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HomeMy WebLinkAbout10A LBAE Materials for publicO� FRIO U 4646 Dakota Street SE Prior Lake. MN 55372 '�tNxESO`� CITY COUNCIL AGENDA REPORT MEETING DATE: January 18, 2010 n AGENDA M 10A (v( PREPARED BY: Frank Boyles, City Manag PRESENTED BY: Frank Boyles, City Manag AGENDA ITEM: Consider Approval of a Report Regarding LBAE Materials for the Public DISCUSSION: Introduction The purpose of this agenda item is to receive City Council approval of various documents to be used in conjunction with the Local Board of Education and Ap- peal (LBAE). Histo The City Council has exercised its option to act as the Local Board of Equalization and Appeal (LBAE) once again for 2011. The purpose of the LBAE is to afford property owners the opportunity to appeal the valuation placed upon their property as of January 2, 2011. Most communities in Scott County have decided to allow the Special Board of Appeal and Equalization appointed by Scott County to per- form this function. The Prior Lake City Council believes that they have a better understanding of circumstances unique to Prior Lake and want to extend the con- venience of appealing locally to property owners should they desire. Accordingly, Council members Erickson and Hedberg have each received the mandatory train- ing so the Council may continue to act as the LBAE in 2011. The City Council and staff of the Scott County Assessor met in a work session on January 3, 2011 to discuss how to better serve the public as the LBAE. A combi- nation of forms and revisions in process were agreed to. Current Circumstances Mike Thompson and his staff have prepared documents for use by property own- ers who wish to appeal their values this year. The documents include: • Residential Application for Prior Lake Local Board of Appeal and Equalization This form is available at the Scott county Court House, Prior Lake City Hall or the Prior Lake Website. The purpose of the form is to help property owners to submit the type of information which is needed to appeal property value. The five -page form literally walks the property owner through the needed informa- tion. • Commercial, Industrial, Multi- family Application for Prior Lake Local Board of Appeal and Equalization. While a considerably different form, this document accomplishes the same function as its residential counterpart. • Gathering Supporting Evidence for Your Appeal. This sheet helps property owners to identify information which is relevant and where to find that informa- tion. • Publicizing the LBAE Mike Peterson has prepared the attached proposal for publicizing the Local Board of Appeal and Equalization (attached). Mike has suggested a variety of efforts over time to assure that the maximum number of properly owners are reached. Other changes are contemplated to this year's LBAE as well: • The hearing will be conducted on Tuesday, May 3, 2011 at 6 p.m., which is a non - Council meeting night, so the Board can focus on this topic exclusively ra- ther than make people wait to have their agenda item heard. • Appellants are encouraged to submit their written appeal to the County Asses- sor by April 22, 2011. This will allow the County Assessor to begin research and determine if all information is provided. • Appointments will be made for those submitting written appeals. Those who do not make an appointment will wait until all those with appointments have been completed. • The hearing will not be televised to respect the private nature of the data shared at the LBAE. • Presentations will be limited to ten minutes to respect everyone's time. • No decisions will be made until the follow -up LBAE meeting scheduled for May 16, 2011. • Once the LBAE has made a determination, the property owners will receive confirmation in writing. ISSUES: The steps contemplated above should facilitate public awareness of the LBAE and what a property owner must do to perfect their appeal. The city Council may wish to provide additional direction with respect to the proposed forms, process and publicity. FINANCIAL Aside from the costs of the LBAE training program, which is modest, the added IMPACT: costs to the City are negligible. ALTERNATIVES: 1. Motion and second to approve the forms, process and publicity for the LBAE as proposed or with amendments. 2. Provide direction to staff to prepare additional information for City Council con- sideration. RECOMMENDED Alternative #1. MOTION: RESIDENTIAL APPLICATION FOR THE PRIOR LAKE LOCAL BOARD OF APPEAL AND EQUALIZATION MAY 3 2011 PROPERTY ID: PROPERTY ADDRESS: MAILING ADDRESS: DAYTIME PHONE #: PROPERTY TYPE: OWNERSHIP DATA: ❑ Single Family ❑ Condo ❑ Farm ❑ New Purchase ❑ Duplex ❑ Apartment ❑ Other Date of Purchase ❑ Owned Property for at least 3 years ❑ New improvements in past 2 years ❑ Townhome ❑ Vacant Land Amount of Purchase S Value of New Improvements CONDITION OF THE PROPERTY: ❑ Very Poor ❑ Poor ❑ Average ❑ Good ❑ Excellent RESIDENTIAL APPEALS PROPERTY SPECS: Please indicate the numbers and square footage of the following: BASEMENT: ❑ 100% Finished ❑ # Finished Living Areas (living room, kitchen family room etc) Living Area Square footage Bedrooms Bedroom Square Footage Bathrooms # Full Bath # %Bath # Y2 Bath Basement ❑ Attached ❑ Tuck Under ❑ none # Stalls FIREPLACE: ❑ Yes ❑ No ❑ Gas ❑ Wood # Fireplaces Porch /Others: ❑ 3 Season Porch Sqft 1 St Floor ❑ 4 Season Porch Sqft ❑ Screen Porch Sqft ❑ Deck Sqft ❑ Central Air 2nd Floor 3rd Floor ADDITIONAL PROPERTY INFO: (please check all that apply) BASEMENT: ❑ 100% Finished ❑ 75% finished ❑ 50% finished ❑ 25% finished ❑ none WALKOUT BASEMENT: ❑ Yes ❑ No HEAT TYPE: ❑ Gas ❑ Oil ❑ Electric ❑ Hot Water ❑ Forced Air GARAGE INFO: ❑ Detached ❑ Attached ❑ Tuck Under ❑ none # Stalls FIREPLACE: ❑ Yes ❑ No ❑ Gas ❑ Wood # Fireplaces Porch /Others: ❑ 3 Season Porch Sqft ❑ Open Porch Sqft ❑ 4 Season Porch Sqft ❑ Screen Porch Sqft ❑ Deck Sqft ❑ Central Air ADDITIONAL OUTBUILDINGS: Please list any additional outbuildings: Building Type Square Footage REASON FOR APPEAL: ❑ Value ❑ Classification ❑ Both SUPPORT FOR APPEAL: ❑ Appraisal done on property within past 12 -18 months Appraisal done for ❑ Sale ❑ Refinance (PLEASE PROVIDE A COPY WITH THIS APPLICATION) ❑ Neighborhood Sale Review — Comparable Sales Grid (PLEASE PROVIDE A COPY WITH THIS APPLICATION) ❑ Other (Explain & provide copies of the supporting documentation) OWNERS ESTIMATE OF VALUE: $ (Must be filled in) Minnesota State Law states that the Assessor's value is assumed correct unless the appellant has provided clear factual data that supports their claim. Examples of documents to support a claim would be: recent sale prices of comparable sales (none of which are foreclosed, short or bank owned sales as those sales are not 'arms-length' transactions where the Property was marketed for the normal amount of time AND the buyer and seller are willing buyers and sellers): a recent appraisal: or a recent market analysis. GENERAL COMMENTS or ANYTHING MORE YOU WISH TO ADD: ACKNOWLEDGEMENT: I understand that my appeal must include specific reasons why the assessor's valuation is not correct. The amount of tax or the percentage of the valuation or tax increase, personal hardship, and other matters unrelated to the actual market value cannot, by law, be considered. I, . state that I am the owner or an authorized representative of the real estate described above. I hereby request that the Prior Lake Local Board of Appeal and Equalization review the valuation or classification of the property as of the assessment date of January 2, 2011, for taxes payable in 2012. 1 acknowledge that only the sales that have occurred during the period of October 1, 2009 through September 30, 2010 are used in determining the value as of January 2, 2011. I also acknowledge that all information supplied above is true and correct. PRINTED NAME: SIGNATURE: DATE: Please submit this form and all supporting documents no later than April 22, 2011 to the address below: Scott County Taxation Department 200 4 1h Avenue West Shakopee, MN 55379 If you have any questions, please call our office at 952 - 496 -8115. COMMERCIAL, INDUSTRIAL, & MULTIFAMILY APPLICATION FOR THE PRIOR LAKE LOCAL BOARD scoff- OF APPEAL AND EQUALIZATION MAY 3 2011 PROPERTY ID: PROPERTY ADDRESS: MAILING ADDRESS: DAYTIME PHONE #: PROPERTY TYPE: OWNERSHIP DATA: ❑ Office ❑ Automotive ❑ Lodging ❑ Vacant Land ❑ New Purchase ❑ Retail ❑ Warehouse ❑ Mixed -Use ❑ Other Date of Purchase Amount of Purchase S Value of New Improvements CONDITION OF THE PROPERTY: ❑ Very Poor ❑ Poor ❑ Average ❑ Good ❑ Excellent ❑ Owned Property for at least 3 years ❑ New improvements in past 2 years ❑ Restaurant ❑ Manufacturing ❑ Multifamily If the property is multifamily, please go to the next section, otherwise please fill out below: COMMERCIAL /INDUSTRIAL APPEALS PROPERTY SPECS: Building Space Breakdown (Identify the different areas of the building. ex. office, Square Feet retail, warehouse, storage, etc.) The following information is also required with this form: • Rent roll, if applicable • Copies of all leases, if applicable • Year -end financial statements for 2009 and 2010 Other information about this property that may affect market value: If the property is multifamily, please fill out this section: *If this survey has been previously completed, check this box and go to next page. ❑ Please check the following items that apply to your property: Utilities Paid by Landlord: ❑ Heat (type ) ❑ Water /Sewer ❑ Electricity ❑ Cable ❑ Trash Removal Appliances: ❑ Range /Oven ❑ Refrigerator ❑ Dishwasher ❑ Microwave ❑ Garbage Disposal Air Conditioning: ❑ Sleeve ❑ Wall Unit ❑ Central Utilities Paid by Tenant: Type of Parking: ❑ Heat (type ) ❑ Off - Street ❑ Water /Sewer ❑ Detached ❑ Electricity ❑ Attached ❑ Cable ❑ Tuck -under ❑ Trash Removal ❑ Underground Other Unit Features: # of Garages: ❑ Patio Included in rent? ❑ Balcony ❑ Yes ❑ No ❑ Blinds If no, what is the ❑ Vaulted Ceiling monthly