1989-11-22 Special Meeting
740
MINUTES OF SPECIAL MEETING, NOVEMBER 22, 1989
ASSEMBLY
The New Hanover County Board of Commissioners met in Special
Session on Wednesday, November 22, 1989, at 8:30 o'clock A.M. in
Room 501 of the New Hanover County Administration Building, 320
Chestnut Street, Wilmington, North Carolina.
Members present were: Commissioners W. Albert Corbett, Jr.;
E. L. Mathews, Jr.; Vice-Chairman Nolan O;Neal; Chairman Fred
Retchin; Acting County Manager, Mary Gornto; County Attorney,
Robert W. Pope; and Clerk to the Board, Lucie F. Harrell.
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Commissioner Jonathan Barfield, Sr. was absent.
Chairman Retchin called the Special Session to order stating
the purpose of the meeting is to discuss the 1991 Tax Revaluation
and to discuss whether or not County Commissioners should serve
on various boards and committees appointed by the Commissioners.
DISCUSSION OF 1991 REVALUATION
Tax Administrator, Roland Register, stated
Revaluation will become effective as of January
presented the following schedule of events:
New Construction - Data Collection for 1990
Convert data to IBM files
Generate preliminary record file
Field Review and feed back
Revise data elements
Collect data for new construction
Develop final Schedule of Values
Present Schedule of Values to Commissioners
Advise Availability of Proposed Schedules for
Public Inspection and date of Public Hearing 7/17/89
Display Schedule of Values to Public 7/15/90 - 8/1/90
Conduct Public Hearings on Schedules 8/6/90
Schedule Adopted by the Commissioners 8/20/90
Advertise Adoption of Schedules four weeks before
Appeal Deadline 8/21/90
Additional Public Inspection of Approved
Schedules
Anticipated Deadline for Appeal to State
Final Update of property records and
printing of notices
Mail Notices
Conduct informal hearings, adjustments, and
deadline for assessor changes
Deadline for appointing a Special Board of E&R
Advertise Meetings of the Board of E&R
First Meeting of the Board of E&R
SCHEDULE OF EVENTS
the
1,
1991
1991.
Tax
He
10/89 1/90
10/89 - 12/89
10/89 5/90
2/90 6/90
3/90 6/90
7/90 2/91
6/90 7/90
7/16/90
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9/11/90
8/21/90 - 9/20/90
9/20/90
9/24/90
10/1/90
9/90 to 3/91
March 1991
3/91 4/91
4/91 - 5/91
Tax Administrator Register emphasized the importance of
educating the public on the 1991 revaluation. He stated the
Commissioners nor the Tax Department should have to apologize for
the revaluation process which is required by State Statutes. He
complimented his present staff and Tax Department employees on
their ability to perform this task and requested the
Commissioners to refer all questions and inquiries to the Tax
Department. He stated if the appeal cannot be resolved in the
Tax Department, the appellant can appeal to the Board of E&R, and
if not satisfied with the decision rendered by the Board of E&R,
the appellant can carry the appeal to the N. C. Property Tax
Commission within 30 days.
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Commissioner Mathews emphasized the importance of training
all County personnel to respond courteously when answering the
telephone or discussing a problem wi thin that department. Tax
Administrator Register stated all permanent employees in the Tax
Department have completed a telephone courtesy program, and
clerks who handle public inquires have attended an informative
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MINUTES OF SPECIAL MEETING, NOVEMBER 22, 1989 (CONTINUED)
7 4-1 .,
Work Shop on building relationships with the public by allowing
them to express their complaints and respond as tactfully as
possible.
Chairman Retchin stated the tax notices mailed in September
referred to "improvements" instead of buildings or structures.
He requested substituting the word "buildings" for improvements
when preparing the tax notices. He also recommended a simple
statement explaining that an increase in the appraised value does
not necessarily mean an increase in taxes to be paid. Appraisal
Supervisor, Jim Bethune, agreed with the recommendation and
suggested that the Tax Notice be reviewed and approved by the
Commissioners before they are mailed.
Commissioner Mathews asked if other Counties appoint a Board
of Equalization and Review. Tax Administrator Register stated
most Boards of Commissioners sit as the Boards of E&R; however,
larger counties, such as Wake and Mecklenburg counties, have
separate boards.
DISCUSSION OF MASS APPRAISAL AND COST APPROACH TO VALUE
Appraisal Supervisor, Jim Bethune, commented on the N. C.
Statutes governing the appraisal of property stating "true value"
is interpreted as "meaning the market value, that is the price
estimated in terms of money at which the property would change
hands between a willing and financially able buyer and a willing
seller, neither being under any compulsion to buy or to sell and
both having reasonable knowledge of all the uses to which the
property is adapted and for which it is capable of being used."
He discussed the Mass Appraisal Process and commented on the
following procedures:
1. Computerized data filing & valuation system.
2. Property record card.
3. Neighborhood analysis.
4. Valuation of Land.
5. Valuation of improvements.
6. Field review and adjustments.
Chairman Retchin asked how property is appraised when the
land itself has escalated greatly in value, but the structure or
house is of very little value? Appraisal Supervisor Bethune
stated the property would be valued at its highest and best use;
however, the land value would be reduced, known as a
mis-improvement, to allow for the inferior structure in order to
place a fair value on the property.
