96-8422r
RESOLUTION NO. 8422
97
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 (PID).
The search is a billing
statement.
Provided free of charge if
a certified City search is
not requested.
Resolution No. 8422
00 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.
1h
LISTING INFORMATION
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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,
PIO number, date and
receipt number of search.
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.
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 (PIO)
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 PIO number or
per printed sheet.
Homeowners may request
a free printout.
Provided free of charge if
printout is not requested.
Resolution No. 8422
II.
LISTING INFORMATION
Lot size
Year built
Square footage
Provide verbal updates by
phone of previously
requested City printouts.
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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
Resolution NO. 8422
II
LISTING INFORMATION
PROCEDURES
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FEES
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.
Resolution NO. 8422
111
REVIEW OF COMPARABLE
RESIDENTIAL PROPERTY
RECORDS
Provide a field card record of a
subject property and
comparable properties.
-5-
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).
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"
FEES
May request $1.00 per
copy for up to five
comparable properties.
Certified copies $5.00.
Free of charge when
personally writes
information supplied by
the Assessing Division.
Resolution NO. 8422
IV.
REVIEW OF COMPARABLE
COMMERCIAL. INDUSTRIAL
AND APARTMENT
PROPERTY RECORDS
Provide partial field card record
of a subject property and
comparable properties.
-6-
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.
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.
FEES
May request $2.00 per
copy.
Certified copies $5.00.
Free of charge when
personally writes
information orally
supplied by the
Assessing Division.
Resolution No. 8422
IV.
REVIEW OF COMPARABLE
COMMERCIAL. INDUSTRIAL
AND APARTMENT
PROPERTY RECORDS
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PROCEDURES
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 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".
FEES
Passed by the City Council of the City of Richfield, Minnesota, this 9th day of
December, 1996.
ATTEST:
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-
Thomas P. Ferber, City Clerk
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Martin J. Ki c
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