Special Bd. of Aldermen — 04/30/2019 Page 8
So it really fits if we look at this August timeline, it’s when you start to see a little bit of a low in the workload which
will provide our staff with enough time to really look at the move over from one software to another and analyze
the data.
And the big, as always, invest in a Full Measure & List over the next few years to update the property record
data. We know that we need to complete this in time for the next State-Mandated Revaluation. So in July we are
planning a meeting with Finance, Assessing and the Mayor’s Office. We are looking at a bid process to submit a
Bond Resolution to the Board of Aldermen. We know that the estimated cost is about $1.3 million dollars and the
time period is about 3 years.
One question that we’ve been asked recently is would we consider having an outside agency or contractor do an
in-depth audit of the physical data. We did talk about this when the Mayor and CFO Griffin and | were at the
State, because they do a monitoring. And every 5 years they do a little bit more strict than they do every year
with a little bit larger sample. We feel that once the Full Measure & List begins, if we know we need to have
boots on the ground this fall, we would like to maybe look at taking that first month of data and using that as our
sample size, take a couple months of data and use that as a sample size. You are going to have a larger sample
size most likely than the State would do and a larger sample size than you might contract with an outside
contractor to do and you are paying for it anyways. So you are paying for this data to be collected, why not view
it for a couple different reasons.
Some just additional improvements that we’ve noted along the way, IT has been working us and they have been
very helpful. We realized that when people or residents are searching for sales data for their properties which
most likely they do when they are filing their abatement application that that tool probably wasn’t the easiest to
use. The instructions were in one document and the tool was actually in another and if you are great at toggling
back and forth maybe you could handle it. So IT went through and put those instructions in each step of the tool.
So now you can clearly see as you are searching through what each step of the tool needs you to put in order to
get back. We also have met with CDM Smith, we are planning a very collaborative project of linking PDF’s of
individual property cards to GIS.
So right now when you go out there and you click on GIS on your property, you'll get a little an assessment and it
brings up WebPro. We realize that WebPro isn’t the data that our assessors are looking at. It is more of a shell
of that data; so working with IT we have found that there is this archive pro that is available from Patriot that
allows for PDF’s of the property cards to be created. We are going to work on purchasing that software; IT will
work with creating the PDF’s and then we are going to work on linking them to the GIS so that is a PDF. Now
it’s going to be a snapshot in time and what we are hoping is once in April and once in December it is not going
to be if there are changes in June you are not going to see that until December. But at least it is a step from
where we are now. There is a cost to that software, it’s about $2,500.00 and if we do have an additional
purchase in December, if we want to do it twice a year to create another data base would be an additional
$500.00 so you're looking at about $3,000.00.
Recently as of actually yesterday but we were giving ourselves a little time, that file is very large, we received the
USPAP report acceptance letter from the DRA and the full USPAP report from KRT yesterday and we were able
to get it uploaded to the web site by the end of business yesterday. So we felt that was very important. Another
project that we have looked at and we have met probably 3 or 4 times now as a group, is redesigning the
Assessing office. | have to admit prior to the Management Audit | had not been in Assessing. Now I’ve spent an
awful lot of time and | think that the staff works incredibly well in a space that is clearly not designed the best; the
best especially for customer service.
