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Efficiency / Data Collection
Scheduling - Administrative staff scheduling Assessor residential appointments.

Hiring of Temporary Employee to assist with inspections (requires passage of R-19-176).

Weekly Assessor Meetings — increasing communication with internal departments. Ex. Economic
Development / Building Dept. Discussion on properties, consistency of methods, peer review.

Updated Sales Letters — A questionnaire sent to residents to request and verify details of their sale. Over
1,179 have been mailed, 304 returned.

Letters of Assessment Change — Sending a letter to residents if their assessment has increased more
than $20,000. due to data corrections ($424.00/a year).

Research of Best Practices/Consulting — Recording of all visits promptly on property record card in CAMA system.

Purchase of Tablets/ APS Mobile — will allow data entering, online sketching in the field. (requires
passage of R-19-176).

Property cards revision notification — including the property card in the mailing to residents of any
abatement denials or approvals made by the Board of Assessors for the residents review.

Procedures / Communication
Weekly staff meetings — review of data, procedures.

Departmental Updates — to the Board of Assessors each meeting

Review of Board of Assessors By laws — After the appointment of the 3 member, the board is currently
reviewing.

Review of Assessment Audit reports — by Director. Director is informed of all assessment changes over
$20,000. Conducts review of Assessing Audit Logs.

Procedure Manual — Administrative/Assessor — internal procedures, “live” document — will be amended.
New AP5 software, continued consulting on best practices and the Full Measure and List will require
updates to this manual.

Rotating attendance at NHAAO meetings by Assessors — continuous education.

Binders created for Board of Assessor meetings.

Mileage/Field Logs - Required by all assessors, reviewed and approved by the director. Verified against
schedules from Administrative staff when applicable.

Property Data Accuracy

R-19-159 - BONDING REQUEST FOR FULL MEASURE & LIST and REVALUATION APPROVED

The Nashua Board of Aldermen approved the bonding request to fund a Full Measure & List and
Revaluation at the August 13th meeting. This was one of the major recommendations from the
Management Audit completed last spring and presented to the BOA on March 7th, 2019. Nashua issued a
request for proposal (RFP) on August 28th to ensure as many qualified contractors as possible have the
opportunity to submit proposals.

September 5th — Non-Mandatory Pre-Proposal Meeting — Two firms attended, Vision Government

Solutions and Tyler Technologies.
September 9th — Deadline for Vendor Questions. No additional questions were received.
September 11th — Answers/Clarifications from Pre-Bid meeting were posted.
September 26th — RFP Responses Due by 3PM.

Team has been established from Purchasing, Assessing, Finance, Economic Development, and Legal to
review the proposals.

EYB - We will address during the revaluation of the city's reliance on the Effective Year Built (EYB). This was
also one of the recommendations included in the Management Audit and discussed publicly with the Board

of Aldermen in March.

Software and Program Applications

Upgrade from the AssessPro Classic to AssessPro 5. Scheduled completion Mid-Late November. The upgrade to AP5
will also remove the Assessing Departments reliance on the ADMIN system, this was a recommendation of the
Management Audit Report. To highlight just a few of the benefits:

vv

WevV YY Y VY VV V

All entered data is maintained as an insert, never a delete or update so a complete audit history is maintained.
Multi-Year architecture fully supports opening a new Assessment Year prior to closing the prior year so there is no
need to wait or withhold work for a future year, work in the current year is automatically advanced forward to the
future year.

Performance tracking and task management console.

Buildings can have unlimited sections.

Enhanced grids with sort, filter, and group by functions. Changes can be made directly in the grids.

Enhanced comp sales module with distance maximum and weighting.

Multi parcel transactions (sales, deeds) entered once and associated to many parcels.

Expanded valuation screen with quick list and stats on similar properties.

Weightings on multiple valuation techniques.

Role based security, including screen layouts.

Other Program changes:
Building Department — To CivicGov from Cityview
GIS — Creation of the GIS Steering Committee and adaption to the strategic plan recommended in the findings from

CDM Smith.

What are ASSESSORS working on right now?

Pick up of building permits for final file capture.
Sales qualification for DRA Ratio Study.

Responses to petitions of appeals at Hillsborough County Superior Court and
BTLA.

Taxpayer's request for inspections/inquiries.

Handling and responding to ongoing litigation.

Reviewing and signing of exemption and credit applications.
Training for APs (AssessPro 5.0)

Review of the MS-1

Appeals to the BTLA (Board of Tax and Land Appeals)
or Superior Court : ne

BTLA
Residential 6 Taxpayers _
Commercial 52 Taxpayers —

‘ Work ng toward cost estimates Will requi re RF P. - cs

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Many Thanks...

Mayor Jim Donchess Nashua Tax Department and Financial Services
Board of Assessors Nashua Risk and Buildings Department

Board of Aldermen Nashua HR Department

Nashua Informational Technology Department Nashua Purchasing Department

Nashua Legal Department Nashua Economic Development

Assessing Expert and Consultant — David Cornell
Patriot Properties

KRT Appraisals
Many NH Assessors — including Bob Gagne, Manchester Charles Reese of Portsmouth

The future — continued improvements and efficiency

Sustaining change is not achieved through a one-time exercise, but instead through the adoption of new management
practices that need to be continuously nurtured and reinforced. Creating a sustainable culture change provides the
foundation for organizations to improve, transform, and compete.

Board of Aldermen 09-24-2019 Page 24

Alderman Lopez

Can | make a comment really quickly? There was an article in the Telegraph today that claimed that
this sale was for the entire property. So | just want to make it clear that it is not for the entire property; it
is for a portion of it.

R-19-179
Endorser: Alderman-at-Large Ben Clemons
Alderman-At-Large Michael B. O’Brien, Sr.
Alderman Ken Gidge
Alderman Linda Harriott-Gathright
Alderman Richard A. Dowd
Alderman Patricia Klee
Alderman Tom Lopez
Alderwoman Mary Ann Melizzi-Golja
Alderman Jan Schmidt
Alderman-At-Large Lori Wilshire
APPROVING THE COST ITEMS OF A COLLECTIVE BARGAINING AGREEMENT BETWEEN
THE NASHUA BOARD OF EDUCATION AND THE NASHUA SCHOOL CUSTODIAN UNION,
LOCAL 365/COUNCIL 93, AFSCME, AFL-CIO FROM JULY 1, 2016 THROUGH JUNE 30,
2021 AND RELATED TRANSFERS
Given its first reading; assigned to the BUDGET REVIEW COMMITTEE by President Wilshire

There being no objection, President Wilshire suspended the rules to allow for the first reading of
a resolution received after the agenda was prepared.

R-19-180
Endorser: Mayor Jim Donchess
Alderman-At-Large Michael B. O’Brien, Sr.
Alderman Ken Gidge
Alderman Patricia Klee
Alderman-At-Large Brandon Michael Laws
Alderman Tom Lopez
AUTHORIZING THE CITY OF NASHUA TO ENTER INTO A LEASE AGREEMENT WITH
131 BURKE STREET, LLC FOR 141 BURKE STREET
Given its first reading; assigned to the FINANCE COMMITTEE by President Wilshire

NEW BUSINESS — ORDINANCES

O-19-054
Endorser: Alderman Tom Lopez
Alderman Linda Harriott-Gathright
Alderman Patricia Klee
Alderwoman Mary Ann Melizzi-Golja
REMOVING THE THIRTY-MINUTE PARKING TIME LIMIT ON A PORTION OF THE WEST
SIDE OF WALNUT STREET
Given its first reading; assigned to the COMMITTEE ON INFRASTRUCTURE by President Wilshire