A lengthy discussion was held on the Income Approach to
Value versus the Cost Approach to Value. Appraisal Supervisor
Bethune stated the Cost Approach to Value has proven to be quite
equitable and does not involve the amount of time required to
perform an Income Approach to Value. He stated when an appeal is
presented to the Board of E&R, an Income Approach to Value,
Market Approach to Value, and Cost Approach to Value are
performed by the Appraisal Department and incorporated into the
recommendation by the Tax Department.
Appraisal Supervisor Bethune commented on the importance of
the field review process stating New Hanover County is fortunate
to have five appraisers who are skilled and knowledgeable in the
value of properties wi thin their districts. Over the next six
months, 65,000 parcels will be visited by the appraisers with
adjustments made before values are established.
Commissioner Mathews commented on the number of persons who
will be calling and recommended installing additional phone lines
and hiring temporary help to handle the inquiries after the tax
notices have been mailed.
Tax
Assembly
citizens
handle.
Administrator Register expressed concern for the General
not increasing the $12,000 tax exemption for senior
stating these complaints are going to be difficult to
He encouraged the Commissioners to contact our local
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7 42 MINUTES OF SPECIAL MEETING, NOVEMBER 22, 1989 ( CONTINUED)
legislators to address this issue in the Short Session of the
General Assembly.
Chairman Retchin expressed appreciation to Tax Administrator
Register and Appraisal Supervisor Bethune for the excellent
presentation. It was agreed by all that the following
suggestions should be implemented, if possible, to more
effectively carry out the 1991 Revaluation:
1. Encourage our local legislators to increase the
tax exemption for senior citizens.
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2. Tax Notice:
a. Change the term "improvements" to buildings
or structures.
b. Include a statement to explain that the
appraised value does not necessarily mean
an increase in taxes to be paid.
c. Review and approval of the Tax Notice by
the Commissioners before mailing.
3. Response to Telephone and Public Inquiries:
a. Installation of additional phone lines.
b. Hire additional temporary help to handle
responses after the mailing of notices.
c. Develop a procedure whereby an appraiser
will respond to an inquiry within one
week after receipt of the call.
4. Public Education:
a. Contact the Board of Realtors, Chamber of
Commerce, and Committee of 100 for assist-
ance in educating the public about the
revaluation process.
Consensus: After further discussion, it was the consensus of the [l
Board to schedule another Work Session following the development
of the Schedule of Values.
DISCUSSION OF WEIGEL ENGINEERING, INC. CONTRACT - STEAM PLANT
County Attorney Pope informed the Board that after reviewing
the contract, the County may need to add an additional paragraph
to deal with an insurance provision, and if so, the contract will
be presented to the Board for final approval.
DISCUSSION OF APPOINTMENT TO THE ZONING BOARD OF ADJUSTMENT
Clerk to the Board, Lucie F. Harrell, stated Tom O'Connell
who was recently reappointed to the Zoning Board of Adjustment
does not desire reappointment. She asked if the Board would like
to appoint the alternate member, William Boyd, to fill this
vacancy.
Consensus: It was the consensus of the Board to appoint Mr.
William Boyd to serve a three-year term on the Zoning Board of
Adjustment with ratification of this action on the agenda of
December 4, 1989, when all members are present.
DISCUSSION OF COMMISSIONERS SERVING ON VARIOUS BOARDS AND
COMMITTEES
Chairman Retchin commented on possible conflicts of interest
when Commissioners serve on boards appointed by the County
Commissioners. He recommended establishing a policy that will
allow each Commissioner the option of deciding if he/she would
like to serve on a particular board.
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Commissioner Mathews stated a County Commissioner is
required by State Statute to serve on the Mental Health Board and
Board of Health. He expressed concern for the areas of conflict
when serving on a board, particularly when budget and funding
requests are presented. He commented on the need to attend
meetings of all appointed boards and recommended not requiring a
Commissioner to serve on each appointed board.
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MINUTES OF SPECIAL MEETING, NOVEMBER 22, 1989 (CONTINUED)
743 "
Discussion was held on requiring monthly or quarterly
reports from all appointed boards. Commissioner Mathews stated
if written reports are required, the Commissioners can be
informed of the current activities without having to serve on
each individual board.
Acting County Manager Gornto recommended requesting
quarterly reports from the various boards and possibly scheduling
at least one presentation to the Commissioners during the year.
She stated a presentation would familiarize the Commissioners
with activities of the boards and assist the Board when making
budget decisions. She stated if presentations are to be
scheduled more than once a year, an additional monthly meeting
may be required due to the length of agendas at the present time.
Clerk to the Board, Lucie F. Harrell, recommended the
possibility of establishing time limits for agenda items stating
many counties throughout the State use this mechanism to control
the length meetings.
Consensus: It was the consensus of the Board to request the
Acting County Manager and the Clerk to the Board to prepare a
recommendation for assigning time limits on agenda items and
present this proposal to the Commissioners for final approval.
Consensus: After further discussion, it was the consensus of the
Board to allow each Commissioner to decide if they desire to
serve on a particular board. The Clerk is to notify all
appointed boards that a County Commissioner may not be serving on
their board unless required by the General Statutes.
ADJOURNMENT
Vice-Chairman O'Neal MOVED, SECONDED by Commissioner Mathews
to adjourn. Upon vote, the MOTION CARRIED UNANIMOUSLY.
Chairman Retchin adjourned the Special Session at 10:00
o'clock A.M.
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~~ F. Harrell
Clerk to the Board
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