Special Bd. of Aldermen — 11/26/2018 Page 7
was talking about dual entry; if we put the abatements in Admins and we put the abatements in the AssessPro
we are constantly trying to make sure and validate that both systems have the same data.
So these were kind of the obvious things but | guess one final point is the Administrative Services Director, the
Mayor did a certain amount of research but | did some as well. That was really the directorship glue that kept
these departments together and GIS used to be and is still fully integrated with Assessing but GIS, Assessing,
IT, those folks have to work together under one directorship would make sense. We have actually a pretty
extensive and expansive GIS system and we are going to expand that over to the Department of Public Works
for their, they will have their own unique fly over that helps them. But we do have gentleman from CDM Smith
who is an expert in all of these systems; whether it be GIS, Assessing, AssessPro so we are expecting that
report very soon. So it is kind of with that outlook that we are able to take the folks that we have, use these
reports, as the Mayor said, potentially subcontract for the horsepower of the assessing community. We are
optimistic that over a short period of time we will really amp up, but by 2 or 3 years from now, will a full measure
and list, and the changes we can make in the creation of assessments | think will serve us well going forward. It
is kind of a re-set that probably took place back in 1992, 2005, etc. So thank you for your time. | don’t know if
you have anything more on that but we are free for questions at this point.
Ms. Kleiner
So | would only add that | want to go back to something that the Mayor pointed out. Our assessing staff was
very polite, very patient during this process. This can be a very difficult process for staff to go through. There
were a lot of questions so imagining everything that you do on a daily basis is being questioned and you are
being asked why, why you do everything that you are doing. That can be difficult for staff to go through. They
were always very professional, always very polite, always very welcoming to us and | think that speaks to their
quality. They were very open and have been continued to be both CFO Griffin and | have been down there
almost every day since the audit, we are working with them, we are still asking questions and they continue to
be very helpful. So | want to make sure that is said for.
President Wilshire
Questions from the Board?
Alderman Dowd
Yes the question | have is administration asking for any actions taken by the Board of Aldermen this evening or
in the near future?
Mayor Donchess
Well the two things you will receive, not tonight, the things you will receive Tuesday the 12", are of course the
budget which will include some of these changes. The two principal ones being the creation of a new position
and the elimination of another within the budget. Number Two, there will be an Ordinance that will come in
which would re-establish the Administrative Services Director Position under basically the same, there are a
couple minor little word changes, but it is the same language basically that existed when the Administrative
Services Position in the decades that it is existed which was removed when the position was eliminated. So the
proposal would be to return that language into the ordinances and restore the position. But to do that, of
course, the Board of Aldermen would need to act affirmatively and also would need to act affirmatively on these
sections of the budget to implement it from a budgetary standpoint.
Alderman Klee
| have a couple of questions thank you. My first question is going to be about the permits that don’t happen
within the assessing office they happen in another department where someone pulls a permit and then it is
