate per Permit Apartment $30.00 Commercial/Industrial/Agri-Business $50.00 Exempt $50.00 Single Family Homes $20.00 Single Family Attached (per unit) $10.00 Other Permits $2.00 (Windows, Roofing, Siding, Remodels, Decks, Porches, Additions, Accessory Buildings, Basement Finish, Foundation or Structural Alterations). NOTE: The City will provide copies of all building permits, building plans, and building permit reports including PID’s electronically, via email, at a minimum of a monthly basis. PARCEL ADDITIONS The annual cost for newly created parcels will be based on the following schedule: CLASSIFICATION Annual Rate Increase per Parcel Agricultural $12.00 Apartment $20.00 Commercial/Industrial $30.00 Residential/Seasonal Residential $12.00 Exempt $5.00 7 PAYMENT AND KEY DATE SCHEDULE While payment and key date schedules are flexible to meet the requirements of the City, the following schedule is proposed for the January 2nd, 2019 Assessment. Start Date Services will commence on May 1st, 2018. Monthly Payment Schedule Beginning May 1st, 2018 monthly payments in the amount of $2,000 will commence and be due on the first day of every month. May 1, 2018 $2,000.00 June 1, 2018 $2,000.00 July 1, 2018 $2,000.00 August 1, 2018 $2,000.00 September 1, 2018 $2,000.00 October 1, 2018 $2,000.00 November 1, 2018 $2,000.00 December 1, 2018 $2,000.00 January 1, 2018 $2,000.00 February 1, 2018 $2,000.00 March 1, 2018 $2,000.00 April 1, 2018 $2,000.00 Monthly Payment Total $24,000.00 Final Payment Within five business days of the adjournment of the Scandia Local Board of Appeal and Equalization meeting the balance of the Annual Assessment Cost, including all new construction and parcel addition charges, will be due. The final invoice will be provided to the City on or before February 10th of each year. End Date The annual assessment will be considered complete upon the adjournment of the Scandia Local Board of Appeal and Equalization meeting. 8 REAL ESTATE APPRAISAL QUALIFICATIONS OF JOHN E. KEEFE, S.A.M.A., CERTIFIFIED GENERAL REAL PROPERTY APPRAISER EMPLOYMENT I have been employed as the County Assessor for Chisago County since April of 2002. As Pine County Assessor from September of 1997 to April of 2002. As Becker County Assessor from July 1992 to September of 1997. As the City Assessor of the City of Ramsey from May 1989 to July of 1992. I was recognized for outstanding work for the City of Ramsey by a City Council resolution on May 12, 1992. I was a fee appraiser for Keefe & Associates Real Estate Appraisers in Wayzata, MN from February 1986 to May 1989. EXPERIENCE I’ve appraised single family residences, condominiums, townhouses, apartment, commercial, industrial, subdivisions, and State Parks. I have appraisal experience as an expert witness in Minnesota Tax Court and Property Condemnations proceedings. I was an Instructor for the Property Valuation Short Course conducted by the University of Minnesota from 1993 to 2000. I authored the following published articles: “The Land Value Curve.“ published in: Equal Eyes, Spring 1996, pp. 10-14. and Assessment Journal, January/February 1997, pp. 31-35. “Waterfront Valuation Using the Land Value Curve” published in Equal Eyes, Winter 2001 pp. 10- 15. “Sales Ratio Studies, Equalization Versus Statistics” published in: Equal Eyes, Summer 2001, pp. 10- 12. I received the “Peter M. Koole Top Pen Award” for that article in October 2002. “Size Made Simple,” Equal Eyes, Spring 2008, pp. 27-29. “Where is the Neighborhood,” Equal Eyes, Summer 2008, pp 27-30 “Lakeshore Multiple Regression Analysis Land Model” Equal Eyes, Fall 2008, pp 27-31 I implemented two CAMA systems during my career; CAMA USA for Becker County from 1993 to 1994, and Vision for Chisago County from 2016 to 2018. I have served on the Minnesota Counties Computer Cooperative (MCCC) Computer Assisted Mass Appraisal Committee from 1993 to 2012. I’ve also served on the Tax Advisory Committee for that organization from 1994 to 1997. 9 DESIGNATIONS I am a Senior Accredited Minnesota Assessor (S.A.M.A. #1448), which is the highest Assessment level of licensure from the Minnesota State Board of Assessors. I earned a Certified General Real Property Appraiser License #4002250 in 1991, which is the highest level of real estate appraiser licensure issued by the Minnesota Department of Commerce. PROFESSIONAL AFFILIATIONS I’m a member of the International Association of Assessing Officers (IAAO) since1990. I have also been a member of the Minnesota Association of Assessing Officers (MAAO) since 1990. I have served as MAAO Region VII Secretary in 1993, Treasurer/Vice President in 1994, President in 1995. I served as the Region VII representative on the MAAO Legislative Committee in 1996 and 1997. I served as MAAO Region III Secretary in 1997, Treasurer/Vice President in 1998, president in 1999. I was the Region III representative on the MAAO Executive Board from 2000 to 2004. I have been a member of the MAAO Sales Ratio Committee since 1999. I was the MAAO State Association Vice President in 2012 and President in 2013. I implemented two CAMA systems during my career; CAMA USA for Becker County from 1993 to 1994, and Vision for Chisago County from 2016 to 2018. I have served on the Minnesota Counties Computer Cooperative (MCCC) Computer Assisted Mass Appraisal Committee from 1993 to 2012. I’ve also served on the Tax Advisory Committee for that organization from 1994 to 1997. PROFESSIONAL EDUCATION I have completed courses and/or passed examinations for Real Estate Appraisal Principles 8-1, Residential Valuation 8-2, Capitalization Theories & Techniques Part A, Capitalization Theories & Techniques Part B, Standards of Professional Practice Part A and Part B, Advanced Sales Comparison and Cost Approaches 530, Highest & Best Use and Market Analysis 520, and USPAP 410, All Biannual National USPAP Updates conducted by the Appraisal Institute. I have completed courses and/or passed examinations for Mass Appraisal Techniques, Assessment Laws, History and Procedures (Course A), Basic Income Valuation, Trends in Lakeshore Properties, Tax Court Preparation, Marshall and Swift, Conservation Easements, Small Town Commercial, Economic Farm Trends, Hotel and Motel Valuation, GIS, Green Acres, and Sales Ratio Course, Defining & Evaluating Upper Bracket Homes, All Ethics and PACE courses conducted by the MAAO and the State Board of Assessors. I have completed courses and/or passed examinations for Mass Appraisal, Case Studies 302, and Assessment Administration conducted by the International Association of Assessing Officers (IAAO). I passed the Demonstration Narrative Appraisal requirement for Assessor Accreditation from the Minnesota Board of Assessors in 1994. I have completed courses and/or passed examinations for Appraisal of Fast food Facilities, Appraisal of Self Storage Facilities, Appraisal of Ground Leases, Sales Verification: There is No Such Thing as a "Bad" Sale, Appraising Manufactured Homes, Even Odder - More Oddball Appraisals, 2015-16 USPAP conducted by McKissock. EDUCATION In May 1979 I graduated from Hamline University in St. Paul, MN with a Bachelor of Arts Degree majoring in political science. In May 1974 I received my High School Diploma at Hutchinson Senior. High School in Hutchinson, MN. 10 PROFESSIONAL REFERENCES The following individuals are available to the City as professional and personal references. Michael Williams Stearns County Administrator 705 Courthouse Square Room 121 St. Cloud, MN 56303-4701 Telephone: 320-656-3601 michaelwilliams@co.stearns.mn.us I worked for Mr. Williams as a County Assessor in Becker County for four years before I accepted the Pine County Assessor position. Stephen Baker Ramsey County Assessor (retired) 1100 S. Trappers Crossing Lino Lakes, MN 55038 651-373-5975 Stephen.baker@co.ramsey.mn.us Mr. Baker and I worked together while serving in various capacities for the MAAO State Assessor’s organization for many years. Chase Peloquin Chisago County Commercial Appraiser and Scandia City Assessor 29067 Machmeier Court Lindstrom, MN 55045 651-538-6383 ScandiaAssessor@outlook.com I work with Mr. Peloquin in Chisago County. Dan Raboin City Assessor 27697 Woodland Drive Chisago City, MN 55013 651-213-6705 I worked with Mr. Raboin as his supervisor in Chisago County prior to his leaving to work as a City Assessor. Robert Voss Director East Central Regional Development Corporation (ECRDC) 100 Park Street South Mora, MN 55051 320-679-4065 ecrdc@ecrdc.org I worked with Mr. Voss when he was the Pine City Administrator and I was the Pine County Assessor. AGREEMENT FOR ASSESSMENT SERVICES THIS AGREEMENT, made and entered into this ____ day of _________, 2018 by and between the City of , 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. WITNESS: WHEREAS, the City desires to retain Washington County and the Washington County Assessor to perform 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 parties that the Washington County Assessor shall make 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. Interprets 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 support 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., current sales study using the CAMA system. k. Coordinates research of complex appraisal issues, reviews, investigates and makes recommendations on applications for abatement or other reduction of assessed value. l. Coordinates collection of sales information and annual assessment activities in apartment, commercial, industrial, residential and personal property markets. m. Coordinates the valuation and classification of exempt properties, including interpreting 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 transportation, books and any other documents or items of personal property required to perform 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, 2018 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 written. CITY OF 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 SCANDIA 2018 # parcels Rate Total Agriculture 75 $16.88 $1,266.00 Vacant Land 1,241 $2,004.71 C&I 48 $2.41 $115.68 Ag 227 $2.41 $547.07 Res 684 $1.83 $1,251.72 Exempt 282 $0.32 $90.24 Multi-Family (Townhome/Condo/Duplex)4 $6.04 $24.16 Not included in Residential count Residential 1,527 $23,207.11 <$500,000 1,360 $13.88 $18,876.80 > or equal to $500,000 167 $25.93 $4,330.31 Manufactured Homes 0 $9.66 $0.00 Personal Property & PILT 8 $4.81 $38.48 C&I 29 $1,645.90 <$999,999 27 $54.26 $1,465.02 > or equal to $1,000,000 2 $90.44 $180.88 Exempt Improved 17 $102.68 <$999,999 8 $6.04 $48.32 > or equal to $1,000,000 9 $6.04 $54.36 Apartments 1 $30.15 <$999,999 1 $30.15 $30.15 > or equal to $1,000,000 0 $42.21 $0.00 Cost per parcel 2018 Base Fee 2,902 $28,319.19 $9.76 New Construction (count taken out of the lower tier base fee calc) Residential ESTIMATED Single Family 22 $31.19 $686.18 Start 2017 Townhome/Condo 0 $12.06 $0.00 Start 2017 C&I New 0 $138.70 $0.00 Start 2017 Apartments New 0 $66.33 $0.00 Start 2017 Exempt New 0 $120.58 $0.00 Start 2017 New Construction Fee 22 $686.18 2018 Billing 2,924 $29,005.37 $9.92