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Home My WebLink AboutResolutions - 1998.10.15 - 25490STRATEGIC PLANNING COMMITTEE i,ey.W4tEEd4., fl Strategic Planning Committee Vote: Motion carried unanimously on a roll call vote. 'September 24, 1998 MISCELLANEOUS RESOLUTION # 98 242 BY: Strategic Planning Committee, Ruth A. Johnson, Vice Chairperson IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY - ENHANCEMENT OF THE COUNTY'S ASSESSING, EQUALIZATION, AND TAX BILLING AND COLLECTION SYSTEMS To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Board of Commissioners, by Misc. Resolution #97243, authorized the development of a strategic plan for modernizing the County's Assessing, Equalization, and Tax Billing and Collection Systems; and WHEREAS out of 51 local governmental assessing units, these systems and the related land file data base, presently support 22 cities and townships directly in the assessing function (as the County is the assessor for these cities and townships under contract) and 18 other governmental assessing units through their use of the County's appraisal, land file and related records for their independent assessing needs and, indirectly, for most of the remaining cities and townships in the County via access to the County's land files; and WHEREAS the Department of Information Technology has held several Joint Application and Design (JAD) sessions with the participation of local treasurers and assessors for the purposes of identifying priority enhancements to the existing systems, as well as system upgrades, including the following: - Provide laser tax bills with improved functionality. - Allow current and prior year Tax Administration processing, - Upgrade Tax Receivables System - Improve TIFA, DDA and Abatement processing/reporting, - Enhance system and application security, - Integrate with Register of Deeds Cash Receipting, Indexing and Imaging System - Design/Construct/Implement OPAL screens for all applications, - Design/Construct/Implement Third Party Integration. - Provide Multi-Year Special Assessment System; and WHEREAS estimated costs associated with the accomplishment of the aforementioned enhancements amount to 6,500 hours at $85.00/hour or $552,500; and WHEREAS operational improvements resulting from implementation of the subject enhancements will accrue primarily to local units of government throughout Oakland County; and WHEREAS implementation will also serve to build the electronic infrastructure necessary to launch the County's Enhanced Access Project. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the implementation of the proposed enhancements to the County's Assessing, Equalization, and Tax Billing and Collection Systems as outlined in this resolution at a cost not to exceed $552,500. Chairperson, on behalf of the Strategic Planning Committee, I move adoption of the foregoing resolution. f'. Land & Tax Assessment System Enhancement List September 1998 Enhancements to existing operational systems (as identified in JADs) Major enhancements would include but would not be limited to: 1. Provide laser tax bills with improved functionality - To provide a laser printed tax bill option so that the local treasurers can benefit from the additional functionality of a flexible laser print format and bar code technology. - To allow the local treasurers to provide the tax payers with a more detailed breakdown of their property taxes, and to improve tax collection/receipting process. - Treasurers will save approximately 50% over the cost of multi-part impact printer forms. - Tax bills will reflect, at the assessor/treasurer's discretion, a more detailed breakdown of all taxes that are due. Taxes will not be required to be combined (ie. fire & police, or county & city, etc.) due to space, as is a restriction of the present system. - Bar code scanning will result in a reduction of parcel or dollar amount keying errors and will speed up the processing of tax payments. 2. Allow current & prior year Tax Admin processing: - To develop a system to enable assessors and treasurers to work on different calendar years at the same time allowing homestead exemption updates and school district changes to be processed in timely manner. - To allow treasurers to work on prior calendar years data (such as delinquent taxes) and at the same time allow assessors to utilize the system to process current year assessments. This will facilitate the necessary Equalization Reports that are generated to establish Equalized Values for County Board of Commissioners. - To provide a larger window of opportunity to make corrections to the Land File system regarding Homestead filings. The system currently is unavailable for update during the time frame required to process the delinquent taxes. This enhancement would also ensure that assessment change notices contain the correct Homestead Exemption status. - Without the implementation of a dual year processing function the Treasurers Office must review and hand correct school district codes and amounts on delinquent rolls and annual adds. From January 1 through April (May or June) the Treasurer's Office must contact CVTs for current tax roll information until the tax roll is completed and turned over. - Considerable savings would be realized by both the County and by the Local Units of Government. This would result from more accurate accounting for tax collection, easier settlements with the County Treasurer and less time in processing. The assessing work for the projected roll would no longer interfere with treasurers current year settlement. 3. Upgrades to the Tax Receivables System - Since this system is an extension of the tax billing system, it will also need to be upgraded to accommodate the enhancements made for Laser Tax Bills and functional improvements. These enhancements will provide better methods to track disbursements of current tax collections to taxing jurisdictions, and automate the DDA process to better track the creative sharing (or recapture) of tax revenue. 4. Improved TIFA, DDA & Abatement processing/reporting - Provide better reporting and provide improved interfacing with the other tax administration systems. (TIFA= Tax Increment Financing Authority, DDA= Downtown Development Authority) 5. Improved system & application security - A comprehensive security system needs to be developed or purchased to manage and control; access to individual systems, data/file updating and inquiry authorizations, and private sector access (Enhanced Access), etc.. (2) 6. Integrate with Register of Deeds Cash Receipting, Indexing & Imaging - To provide the ability to automatically extract property ownership transfer and property sales information from the new document recording system and import the information into the County tax administration systems. This data is required for the preparation of property sales studies, property value capping/uncapping, and mandated State reporting. 7. Design/Construct/Implement OPAL screens for all applications - Implement a Graphical User Interface (PC look) to the current mainframe applications. The OPAL software product will also provide improvements in the user's ability to access the various applications without having to constantly sign-on and sign-off. The combination of information from the various independent computer systems will provide: access to a variety of systems from a single inquiry screen, & eliminate data entry redundancy and improve accuracy. 8. Design/Construct/Implement Third Party Integration - To provide interfacing capabilities for the automatic exchange of information (uploading/downloading) between the County systems and third party computer systems. This data exchange will allow the CVTs to automatically receive data from the County (property ownership changes, parcel splits/combines, etc.) and allow the County systems to keep current with data from the CVTs (name/address updates, assessed values, building permit data, etc.). nnn•n=11.1..11•MI 9. Provide an Automated Multi-Year Special Assessment system - To allow CVTs to prepare all of their special assessments, at their location, and automatically export the data to the County Tax Billing system for processing. Also provide better reporting for accounting needs and provide interfacing with other systems such as GIS & Data Warehousing. SEP 02 1998 MEMO To: Mr. Jeff Pardee A From: R. 0. Vandermark Subject: County Assessing Units & Users of Tax Systems Date: September 2, 1998 Per your request, herewith is a list of communities for which Oakland County acts as the assessor and a list of the users of our tax systems. Also, I am sending you a copy of the consolidated context diagram which shows the interrelationship of our computer applications related to assessing and taxation. If you have any question, please call me at 858-0775. attached cc: Mr. Bob Daddow Mr. Jeff Kaczmarek Cowin( IF ASSESSOR FOR ALL PROPERTY GROVELAND LYON MILFORD MILFORD VILLAGE NOVI TWP OAKLAND OXFORD OXFORD VILLAGE ROYAL OAK TVVP SOUTHFIELD TWP BINGHAM FARMS VILLAGE FRANKLIN VILLAGE BEVERLY HILLS VILLAGE BERKLEY BLOOMFIELD HILLS CLARKSTON CLAVVSON HAZEL PARK HUNTINGTON WOODS KEEGO HARBOR LATHRUP PLEASANT RIDGE PONTIAC ROCHESTER SYLVAN LAKE WALLED LAKE COUNTY_APPRAISES PERSONAL PROPERTY WEST BLOOMFIELD AUBURN HILLS FARMINGTON NOVI CITY OAK PARK ORCHARD LAKE ROYAL OAK CITY WIXOM Master Appraisal X X X X Tax Receivables X X X X. X X USERS OF COUNTY TAX SYSTEMS ADDISON LEONARD VILLAGE BLOOMFIELD BRANDON ORTONVILLE VILLAGE COMMERCE WOLVERINE VILLAGE GROVELAND HIGHLAND HOLLY LYON MILFORD MILFORD VILLAGE NOVI TWP OAKLAND OXFORD OXFORD VILLAGE ROSE ROYAL OAK TVVP SOUTHFIELD 'MP BINGHAM FARMS VILLAGE FRANKLIN VILLAGE BEVERLY HILLS VILLAGE SPRINGFIELD WATERFORD WEST BLOOMFIELD WHITE LAKE AUBURN HILLS BERKLEY BIRMINGHAM BLOOMFIELD HILLS CLARKSTON CLAWSON FARMINGTON FARMINGTON HILLS FERNDALE HAZEL PARK HUNTINGTON WOODS KEEGO HARBOR LAKE ANGELUS LATHRUP NOVI CITY ORCHARD LAKE PLEASANT RIDGE PONTIAC ROCHESTER ROCHESTER HILLS ROYAL OAK CITY SOUTHFIELD CITY SOUTH LYON SYLVAN LAKE TROY WALLED LAKE VVIXOM Print Tax Rolls &Bills X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X Assessor I County II Creditors IRS, cvT., 11 Taxing t'r"\c"-ancl 4.Auth. Parcel Parcel Parcel Changes Mailing Ust Treasurer Eq Adj, NLAAL, Prop AV,CV MBOR Adj Ownership Xfer Assmt Roll MBOR Pet Letr Start Hmst Rpt Value Stat Warrant Pg1 Change Assmt Chg Mc PTA Rmndr r Thru Assr Parcel Info' Changes Strt Hmst Rpt e St Eq Valu Rpt Tax Payer Tax Roll, Value Trstr Penalties TV Current I Thru IT Factors (St, Cnty) Val,Eq Val Prcl cnt 131 NLAAL, Class ch Prop Info class PTA nges NUAddn Deeds Eq Adj, Audits Eq Studies AV History Prop.Char. Land info Splits/Comb `...ss. Values Assmt Hist NLLAddn Adj Values a on Lease Lnd Lease Hid impr) Appr Val PP Stmts WNalue Pars Prop Multipliers (Thru IT) Appraisal Personal :h Parcel anges Mailing Cnty Tress Register of Deeds CVTs 3rd Party System STC, MIT 14 Legislature _ Road, Drain Comm/ Bldg DepitDPVW 0111et Companies Mailing List Parcel Data/ Changes Mailing List Mortgage Ft__ Bank Co " Company Verfification- .: P T ay a e x r/ I " —Land inq. Realtor Parcel Into [ Data Warehouse Sales Reports 1 [ $ Commissoner Board of k \ Reports Authorities Taxing • - Vals, Eq Fctr- Eq. Factor Assmt Levels Starting Ratio Sample studies Sales studies TCVT I Bank, Mort Co, Lock Box, Cash Reg., ACH. Title Co. Pymt EFT _ —TIFNIFT __—Pymts- Rmndr, Hist, Rcpt, B11 Bill, Adj. to Bill, Init Warrant Wrmt, Tax, Affdvt Billing Taxing