2011 - 04-18-2011 Reg. Meeting - Laserfiche WebLink

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arm 24 k!1 2. Contact with list of potential businesses by mail: TMA will use internal resources and research methodology to identify business locations within the COUNTY which do not appear on the COUNTY's tax roll. TMA shall generate correspondence to be sent to each business location outlining the statutory responsibility to file a Listing Form and indicating the COUNTY's intent to assess the business for personal property sitused at a particular location. The correspondence shall also include a copy of COUNTY's Listing Form and instructions, a return envelope addressed to TMA's contact center, and contact information for TMA. Such correspondence shall be signed by the Assessor or by his /her authorized designee. 3. TMA Contact Center: TMA shall make available to the COUNTY for the purpose of Discovery Services a contact center owned and managed by TIMA and located in Charlotte, N.C. The contact center will house staff responsible for the collection and processing of mail, email, fax materials, and phone calls with taxpayers. Through the contact center, TMA will manage the printing and mailing of all materials which go to identified accounts. 4. Canvass Methods: TMA shall use throughout the program all methods available and pertinent to a thorough review of business locations in the county. These methods may include phone calls to business locations, site visits and /or physical canvassing, or continued use of internet, mapping, or other resources to which TMA maintains access. 5. Application of values from internal CAVS process: TMA may use its Cost Analysis Valuation System ( "CAVS ") to determine an estimated taxable business personal property value associated with a particular business entity type. CAVS may be applied to any business entity determined to be actively operating in the jurisdiction but which failed to respond to requests for information by TMA and /or COUNTY personnel. CAVS values shall be considered an estimate of value based on best information, and shall be provided to the COUNTY as a guide and recommendation. All final values shall be the responsibility of the Assessor and /or designated COUNTY staff. a. CAVS Training: TMA shall give access to and train designated COUNTY personnel how to use CAVS to determine an estimated value for business entities. An estimated value is based on average conditions and property density or capital investment based on like kind business entities. CAVS shall in no way be construed as an appraisal tool. CAVS is a proprietary, in -house application which shall be maintained by TMA. COUNTY may, upon termination of this Agreement, utilize the CAVS on a subscription basis pursuant to the terms of a separately negotiated written agreement. 6. Final Product: TMA will deliver to the COUNTY one file per Discovered Business which contains information related to the business location discovered through these services. This information will include the name, location, contact history, and other information to allow the Assessor to make an assessment of the business and location. Each file per Discovered Business is referred to herein as "Final Product." a. Estimated Accounts: The Final Product for "Estimated Accounts" will contain the information described in the above Section 6 and also an estimate of the Cumulative Account Value, as defined in Section 2.A, based on CAVS modeling and best knowledge of TtVIA staff. Estimates are not appraisals, limited appraisals, or audits, but instead are models based on like kind businesses of similar type and practice as they are built in the CAVS system. Documentation from CAVS describing the derivation of value will be included in each Final Product for Estimated Accounts. These values are provided as a professional service and estimate of Cumtdafive Account Value in TVIA's opinion, and should be altered by the Assessor and COUNTY staff as appropriate.