01-9121r
RESOLUTION NO. 9121
53
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.
1.
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 (PID).
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
(PID). The search is a
billing statement.
Provided free of charge
if a certified City search
is not requested.
h (can't)
SPECIAL ASSESSMENT PROCEDURES FEES
SEARCHES
Do not provide additional Provided the following work Homeowner may
billing statements for day for multiple certified or req uest a $12.00 search
assessments. non-certified search requests for closing. An initiation
and will be available for fee of $30.00 for each
Provide, upon written pickup after 3:00 p.m. requested report. Plus,
request, a report (or run) of $.05 for each Property
all properties affected by a Verbal verification (update) of Identification (PID)
levied or pending special City certified levied and Number.
assessment. pending assessments before
closing. Aft~r identifying self, A requested new
caller will provide property program would require a
address, PID number, date minimum fee of $25.00.
and receipt number of Fees would be based on
search. time and materials to
create and print the
Provided within a minimum of program.
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.
II.
LISTING INFORMATION PROCEDURES FEES
Provide, upon multiple A phone or written request $3.00 per PID number or
written or a single phone and receipt of $3.00. per printed sheet.
request printouts.
Printouts include: Allow 1/2 hour before pickup Homeowners may
for a single property request request a free printout.
PID number to prevent waiting for
Estimated Market Value information. Allow 24 hours Provided free of charge
Tax information from receipt of request for if printout is not
Owner/taxpayer pickup of listing information requested.
Legal Description on multiple properties.
Special assessments
(levied and pending)
11 (can't)
LISTING INFORMATION
Lot size
Year built
Square footage
Provide verbal updates by
phone of previously
requested City printouts.
PR0CEDURES ..
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
J1. (con't)
LISTING INFORMATION
1J1.
REVIEW OF COMPARABLE
RESIDENTIAL PROPERTY
RECORDS
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, property address, 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.
PROCEDURES
Request for more than
five properties must be
submitted in writing and
include individual
property addresses
Provide a field card record of a
subject property and
comparable properties.
FEES
FEES
May request $1.00 per
copy for up to five
comparable properties.
Certified copies $5.00.
llh (cant.)
REVIEW OF COMPARABLE
RESIDENTIAL PROPERTY
RECORDS
IV.
REVIEW OF COMPARABLE
COMMERCIAL. INDUSTRIAL
AND APARTMENT
PROPERTY RECORDS
Provide partial field card record
of a subject property and
comparable properties.
(PID numbers will help
cut response time). The
individual must allow the
City to set the time
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"
PROCEDURES
Request for more than
five properties must be
submitted in writing and
include individual
property addresses (PID
numbers will help cut our
response time).
Because of the data
privacy act, viewing the
property field cards will
be prohibited.
FEES
Free of charge when
personally writes
information supplied by
the Assessing Division.
FEES
May request $2.00 per
copy.
Certified copies $5.00.
Free of charge when
personally writes
information orally
supplied by the
Assessing Division.
IV. (can't)
REVIEW OF COMPARABLE
COMMERCIAL. INDUSTRIAL
AND APARTMENT
PROPERTY RECORDS
PROCEDURES
FEES
Confidential, private or
nonpublic 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;
and
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 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".
Passed by the City Council of the City of Richfield, Minnesota, this 10th day of December,
2001. r/ ' !l
m~~
Martin J. Kirs , Mayor
ATTEST: