ITEM 7.1 Consider Open Book meeting/Wright County Asssesors OfficeOt
�T�FMISOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Administration
City Clerk Loff
October 24, 2016
PRESENTER(s):
REVIEWED BY:
ITEM #:
Tami Loff, City Clerk
City Administrator Johnson
7.1
AGENDA ITEM DETAILS
RECOMMENDATION:
Consider the open book meeting option presented by the Wright County Assessor's Office.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
At the Board of Equalization meeting held on April 25, 2016 County Assessor Tony Rasmussen reviewed
the open book meeting option for 2017. Attached is a letter from his office outlining the process and the
benefits. The city must notify Wright County in writing by December 1.
As of today the City of Buffalo and the City of Clearwater have already committed to this option.
Neither the City of Albertville nor the City of St. Michael has made their decision yet.
SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE
• Letter from the Wright County Assessor's Office
• Draft Resolution 2016-90
POSSIBLE MOTION
Please word motion as you would like it to appear in the minutes.
Possible motions:
1) Adopt Resolution 2016-90 changing from the Local Board of Appeal and Equalization Meeting format
to an Open Book meeting format starting with the 2017 Assessment.
2) Decline the Open Book meeting option.
BUDGET INFORMATION
FUNDING:
N/A
BUDGETED: o YES
❑ NO
t
'i It l i i l If ii
f i Ik
Wright County Assessor's Office
September 15, 2016
Re: 2017 Open Book Meeting option
Dear Wright County Townships/Cities,
At many of our Local Board of Appeal and Equalization Meetings this past spring we presented
the option of moving to an "Open Book" format in lieu of the formal Local Board of Appeal and
Equalization meetings for the 2017 assessment. We have had a number of jurisdictions that
have decided to move to this option. We would like to follow up with each jurisdiction to
determine which other cities/townships would like to take advantage of this opportunity.
The Open Book format provides so many benefits and is something that more and more
jurisdictions are choosing to do in the neighboring Counties.
Some of the benefits include:
• Providing a less intimidating process for the property owner by removing the need for the
owner to "present" their concerns to the board
• Cost/time savings to the local board including eliminating the need to have a trained board
member and eliminating the costs to hold a meeting
• Cost/time savings to the County due to having the ability to hold fewer meetings throughout
April
• Other benefits are outlined on the. following page.
In order to make this change, each jurisdiction must vote to change from the Local Board of
Appeal and Equalization format to the Open Book format and then provide notice to the County
Assessor in writing. A sample of the type of resolution necessary is included for your reference.
The local board can be reinstated by resolution of the governing body upon proof of compliance
with training requirements. The resolution and proof of compliance must be provided in writing
to the County Assessor before December 1 st of any year to be effective for the following year's
assessment.
In order to prepare for the upcoming appeal process in the spring, we need to know as soon as
possible if you are considering moving to an Open Book meeting for 2017. Written notice is
required prior to December 1 st, 2016.
Thank you for your consideration, if you have any questions feel free to give us a call.
Wright County Government Center / 10 Second Street NW Room 100 / Buffalo, MN 55313
763,682,7367 Fax 763.684.4553 www.co.wright.mn.us
EMNEENNEMENNOM
"OPEN BOOK" MEETINGS
What are "Open Book" meetings?
• Alternative to the Local Board of Appeal and Equalization
• An "open book" meeting is a meeting held by the county
assessor's office to discuss property owners' questions regarding
their assessments.
• Valuation and classification issues are handled by the assessor's
staff on a one-on-one basis with the property owner
• No appointment is necessary
• Provides an informal setting for property owners to review their
property and ask questions about the assessment.
• Owners would still have the option of appealing to the County
Board of Appeal and Equalization, they do not need to attend
the open book meeting in order to appeal to the County Board
of Appeal and Equalization
• The local board can be reinstated by resolution of the governing
body upon proof of compliance with training requirements. The
resolution and proof of compliance must be provided to the
County Assessor before December is' of any year to be effective
for the following year's assessment.
The "Open Book" Process
o Valuation Notices are mailed in March
o Property Owners contact the assessor's office to discuss any
concerns or questions they have regarding the assessment
o If necessary, the appraiser will make an appointment to view the
property
o Any unresolved concerns can be heard at the County Board of
r
Appeal and Equalization in June
Planning ahead for the 2017 Assessment
■ Interested jurisdictions need to inform the County Assessor of
their intent to transfer the local board duties to the county
board before December 1 of any year to be effective for the
following year's assessment.
■ For the 2017 assessment, the County Assessor needs written
notification by December 15Y, 2016.
THE BENEFITS OF
"OPEN BOOK" MEETINGS
RESOLUTION NO.: 2016 -90
CITY OF OTSEGO
COUNTY OF WRIGHT, MINNESOTA
A RESOLUTION CHANGING FROM LOCAL BOARD OF`�APPEAL AND
EQUALIZATION MEETING FORMAT TO AN OPEN BOOK MEETING FORMAT
WHEREAS, the Wright County Assessor's Office have presented the option to
move to an "Open Book" format in lieu of the formal Local Board of Appeal and
Equalization meetings.
NOW, THEREFORE BE IT RESOLVED, the City of Otsego has voted to change
from the Local Board of Appeal and Equalization meeting format to an Open Book
meeting format starting with the 2017 Assessment.
MOTION BY:
SECOND BY:
ALL IN FAVOR:
THOSE OPPOSED:
ADOPTED by the City Council of the City of Otsego this 24t" day of
October, 2016.
CITY OF OTSEGO
Jessica L. Stockamp, Mayor
ATTEST:
Tami Loff, City Clerk