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HomeMy WebLinkAboutAgenda - 05-15-2014 - 3ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 15, 2014 Action Agenda Item No. 3 SUBJECT: Proposed Satellite Tax Office in Chapel Hill DEPARTMENT: Tax Administration PUBLIC HEARING: (Y /N) No ATTACHMENT(S): Memorandum INFORMATION CONTACT: Dwane Brinson, Tax Administrator, 919- 245 -2726 1 PURPOSE: To review and provide comments on a proposal to co- locate Orange County property tax assessment services as a satellite office at Chapel Hill Town Hall. BACKGROUND: The Orange County Tax Office has a single location in Hillsborough, NC in the County's Gateway Center above Weaver Street Market. The Town of Chapel Hill, at its Town Hall, currently serves as an additional property tax collection point for residents. However, no property tax assessment services are provided at the Chapel Hill location, a demand that has grown over the years. The attached memorandum discusses a proposed co- location agreement at Town Hall between Orange County and the Town of Chapel Hill. FINANCIAL IMPACT: There is no financial impact associated with reviewing the proposal. RECOMMENDATION(S): The Manager recommends the Board review the proposal and provide direction to staff regarding potentially moving forward with establishing the co- location for property tax assessment services at Chapel Hill Town Hall. ORANGE COUNTY TAX ADMINISTRATION 228 S CHURTON STREET, SUITE 200, PO BOX 8181 HILLSBOROUGH, NORTH CAROLINA 27278 Telephone (919) 245 -2725 Fax (919) 644 -3332 T. Dwane Brinson, Director Memorandum To: Michael Talbert, Interim County Manager From: Dwane Brinson, Tax Administrator Date: April 16, 2014 Re: Chapel Hill Satellite Tax Office The Orange County Tax Office (hereinafter "tax office ") has a single location in Hillsborough, NC in the County's Gateway Center above Weaver Street Market. The Town of Chapel Hill, at its Town Hall, currently serves as an additional collection point for residents. However, no property tax assessment services are provided at the Chapel Hill location, a demand that has continued to grow over the years. This memorandum explains the proposal and scope of services to be provided as part of a proposed co- location agreement at Town Hall between Orange County and the Town of Chapel Hill. BACKGROUND In early 2013 Ken Pennoyer, Business Management Director for the Town of Chapel Hill, and I began conversations about offering property tax assessment services as a joint effort between the two local governments. At the time these conversations began, the Town had just been displaced from Town Hall and was considering an immediate short -term alternative for its first -floor services, including tax collections. Sites were visited and a rental survey was completed by staff to try and determine the best, suitable location for a full - service tax office in Chapel Hill. This process began with Mr. Frank Clifton, former Orange County Manager, and it eventually expanded to include all appropriate staff and managers once information had been gathered. As an end result, the Town and County agreed that the best option would be to co- locate at Town Hall in Chapel Hill. At the time this recommendation was made, Town staff was working with K an architect to redesign the first floor of Town Hall. The timing presented an opportunity for the Town and County to provide a proposal that conveniently adds another set of services to the Chapel Hill, Carrboro and surrounding population at little additional cost. PROPOSAL With Town Hall having accepted property tax payments for years, we feel that adding property tax assessment services to the same location will create a synergistic affect. Departments to be located within the first floor of Town Hall, such as stormwater management, permitting, etc., already work very closely with the tax office. Co- locating with this core group of departments will only strengthen the accuracy of shared data, reduce transmittal errors and improve efficiency of operations for both organizations. One of the most important aspects of this proposal is that the tax office, being located at town hall in Chapel Hill, would be conveniently located to assist walk -in and call -in taxpayers with questions and forms. Following are a few examples. We currently do not have a Chapel Hill presence to assist with tax assistance applications. Granted, we typically perform timely presentations at the Seymour Center, but having someone conveniently located in Chapel Hill to assist with filling out and explaining the requirements for tax assistance applications would have a tremendous impact. Another aspect of our business practice that exists only is Hillsborough is in- person property tax assessment explanations and appeals. This includes business property, individual personal property, motor vehicles and real estate. Often taxpayers wish to sit down face to face and discuss the valuation, and a Chapel Hill location would make these services more accessible. Lastly, taxpayers currently can turn in their annual property tax listing form only in Hillsborough. With a Chapel Hill location, staff would be available not only to receive listing forms, but to explain and ensure all needed information is present. With our impending 2017 countywide revaluation, having real estate appraisers located in Chapel Hill will be incredibly useful. Considering this is a full list and measure revaluation, and that staff is leaving information postcards at each residence, having staff conveniently located to assist is crucial. Sta an Providing property tax assessment services in Chapel Hill will require reorganization of responsibilities and positions. Staffing for the Chapel Hill location, tentatively, will include: • One tax listing clerk — to support tax listing, personal property appraisal and tax assistance questions from residents. • One real property appraiser — to support real estate questions /appeals, and to save on transportation costs for an appraiser working the southern Orange County area. • One motor vehicle appraiser — to support vehicle tax appeals and questions. M • One floating management position — to support difficult questions /situations and provide overall management for resident staff, rotating management positions will include: Tax Administrator, Deputy Tax Assessor, Personal Property Appraisal Manager, Chief Appraiser and Administrative Officer, each rotating one day per week. Office Space Four work stations at Town Hall would be needed for this arrangement. The four work stations would be occupied at all times unless one were to be out sick or on vacation. It also is recommended that the property tax assessment staff at Town Hall have access to a conference room as needed. Meetings occur often, and taxpayers sometimes request a private setting to discuss details of their situation confidentially. Such occurrences could be, and often are, impromptu in nature. As the tax office will be allocating only property tax assessment staff, and since the Town already carries out the property tax collection function, this proposal suggests that collection functions continue exclusively under the Town's direction at Town Hall. Only property tax assessment staff will be present at Town Hall and will not be able to assist in collection functions, i.e. receiving property tax payments. Of course, property tax assessment staff will be present to answer questions of taxpayers coming into the office, but these positions will be unable to assist in directly collecting revenue. SUMMARY Supplementing the current practice of property tax collection in Chapel Hill with property tax assessment services, we feel, will have a positive effect on intergovernmental relations. It co- locates departments that routinely work closely together and creates an environment that should improve accuracy in data transmittal and tax records. Additionally, it affords southern Orange County residents a convenient option of not only paying taxes, but to ask questions of the tax assessment process, annual forms to be filed and property tax assistance programs.