Special Bd. of Aldermen — 09/24//2019 Page 5
You may have heard of a procedure manual that was just introduced to the Board of Assessors in September.
It was reviewed by David Cornell, our Assessing Expert. | stated during the meeting at the Board of Assessors
that this was a live document and it will be amended. So with the new AssessProd5 Software, there will be a
number of changes required and one of the changes that was specified in the Management Audit Report was
the moving away from the EYB or Effective Year Built for depreciation. We brought that up, it was a
recommendation in the Management Audit Report, it is a discussion that we are currently having with Patriot
Properties and it is included in the RFP for the Full Measure & List.
| did not want to undertake changes to a procedure manual when | know that this is going to be addressed in the
Full Measure & List. The current policy is as is, we did not revise the policy for the EYB or for the Grade &
Conditions to the bathrooms and the kitchens; that will be all handled then. We also continue to consult with
David Cornell on best practices and changes will be made to the manual as we find best practices not only
suggested by he but other communities that we are talking with.
We are undergoing rotating attendance at the NH AAO meetings by Assessors. This provides them continuous
education. There is an education portion of those meetings. This part month, Mr. Turgiss and | attended and
the education session was on utility valuation and that was given by Scott Bartlett. So as they hold their
meetings each month, we will rotate the assessors so that all the assessors have a chance to get this
information, bring it back to our weekly assessors meetings and discuss it and share it with all.
We have binders that we have created for the Board of Assessor meetings. Assessing is an interesting function
because it is very paper dependent. There is a large amount of paper that is processed through the Assessing
Department. So you can imagine when you have 40 abatements going to the Board of Assessors for
consideration and it is a bunch of loose papers or papers that are just paper-clipped. They are trying to get
through this big packet and they are trying to have residents join them. We felt that there just needed to be
some organization provided for them to assist them. And also | will admit it assists me in following the meeting
and now we are doing one for the legal representative that is at that meeting as well and one for staff to share. It
does, it has helped very much with the flow and the organization of the meeting. They take relatively little time
to produce. These are also done and used for actually where | got the idea was the Board of Public Works
binders. | think that organization and having a good flow of the meeting is important, especially when it is
televised and we want to make sure that things aren’t omitted or missed. In July when we had all the
abatements was probably when it took the most time to prepare these binders. Normally, half an hour tops to
create these binders for a normal meeting. But they are extremely helpful.
During the Management Audit we discussed the lack of mileage reporting and we had stated back then that this
had already been looked at and had been addressed. This continues, the assessors fill out a mileage report,
they attach their field log, it is required by all assessors; it is reviewed and approved by myself. | also receive all
of the schedules that are created by the Administrative Staff and | can always compare against those schedules
as well.
Property Data Accuracy: By far this is one of the most important things that | could discuss tonight with you. We
have a request for proposals currently out there. That request was posted on August 29". On September 5",
we hold a pre-proposal meeting, this was non-mandatory. We had two firms attend; Vision Government
Solutions and Tyler Technologies. On September 9" was the deadline for any questions to be submitted to the
City and on September 11" we posted any answers to those questions. This Thursday responses are due to
the City by 3:00 P.M. | can tell you to date, as of this morning, none had been received so we are hoping that
everyone is waiting until the last moment. We have put together a team to review the proposals that are
submitted, we are including Purchasing, members of Assessing, CFO Griffin, Director Cummings, Celia
Leonard, to review this proposals.
