Minutes of a special workshop meeting of the Town Board of the Town of Olive held Monday, November 15, 2004, 6:00 pm at the Town Meeting Hall in Shokan, NY.
Members Present: Berndt Leifeld, Supervisor
Helen Chase, Council Member
Bruce La Monda, Council Member
Linda Burkhardt, Council Member
Member Absent: Henry Rank, Council Member
Recording Secretary: Sylvia Rozzelle, Town Clerk
Others Present: Cole Layer Trumble representatives, Steven Beccio, Project Supervisor & Eric Hardy, Area Manager; Ulster County Real Property Representatives, Dorothy Martin, Director & Sue Tillson, Supervisor; ORPS Ulster County liaison, Jim LePlant; and Olive Assessor Mike Sommer
The Town Board and the representatives present reviewed the proposed contract provided by Cole Layer Trumble for completing a town wide reevaluation of properties. Assessor Mike Sommer stated he would like to see new property record cards created. Steve Beccia stated this wasn’t included in the original contract. Sue Tilson noted that page 18 notes that new records will be made for all that are necessary. Dorothy Martin stated that whatever you do it should be consistent. Mr. Beccio stated this was not delineated in the contract. Council Member Burkhardt asked what would be the need for a new card. Mr. Beccio stated that the need for a new card is that there is not one there or something new has been added. Dorothy Martin stated the town’s need could possibly be a new card for every parcel stating she thought that CLT would take the existing card, go to the property and verify the information, and create a new card. Mr. Beccio stated your current data file is RPS Version 4 and they will print an inventory card in an inventory content form. Eric Hardy stated there is language in the contract that seems to indicate that new cards will be reproduced. It was noted by Jim LePlant that the RPS Version 4 can not produce information relative to a property record card.
Mr. Beccio noted there will be two calls and a letter to property owners noting calls will be made after 6 pm and the second call will be on a Saturday and then they will send a letter. This was agreed upon.
On page 22 under images, Mr. Beccio stated they will take an oblique photo of the house and will start as soon as possible in the spring. Eric Hardy stated that a month prior to starting any activities they would like to present a detailed plan. He noted their workweek would be Tuesday through Saturday. Mr. Hardy noted that prior to the detailed plan they will have a general informational meeting and a pre-inspection letter will be mailed to every property owner. He noted that letters will not go out at the same time but will be mailed two to three weeks prior to inspecting the residence. He stated there will also be a data mailer and an impact notice. Mr. Hardy stated that in the pre-inspection letter they could certainly add another informational sheet, if necessary. Mr. Beccio stated that throughout the phases of the project they will conduct public informational meetings.
Mr. Beccio noted that on page 28, Project Status Control, it states they will provide biweekly reports and asked if a monthly is also required. Mike Sommer responded that monthly reports would not be necessary.
Mr. Beccio stated that valuation and assessment challenges often come with appraisals. Mike Sommer stated that besides the City of New York there have been only two grievances in the past year. Mr. Beccio asked if most commercial properties are owner/operators and questioned the need for rental income and expense statements. Mike Sommer noted that commercial properties in Olive are smaller businesses and feel that this won’t be a problem.
Jim LePlant noted that Ulster County recently converted to Version 4 and are all working on a main server and are working through an internet connection noting that data entry could be done outside the town offices. He stated he would recommend they do all their valuation project outside of the town’s system.
It was noted that the company will start as soon as possible in the spring and will be completed by June 1st 2006.
Mr. Beccio stated their company will need to be provided with office space, a telephone, a computer with internet access, and a fax machine.
All business pertinent having been discussed the Town Board adjourned at 7:30 pm on a Leifeld/Chase motion.
Sylvia Rozzelle, Town Clerk