rent? $_ ❑ Fireplace Washer /Dryer: ❑ Common ❑ In -unit ❑ Hook -ups Please indicate if there are any other amenities or features: UNIT MIX & RENTAL RATES REASON FOR APPEAL: ❑ Value ❑ Classification ❑ Both SUPPORT FOR APPEAL: ❑ Appraisal done on property within past 12 -18 months Appraisal done for ❑ Sale ❑ Refinance (PLEASE PROVIDE A COPY WITH THIS APPLICATION) ❑ Comparable Sales (PLEASE PROVIDE A COPY WITH THIS APPLICATION) ❑ Other (explain & provide copies of the supporting documentation) OWNERS ESTIMATE OF VALUE: S (must be filled in) Minnesota State Law states that the Assessor's value is assumed correct unless the appellant has provided clear factual data that supports their claim. Examples of documents to support a claim would be: recent sale prices of comparable sales (none of which are foreclosed, short or bank owned sales as those sales are not `arms- leneth' transactions where the Property was marketed for the normal amount of time AND the buyer and seller are willine buyers and sellers); a recent appraisal; or a recent market analysis. GENERAL COMMENTS or ANYTHING MORE YOU WISH TO ADD: ACKNOWLEDGEMENT: I understand that my appeal must include specific reasons why the assessor's valuation is not correct. The amount of tax or the percentage of the valuation or tax increase, personal hardship, and other matters unrelated to the actual market value cannot, by law, be considered. 1, . state that I am the owner or an authorized representative of the real estate described above. I hereby request that the Prior Lake Local Board of Appeal and Equalization review the valuation of the property as of the assessment date of January 2, 2011, for taxes payable in 2012. 1 acknowledge that only the sales that have occurred during the period of October 1, 2009 through September 30, 2010 are used in determining the value as of January 2, 2011. I also acknowledge that all information supplied above is true and correct. PRINTED NAME: SIGNATURE: DATE: Please submit this form and all supporting documents no later than April 22, 2011 to the address below: Scott County Taxation Department 2004 th Avenue West Shakopee, MN 55379 If you have any questions, please call our office at 952 - 496 -8115. Gathering Supporting Evidence for Your Appeal You must have documentation to support your appeal. No two properties are identical. When comparing properties considerations must be made to the differences between the properties. Estimated market values of your neighbor's properties do not support a claim of overvaluation of your property. Items you may wish to include: • A recent appraisal of your property • Sales of similar properties (i.e. square footage, style, neighborhood, etc) • Recent sale of your property • Photographs of your property • Documents supporting the use of your property(if you are appealing classification) Using the Scott County Website to Gather Information www.co.scott.mn.us Certificate of Real Estate Value Scott County Home Page > Property Information > Certificate of Real Estate Value • Here you can search all the sales that have taken place in Scott County by Date, PID, Value Range, Vacant /Improved, and Type • Prior Lake's PID's range is from 25- 001 -0010 to 25- 999 -9999 • The sales study date range is from 10/01/09 to 9/30/10 • Please note only sales that are check "Good for Study" will be considered, this is found on the bottom of the Certificate of Real Estate Value (see below) Good for study Yes ❑ No ff no, give reason /code Scott GIS Interactive Mapping Application Scott County Home Page > GIS / Maps > Scott GIS Interactive Mapping Application • Here you can click on individual parcels to get property information or "Select by Graphic" to get property information on a neighborhood • Three steps to select a group of homes: � 1. Click the Selection Menu and Select by Graphics ') riif -L ecicnt k%/ nnlweinn nnrl colon} mn mrnm nn tho rnmr% Proposed Public Information Efforts for Local Board of Appeals and Equalization January 18, 2011 Publicity Type Timeline 1. Put information on the website home March 14 (update every year) page with a link to the form. 2. Have LBAE web page and include a March 22 (update every year) timeline of the appeals process and link the appeal form. 3. Add a news bulletin to the PLTV -15 March 15 — May 3 cable channel telling people when and how to appeal. 4. Do Inside City Hall show with County Record on March 31 Assessor Mike Thompson or Prior Lake Replay until May 3 Assessor Troy Pint. Stream as well. 5. Send the appeals form with a press April 13 before noon release to local media. 6. Link the form to Facebook and Twitter. April 15 7. Link the form to our e- newsletter/ piggy April 1 back it to the chamber's newsletter. 8. Have the mayor mention the information April at conclusion of council meetings. 9. Put the information in the spring April 2 Wavelength due out April 2. 10. Put reminders on the city community April 1 — May 3 (various dates) calendar about important LBAE deadlines.