89-7547R7
RESOLUTION NO. 7547
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 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, it would be desirable to establish policies and procedures, as
wE ! as set fees for the distribution of said information by the 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.
I. SPECIAL ASSESSMENT SEARCHES PROCEDURES
Provided, upon receipt of
written request for multi-
ple searches or phone re-
quest for same day pickup
of a single search, by
City Assessing Division
identifying levied and
pending assessments.
Provide verbal update by
phone of previously re-
quested certified City
!,special assessment
'searches.
Provide written request
and $10.00 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
$10.00 per Property
Identification
Number (PID). The
search is a bill-
ing statement.
Provided free of
charge if a certi-
fied City search
is not requested.
Homeowner may re-
quest a $10.00
search for closing
Resolution No. 7547
Page 2
Do not provide additional
billing statements for
assessments.
II. LISTING INFORMATION
Provide, upon multiple
written or a single phone
request, printouts.
Provided the following purposes.
wofik day for multiple
certified or non-certi-
fied search requests and
will be available for
pickup after 3:00 p.m.
Verbal verification (up-
date) of City certified
levied and pending
assessments before
closing. After identi-
fying self, caller will
provide property address,
PID number, date and
reeeint number of search.
FEES
A hone or written re- $2.00 per PID
quest and receipt of number or per
$2.100. printed sheet.
Printouts include: Allow '~ hour before• Homeowners may
pickup for a single pro- request a free
PID number peaty request to prevent printout.
Estimated Market Value waiting for information.
Tax information Provided free of
Owner/taxpayer Allow 24 hours from charge if printout
Legal Description receipt of request for is not requested.
Special assessments (levied pickup of listing
and pending) information on multiple
Lot size properties.
Year built
Provide verbal updates
by phone of previously
requested City printouts.
Give name, firm, address
ofproperty and PID number
(if available) for
recuests .
Three listing inquiries
onjthe following
acdessible information
will be provided by phone"
by ', the City:
PID number
Year built
Lot size
Sctiool district
Legal description
Taxes
Mill rate for Richfield
Estimated difference
'between homestead and.
Resolution Noe 7547
Page 3
non-homestead tax
amounts:
Fee owner/taxpayer
Market value
Homestead status
Square footage of residen-
tial buldings will not
appear as listing informa-
tion on printouts unless
requested. Square .footage
for rental properties are
protected under the Data
Privacy Act; and, there-
fore, will not be given
as listing information.
Special assessments and
square footage of buildings
will not be given by phone.
However, they will be given
at the City office when
requested. Exception:
Homeowners will be given
special assessments and
square footage 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 list-
ing 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),
homestead status, and
property characteristics.
Requesting party will be
allowed to use the
County's terminal screen
for additional information
(only screens 101, 103,
Resolution No. 7547
Page 4
III.REVIEW OF COMPARABLE
RESIDENTIAL PROPERTY
RECORDS
Provide afield card
record of a subject pro-
perty and comparable
properties.
IV. REVIEW OF COMPARABLE
COMMERCIAL. INDUSTRIAL
AND APARTMENT PROPERTY
RECORDS
Provide partial field
card record of a subject
property and comparable
properties.
108 and 109). Inter-
ruptions will occur for
Ci~~y use. Time limits
on the County's terminal
wi 1 be set based on
City's immediate needs.
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
onla one-on-one basis.
More than five com-
parable properties,
will be allowed to
view and record
information under
strict supervision
ofi~the Assessing
Division.
The City will not
assemble or analyze
data.
PROCEDURES
Ili
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
FEES
May request $.25
per copy for up to
five comparable
properties.
Free of charge
when personally
writes information
supplied by
the Assessing
Division.
FEES
May request $2.00
per copy.
Free of charge
when personally
writes information
orally supplied by
the Assessing
Division.
Resolution Na. 7547
Page. 5
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 photo-
copying 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.
Passed by the City Council of the City
September, 1989. G
Richf3,gl.d,~Minnesota this 11th day of
S
ATTEST: ~i
.! l
Tl Zas P. Ferber City Clerk
Qum(// Mayor