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SPECIAL BOARD OF ALDERMEN
JULY 14, 2020

7:00 p.m.
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PRESIDENT LORI WILSHIRE CALLS ASSEMBLY TO ORDER
PRAYER OFFERED BY CITY CLERK SUSAN LOVERING
PLEDGE TO THE FLAG LED BY ALDERMAN JAN SCHMIDT

ROLL CALL

COMMUNICATION

From: Lori Wilshire, President, Board of Aldermen
Re: Calling a Special Board of Aldermen Meeting on July 14, 2020

From: Kim Kleiner, Administrative Services Director
Re: Assessing Department Update — July 44i

UPDATE

Assessing

ADJOURNMENT

Board of Aldermen

City of Nashua
229 Main Street Lori Wilshire
Nashua, NH 03061-2019 President, Board of Aldermen

(603) 589-3030

July 6, 2020

Susan K. Lovering, City Clerk
City of Nashua

229 Main Street

Nashua, NH 03061-2019

Dear Ms. Lovering:

Please be advised | am hereby calling a Special Meeting of the Board of Aldermen for Tuesday,
July 14, 2020, at 7:00 p.m. via Zoom for an Assessing updaie.

Thank you.
Sincerely,
Lori Wilshire
President

cc: Mayor Jim Donchess
Steven A. Bolton, Corporation Counsel
Kim Kleiner, Administrative Services Director

THE CITY OF NASHUA re Gt Cy

Administrative Services Division

Date: July 9, 2020

To: Board of Aldermen

cc. Mayor Donchess

From: Kim Kleiner, Administrative Services Director
Re: Assessing Department Update - July 14"

Attached to this memo is the quarterly status report on the Full Measure & List Revaluation issued
to the NH Board of Tax & Land Appeals on July 7". The revaluation will be one of the topics
discussed during the Assessing update at the Special Board of Aldermen on July 14".

Our last update to the Board of Aldermen was on September 24, 2019, during which we presented
on five key areas of improvement:

|. Transparency/Customer Service
2. Efficiency/Data Collection

3. Procedures’ Communication

4. Property Data Accuracy

5. Software/Program Applications

During Tuesday’s update, we will discuss the progress the Department has made on the
recommendations identified in the City of Nashua Assessment Audit conducted last fall by
Comell Consultants LLC. We will discuss the eight areas identified, which have been the focus of
the work by the Department. If you are interested in receiving a copy of the full audit please let
me know.

Nick Miseirvitch, IT Manager of Infrastructure, will be joining me to present on the Assessing
upgrade of the CAMA system to APS. Nick was instrumental in the success of this project which
required testing and collaboration by all staff.

Lastly, we will discuss the impact of the COVID19 pandemic upon the Department and our work
in the future.

We look forward to joining you on Tuesday evening.

General Terms and Conditions

ARTICLE 6 — GENERAL PROVISIONS

1.

The Contract represents the entire and integrated agreement between the parties and supersedes
prior negotiations, representations or agreements, either written or oral. The Contract may be
amended or modified only by a written modification.
The term “Work” means the construction and services required by the Contract Documents,
and include all other labor, materials, equipment and services provided by the
CONTRACTOR to fulfill the CONTRACTOR’s obligations.
The intent of the Contract Documents is to include all items necessary for the proper execution
and completion of the Work by the CONTRACTOR. The Contract Documents are
complementary, and what is required by one shall be as binding as if required by all.
In the case of a discrepancy, calculated dimensions will govern over scaled dimensions,
Contract Drawings will govern over Standard Specifications, and Technical Specifications will
govern over both Contract Drawings and Standard Specifications. In the case of a discrepancy
between the Agreement and other Contract Documents, the more specific or stringent
obligation or requirement to the benefit of the OWNER shall take precedence.
The CONTRACTOR shall take no advantage of any apparent error or omission in the
Contract Drawings or Technical Specifications, and the Engineer will be permitted to make
such corrections and interpretations as may be deemed necessary to fulfill the intent of the
Contract Documents.

ARTICLE 7— OWNER

1.

Except for permits and fees, which are the responsibility of the CONTRACTOR under the
Contract Documents, the OWNER shall obtain and pay for other necessary approvals,
easements, assessments and charges.

If the CONTRACTOR fails to correct Work that is not in accordance with the Contract
Documents, the OWNER may direct the CONTRACTOR in writing to stop the Work until
the correction is made.