Auth. Appraisal Real payn.Adj to Int, 1---00_J Settlement info Hist. Penalties Dist, Finance/ Sheet I Rcpt ettlmn Finance/ I:heet Settlement„R"bi F."0 P/U/Delinq Tax Roll Assmt/Tax/TIFA Roll MYSA Delinq, SYSA- AMA, VVrmt, Tax. —IFA Roll —(2) Bill (Elec-t; Option) Mortg Co. Consolidated Context Diagram [ County Eq. Parcel Info Parcel Change r GIS System County Equalizatio (3)e.gymt Hist Appr Appraise\ Crds info(t) Prop Owner Tax Payer Acct/Cntrlr LA% (4) - Adj., Rcybis, Splits/Comb Settlement info Accounti (6) ng Review Adj, Defermt (3) Affdvt, Wrrnt, Tax TIFNDDA Card% Assessor ;;.----",r I \ \ Warrant AffiavilTax at.Tax RaterTax Info \d. R Thru As Thal. Assr Board Of Comm Data VVI-1, 3rd Party Sys Equal Dept Prop Char. Sales PTA Image Digital Hist info Photos Appraisal Fid Crd Audits Field Obs —1 Assessor I PP Stmts(blank) Chg Mc, Audit Lt Court Appr Remindr Crd PP Stmts (Thru Assr) Values, Appr Data Pictures, Maps, Sales Data Data VVH Maps GIS Banks Mort Co Realtor Tax Payer Developer Data WH From Biiilng Paid PP Deknq (5) Rates (6) GL Entries, Settlement Sheet (5) CO Oath, Settlement Sheet, PU & Dating Tax Roll (4) GL entries for Amt Due to TA, Disbursement, Rcpts, Adj to Rcpts, Cash Balance Report, SA Report (3) SA Report. settlement. Disbursement Rpt, Paid Tax Roll, Delinq Roil, Pyrnt History (2) MIT BOR Changes, SYSA. Base virtue for TIFA/DDA/LDFA. Other changes (1) NLAdj.Income. Appraisal, Sketch. Prop Ch., Maps, Photos, Exemptions, BOR, MTT. RPS flag, Bldg Permit. rC Resolution #98242 September 24, 1998 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (M.R.#98242) October 15, 1998 BY: Finance Committee, Sue Ann Douglas, Chairperson IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY - ENHANCEMENT OF THE COUNTY'S ASSESSING, EQUALIZATION, AND TAX BILLING AND COLLECTION SYSTEMS To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-G of this Board, the Finance Committee has reviewed the above referenced resolution and finds: 1. That the County is desirous of modernizing its assessing, equalization, and tax billing and collection systems. 2. Consistent with the previously authorized strategic plan, the resolution proposes several specific enhancements that would result in significant operational improvements accruing primarily to local units of government throughout Oakland County. 3. Estimated costs associated with the accomplishment of the aforementioned enhancements amount to 6,500 hours at $85.00/hour or $552,500. 4. Funding is available in the Designated Fund Balance for Operational Improvements. 5. Implementation will also serve to build the electronic infrastructure necessary to launch the County's Enhanced Access Project which will provide future revenue to reimburse Designated Fund Balance for Operational Improvements. 6. That the following Budget Amendments are recommended: General Fund Revenue 90-9407-01000 Designated Fund Balance $552,500 For Operational Improvements Expenditures 18-101113-10000-8001 Operating Transfer Out $552.500 -Q- Information Technology Fund Revenue 18-636113-10000-1701 Operating Transfer In $552,500 Expenditures 18-636122-15000-3348 Professional Services $552.500 -0 FINANCE COMMITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote. REGOING RESOLUTIC Ao-g 1 4 Resolution #98242 October 15, 1998 Moved by Johnson supported by Taub the resolution be adopted. AYES: Kaczmar, Kingzett, Law, McCulloch, McPherson, Millard, Moffitt, Obrecht, Palmer, Schmid, Taub, Wolf, Amos, Devine, Dingeldey, Douglas, Garfield, Gregory, Hoffman, Holbert, Huntoon, Jacobs, Jensen, Johnson. (24) NAYS: Coleman. (1) A sufficient majority having voted therefor, the resolution was adopted. STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on October 15, 1998 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 15th day.of OctobAL_1998. Lynn D. Allen, County Clerk