00-8985r
RESOLUTION NO. 8985
17
RESOLUTION ESTABLISHING POLICIES, PROCEDURES, AND FEES FOR
THE ASSESSING DIVISION
WHEREAS, the City Assessing Division provides a variety of services to the public,
to title companies and to realtors, relating to information necessary for sale and purchase of
property; and
WHEREAS, special assessment searches are requested when closing on purchased
properties; and
WHEREAS, listing information is requested when there is an interest in property
sales or purchases; and
WHEREAS, residential property records are requested when comparing properties
for market values; and
WHEREAS, certain specific information, such as special assessment searches,
property listing information, comparable residential property records and homestead
information are regularly sought by realtors, title companies and homeowners in the sale
and transfer of property within the City; and
WHEREAS, the above list of requests for information constitutes a large portion of
the work load of the City Assessing Division; and
WHEREAS, said policies, procedures and fees must be reviewed and modified as
needed.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby establishes the
following policies, procedures and fees for dissemination of certain information in the City's
Assessing Division.
h
SPECIAL ASSESSMENT
SEARCHES
Provided, upon receipt or
written request for multiple
searches or phone request
for same day pickup of a
single search, by City
Assessing Division identifying
levied and pending
assessments
Provide verbal update by
phone of previously
requested certified City
special assessment
searches.
PROCEDURES
Provide written request and
$12.00 fee per Property
Identification Number (PI D).
Searches are normally in the
mail 24 hours after receipt.
Provided the same day if a
single certified or
non-certified search is
requested and if picked up at
the City.
FEES
$12.00 per Property
Identification Number
(PI D). The search is a
billing statement.
Provided free of charge
if a certified City search
is not requested.
h (con't)
SPECIAL ASSESSMENT
SEARCHES
Do not provide additional
billing statements for
assessments.
Provide, upon written
request, a report (or run) of
all properties affected by a
levied or pending special
assessment.
J1.
LISTING INFORMATION
Provide, upon multiple
written or a single phone
request printouts.
Printouts include:
PID number
Estimated Market Value
Tax information
Owner/taxpayer
Legal Description
Special assessments
(levied and pending)
PROCEDURES
Provided the following work
day for multiple certified or
non-certified search requests
and will be available for
pickup after 3:00 p.m.
Verbal verification (update) of
City certified levied and
pending assessments before
closing. After identifying self,
caller will provide property
address, PID number, date
and receipt number of
sea rch.
Provided within a minimum of
48 hours if there is an
existing program, additional
hours if more than one report
is requested. A non-existing
program would require
additional time. A program
would be created on a priority
basis and then printed.
Requesting party would be
notified as to fee and date
report(s) can be picked up at
the Assessing office prior to
printing.
PROCEDURES
A phone or written request
and receipt of $3.00.
Allow 1/2 hour before pickup
for a single property request
to prevent waiting for
information. Allow 24 hours
from receipt of request for
pickup of listing information
on multiple properties.
FEES
Homeowner may
request a $12.00 search
for closing. An initiation
fee of $30.00 for each
requested report. Plus,
$.05 for each Property
Identification (PID)
Number.
A requested new
program would require a
minimum fee of $25.00.
Fees would be based on
time and materials to
create and print the
program.
FEES
$3.00 per PID number or
per printed sheet.
Homeowners may
request a free printout.
Provided free of charge
if printout is not
requested.
II (can't)
LISTING INFORMATION
Lot size
Year built
Square footage
Provide verbal updates by
phone of previously
requested City printouts.
PROCEDURES
Give name, firm, address of
property and PID number
(if available for requests).
Three listing inquiries on the
following accessible
information will be provided
by phone by the City:
PID number
Year built
Lot size
School district
Legal description
Taxes
Square footage
Mill rate for Richfield
Estimated difference
between homestead and
non-homestead tax
amounts.
Fee owner/taxpayer
Market value
Homestead status
Inquiries by phone for square
footage of buildings will be
limited to two properties.
Additional properties will
require obtaining information
in person at the City
Assessor's office. Net
rentable areas for income
properties are protected
under the Data Privacy Act;
and therefore, will not be
given as listing information.
Special assessments will not
be given by phone. However,
they will be given the City
office when requested.
FEES
.!1 (can't)
LISTING INFORMATION
PROCEDURES
Exception: Homeowners will
be given special assessments
by phone if they provide their
social security numbers.
Otherwise, the owner can
request a free complete
listing printout. Give name,
firm, pr6perty'addfess, PID
number, date of printout and
receipt number when
updating printouts.
Requested complete listing
information, without a
requested printout, will be
partially supplied verbally by
the Assessing Division. The
Division will orally supply
special assessments, next
year's market value (when
available), and homestead
status. Requesting party will
be allowed to use the
County's terminal screen for
additional information (only
screens 101, 103, 105, 108,
109, 120,275 and 282).
Interruptions will occur for
City use. Time limits on the
County's terminal will be set
based on City's immediate
needs.
1.!1
REVIEW OF COMPARABLE
RESIDENTIAL PROPERTY
RECORDS
PROCEDURES
Provide a field card record of a
subject property and
comparable properties.
Request for more than
five properties must be
submitted in writing and
include individual
property addresses
FEES
FEES
May request $1.00 per
copy for up to five
comparable properties.
Certified copies $5.00.
1.!1 (cant.)
REVIEW OF COMPARABLE PROCEDURES FEES
RESIDENTIAL PROPERTY
RECORDS
(PID numbers will help Free of charge when
cut response time). The personally writes
individual must allow the information supplied by
City to set the time the Assessing Division.
convenient for the City to
supply information on a
one-on-one basis.
More than five
comparable properties,
will be allowed to view
and record information
under strict supervision of
the Assessing Division.
The City will not
assemble or analyze
data.
Certified copies will state:
"This is a true and correct
reproduction of the
original on file at the City
Assessor's office"
IV.
REVIEW OF COMPARABLE PROCEDURES FEES
COMMERCIAL, INDUSTRIAL
AND APARTMENT
PROPERTY RECORDS
Provide partial field card record Request for more than May request $2.00 per
of a subject property and five properties must be copy.
comparable properties. submitted in writing and
include individual Certified copies $5.00.
property addresses (PID
numbers will help cut our Free of charge when
response time). personally writes
information orally
Because of the data supplied by the
privacy act, viewing the Assessing Division.
property field cards will
be prohibited.
IV. (can't)
REVIEW OF COMPARABLE
COMMERCIAL. INDUSTRIAL
AND APARTMENT
PROPERTY RECORDS
PROCEDURES
FEES
Confidential , private or
nonpLJblic data is protected
under the data privacy act.
The following confidential data
is recorded on the property field
cards:
a. Detailed income and expense
figures:
b. Average vacancy factors;
c. Verified net rentable areas or
net usable areas;
d. Anticipated income and
expenses for the current year;
anq
e. Projected vacancy factor for
the current year.
The above confidential
information will be blocked out
when photocopying field cards.
The individual must allow the
City to set the time convenient
for the City to supply information
on a one-on-one basis.
The City wil.1 not assemble or
analyze data.
Certified copies will state: "This
is a true and correct
reproduction of the original on
file at the City Assessor's
office" .
Passed by the City Council of the City of Richfield, Minnesota, this 11th day of December,
2000. ~~gU
Martin J. Kir ,Mayor
ATTEST: