Board Of Aldermen

departments including, but not limited to, Assessing and GIS. A report is
expected in late March/early April.

4) A full measure and list of all properties within the City has not been conducted since
the early 1990's

oo oF

A full measure and list is designed to update all property records
Last full measure and list conducted in 1991
Results in more reliable and equitable information

Can be conducted on a multi-year basis before the next Revaluation which is
required every five years.

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Observations and Opinions

1) Ineffective management of the Assessing Department

a.

b
C.
d

Lack of communications skills

No analysis of how the department operates currently
No recommendations to improve efficiency of operations
No review of, or correction to inaccurate job descriptions

2) Lack of internal policies and procedures to guide operations

a.
b.
Cc.

Little to no internal training for assessors

Observations — Organizational Structure and MIS
Organizational Structure

The assessing department consists of two major functions which appear to operate separately
from each other; the assessors, commercial and residential and the administrative staff.

Data is used to verify the sale being qualified or unqualified based on bank owned, portfolio sales, foreclosure,
etc.

Radaris/Intelius

When working on the Ratio Study, these programs are used to help determine if Grantor and Grantee are
related when reviewing.

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External Sources:

Hillsborough County Registry of Deeds

Print deed to change ownership on properties that have sold. View recorded plans and legal description to
verify parcel acreage and lot dimensions. Print Planning Board approvals recoded for an accessory dwelling
units. Print any death certificates recorded or any other documents pertinent to property ownership.

Nashua Telegraph

standing decks, etc.) or special features (dormers, flue, chimney, etc.). Verify the information reported on the
A-9 matches the use reported for the CH, RG and ED exemption.

CITY VIEW

Attends staff, other meetings

Reconciles/remits treasurer’s report, income funds to City Treasurer

Management Information Systems

ADMINS

Reviews/balances daily value status reports; requests problem resolution

Administers the Board of Assessors meetings: prepares agenda, attends meetings, records and
publishes minutes of meetings, schedules appointments

Records and processes municipal and perfected requests for abatement, responds to BTLA and
Superior Court inquiries, tracks status, audits and maintains up to date and accurate files of cases
Analyzes, troubleshoots and recommends improvements to abatement tracking system; confers with
(T to implement programming changes

Maintains taxpayer name and address chances in applicable software database, currently
AccessPro

Processes new Blind Exemption, Veteran's Credit, Elderly Exemption, and Handicapped
Exemption

Application and verify current recipients are qualified for exemption/credits.
Analyzes financial data submitted to determine eligibility of the applicant.

Sends written correspondence to notify taxpayers regarding new approval and denial of
exemption or credit.

Prints updated property card for file or Appraiser inspection

Draws detailed sketch and calculates square footage of property based on Appraiser's physical
inspection of property

Performs in-house inspection and/or examination of existing city record. Verifies data using
Uses pictometry and prints updated property card for fil

Tracks and records possible work being done without building permit. Periodically supplies
supervisor with updated list to notify Code Enforcement