If the CONTRACTOR defaults or neglects to carry out the Work in accordance with the
Contract Documents and fails within a seven (7) day period after receipt of written notice from
the OWNER to correct such default or neglect with diligence and promptness, the OWNER
may, without prejudice to other remedies, correct such deficiencies. In such case, a Change
Order shall be issued deducting the cost of correction from payments due the
CONTRACTOR.

The OWNER reserves the right to perform construction or operations related to the project
with the OWNER’s own forces, and to award separate contracts in connection with other
portions of the project.

The CONTRACTOR shall coordinate and cooperate with separate CONTRACTORs
employed by the OWNER.

Costs caused by delays or by improperly timed activities or defective construction shall be
borne by the responsible party.

ARTICLE 8— CONTRACTOR

1.

The successful Vendor will be required to post the following bonds. Cost of bond premiums
to be included in the Lump Sum Bid Proposal.

THE CITY OF NASHUA the Gate Cty’

Administrative Services Division
Assessing Department

City of Nashua, NH
2019-2022 Full Measure & List Revaluation
Project Update Report to the BTLA
June 28, 2020

Tasks as outlined in the prepogal and apreed upon by the city:

CODE TASK
100 Bonding, Office Set-up, Project Set-up, Public Relations
200 Data Collection, Data Mailers, Building Permits, Sales Inspections, Quality Control and
Data Entry
300 Residential Valuation
400 Commercial/Industrial Valuation
500 Residential Field Review, Data Entry
600 Commercial/Industrial Field review, Income Production, Reconcile Cost and Income
700 Digital Imaging, Documentation
900/ | Project Finalization, Change Notices, Special Land Pricing, Client Meetings, Support of
100 Values, Goodwill

Task 106 Bonding, Office Set-up, Project Set-up, Public Relations

o %@ @ @& @

Bonding is complete.

Project commenced March 3™, 2020,

The initial startup meeting with the Board and DRA was March 2, 2020 at City Hall.

GIS maps have been provided.

Office space has been provided. Modified space was provided due COVIDI9 and the closure

of city hall in alternative city building.
@ Public Relations will be on going throughout the project (see attached).
Letter mailed to all residents at the start of each ward.
Updates are provided on the City’s website.
Assessing Monthly Monitor Newsletters
June 4, 2020 Update to the Board of Assessors - June Perry, Vision Gov't Solutions

Page ; t

Task 200 Data Collection, Data Mailers, Building Permits

Suspension of Interior Inspections due to COVID19 (see attached)
Guidance from the NH Department of Revenue
Amendment to the Contract with Vision Government Solutions
Press Release dated March 16, 2020

Bi-weekly status reports are issued to the city and posted on the website. (see attached status
reports from Vision Government Solutions Project Lead)

Building permits are being completed by the City through April 1, 2020. Vision is responsible
for building permits though April 1, 2022. Building permits are provided to Vision weekly.

Data Collection guidelines have been completed. Lister’s information has been completed and
the police department has been informed of all aspects of the data collection phase of the
revaluation.

NOTE: 6/24/2020 Data Collection Guidelines Updated (see attached)

Data entry will be ongoing throughout the project, commencing after June 2020.

Usernames and passwords have been assigned, and will have people associated with them as
we move closer fo starting the data entry.

Daily communication with the Assessar's office is on-going concerning the progress of the
data collection as well as any issues to be addressed.

Rick Kulp is the onsite Projects Staff Appraiser.

Ward | Property record cards have been printed.

Ward 2 Property record cards have also been printed.

Ward 3 Property record cards have also been printed.

Images are being taken and will coincide with production numbers.
‘The database is live in Nashua NH

Data collection

Ward 1 count 3,869 ~ C/IVE not started as of yet
Ward 2 count 3,478

Ward 3 count 2,845

The following is the measure and listing numbers accountable as of June 20, 2020:

Total Residential Improved Parcel Count 25,605

Measures 7366
Total Interior Inspections 172
Refusals to Date - Partial/Fult 7488
Total Measures with refusal 7454

Total Percent Complete Measured 29 %

Page :2

Total Commercial /Industrial/Exempt Improved Parcel Count L964

Total Measures 0

Total Interior Inspections 0

Entry Rate 0%

Total Percent Complete Measured 0%
Refusals to Date 0

Building permits measured to date 159

Task 300/400 Residential Valuation/Commercial/Industeial Valuation

e Residential valuation is scheduled to commence in 2022.
® Preliminary analysis in 2022
e Income and Expense forms are being sent out by the Assessor's office.

Task 500/660 Residential Field Review, Data Entry, Commercial/Industrial Field review, Income
Production, Reconcile Cost and Income

e Field review is scheduled to be completed in 2022.

Task 900 Project Finalization, Change Notices, Special Land Pricing, Client Meetings, Support of
Values, Goodwill

= The following timetable is for the hearing phase of the job through the project's completion.
@ Impact notice mailing no later than July 2022.

Appointments taken for hearings scheduled for July/August 2022.

Hearings scheduled for July/August 2022.

Second Impact Notices mailed by August 2022.

Project Completed by September 1, 2022.

oo.06€%8

Page | 3

revaluation Documentation

Public Relations

site - www

Gity Web mashuanh.gov

Vionthly Vionitor Newsletters

2020-2022 Revaluation Project Update -
June Perry - Vision Government Solutions
-wune 4, 2020
nttps://iwww.youtube.com/watch?v=PvXsX

15idhE

THE CITY OF NASHUA

"The Gate City"
Administrative Services Division 603-589-3040
Assessing Departosent Fax 603-589-3079
May 11, 2020

a

Dear Property Owner:

The Appraisal Firm of Vision Government Solutions (VGS) has been hired by the City of Nashua to
begin a City-wide Revaluation Project. Vision’s Appraisal division will be working in conjunction with
the Assessing Department to make the process a successful one.

Data Collection will continue the third week of May in Ward 3. They will be working between the hours
of 8am. —7 p.m. Monday — Saturday. Data Collectors will be wearing reflective clothing and carry
badges identifying them as VGS employees and will carry written documentation from the City stating
their affiliation with the project. They and their vehicles will also be registered with the Nashua Police
Department and the Assessing Department. Homeowners are encouraged to ask for this identification if
there are any concems with individuals on their property. Ifa homeowner has a question as to the identity
of a data collector, they may call the Assessing Department at (603) 589-3040 or the Nashua Police
department non-emergency number (603} 594-3500.

Due to COVID 19 concerns, the City has suspended interior inspections. As the data collection
continues in Nashua, data collectors go to each property and will physically inspect the exterior only to
verify the measurements of each building. The data collector will note a building's size, age, condition,
quality of construction, improvements, topography, utilities, and numerous other characteristics,

The City of Nashua and VGS fully understand the sensitivities of the interior inspection process. When
the interior inspections resume, Vision will send a “call back letter" to property owners asking them to
call and set up an appointment for an interior inspection.

With an understanding of security and privacy matters in today's world, both the City of Nashua and VGS
wish to make the inspection process as safe and unobtrusive as possible. The data collectors will visit
properties for informational purposes only. [tis to everyone’s advantage if the city’s real estate database
is a§ accurate as possible and everyone benefits if the information regarding their property's
measurements, quality, condition, roam counts, etc. is accurate. An exterior digital image will also be
taken as part of this project.

If you have any questions about the revaluation process or need additional information, please contact the
Assessing Department at (603) 589-3040. You may also gather more information about the project on a
direct link at https:/‘www_nashuanh pov 1285/2022-Full-Measure-List-Appraisal-and-Rev located on the
Assessor's page of the City website,

Sincerely,

Assessing Department
City of Nashua

https:/www.nashuanh. gov/1285/2022-Full-Measure-List-Appraisal-and-Rev

HE MAMPSHURE'S GATE CITY

2019-2022 Full Measure & List Appraisal and Revaluation

Project Updates & Milestones:

***Important Update***
City-wide Revaluation Project - interior inspections suspended. Exterior

Inspections continue.
The City of Nashua continues to actively monitor the Coronavirus Disease 2019 (COVID- 19} situation
and Is committed to the continued health and optimal safety of our residents. Based upon the
recommended social distancing protocols established by the Center for Disease Control, the City
amended the contract with Vision Government Solutions for the 2020-2022 Full Revaluation and
suspended Interior Inspections effectively immediately. When It is safe to do so, Vision will contact the
property owner by mail and schedule an interior inspection. Vision will continue to conduct exterior

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