Minutes
Selectmen’s Workshop
September 12, 2005
8:07 AM Chair Netishen opened the meeting.
Members present: Bill Netishen, Peter Bock and Town Administrator Charles A. Brown.
Absent: Mary Bonser
Guests: Loren Martin and Heidi Seaverns.
Chair Netishen announced the purpose of the workshop to address issues regarding assessing in the Town of Nottingham.
Mr. Netishen asked if the number of scheduled hearings was within average parameters. Ms. Martin stated that it was, which is in the 10% area.
Mr. Bock asked if Avitar has used staff that is familiar with Nottingham and if the data that is collected is the same as other towns? Ms. Martin responded yes, if at all possible, the staff assigned to work in specific towns is familiar with those towns. Also, the data collected is the same in each town. Both Mr. Netishen and Bock wished to know if the timeline established for this process had been satisfactory. The answer was yes. It was also noted that the hearing process went much longer than the scheduled 4 days as many requests for review were processed continually up to a point where they had to stop in order to produce final figures for submittal to DRA. Mr. Netishen felt the Board could have used more time to evaluate the final assessments. Mr. Brown answered, that would not be needed because, that is why
professional assessors are contracted to do this work. The Selectmen do not have the expertise to evaluate the criteria used in the assessing process.
It was asked where Nottingham stands in comparison to surrounding communities? Ms. Martin feels we are in the ballpark but there are many different factors involved with neighboring towns. The number of regular homes, mobile homes, waterfront property, commercial/industrial property etc. The State will categorize these strata when our equalized ratio is received.
The Plainfield case was brought up. There was little or no sales data to rely on so they had to use experience to determine value factors.
Mr. Netishen has been contacted by a number of property owners that feel they were left with a hopeful resolution of their concerns only to be disappointed when they received a follow-up letter. Ms. Martin explained that data collectors do not make any changes and should not cause a property owner to believe that any specific adjustment will be made. A hearing or inspection does not mean that any change will be made.
Regarding abatements: Ms. Martin makes the recommendations regarding abatement applications but the Selectmen have the final say. Regarding comments, every attempt is made to keep them understandable but going into extensive detail is not a recommended practice. The amount of detail required is always a subjective matter, where do we draw the line as to what is enough?
Notice: Avitar and the Town Office will work together to provide a prior notice of pending visits. Also will try posting a general notice of when assessors will be in Town for new construction / building permits and data pickup. Specific scheduling will not be done. Using a door hanging method is not recommended. It presents security problems and will not guarantee the property owner received the notice, for example placed on the wrong door, were not home until after dark and did not see the hanger, were not home at all, etc.
The number of contract days may increase if process changes.
Prior to any future hearings or updates put notice in the newsletter, on cable, on website etc.
Regarding the concern about assessors being too busy and making too many assumptions.
Ms. Martin stated it is the nature of the business when interior inspection is not performed, assessors must use information from building permits and visual data. Assumptions must be made to complete the process. This is an example of why property owners have to make an effort to review their property record file at least annually in case a mistake is made.
The use of regular data collectors familiar with the Town helps keep errors to a minimum.
It was asked how any new commercial development would be assessed? Ms. Martin feels that both Mr. Roberge and she would be involved.
Mr. Brown said he and Ms. Seaverns would compile the items in today’s meeting for informational purposes. Many of these issues and concerns will require specifics.
The Board asked Ms. Martin about any differences between Conservation Easements and Current Use assessing. She stated that these 2 areas are valued in the same manner.
Ms. Martin was asked about staffing levels at Avitar in regard to how they may affect the company’s fulfillment of their agreements. Ms. Martin feels the company is in a good position to fulfill their commitments. She continued by updating the Board on Avitar’s business accomplishments and feels the company is stable and providing good service to customers.
9:54 AM Having no further business before the Board,
Motion: Netishen, second Bock to adjourn.
Vote: 2-0 in favor.
Respectfully Submitted,
Charles A. Brown
Town Administrator
Approved as corrected
10/3/05
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