Agent meeting TCAD 2016

2016 TRAVIS CENTRAL APPRAISAL DISTRICT AGENT MEETING

Pa ul Sny de r Lo n n ie H e n dr y, Jr M i c h ael Ka s per

WELCOME TO THE 2016 TCAD AGENT MEETING  Paul Snyder – Deputy Chief of Appraisal  TCAD is anticipating a productive and ef ficient protest season  Changes and enhancements are being implemented to expedite our processes  Agents will be scheduled exclusively beginning in April through July 1 st  Owners will be scheduled July 5 th through August 26th  2016 value notices will be mailed the fir st week of April  Electronic expor ts will be available on or about April 4th

STAFF INTRODUCTIONS  Adrienne Albers – Director - Appraisal Suppor t

 Michael Kasper – Director – Residential Appraisal  Lonnie Hendr y, Jr. – Director – Commercial/Business Per sonal Proper ty

NOTICES OF APPRAISED VALUE

 TCAD will not mail duplicate notices to property owners in 2016 that have a current fiduciary on file at the time of the mailing  This process was successfully implemented in 2015

 TCAD will post 2016 values on website once notices are mailed

INFORMAL PROCEDURES  With the exception of BPP, we will not hold same day

informal/formal hearings for real property accounts  This applies to all agents, regardless of the number of accounts represented or the number of individual agents in the office  Informal meetings should be held in advance of the formal hearing day  No one is required to have an informal meeting

INFORMAL AVAILABILIT Y

 Appraisal Staf f will be available for informal meetings after notices are mailed  Commercial availability begins April 11 th  Residential availability begins April 18 th  BPP availability will begin April 11 th

 Informal availability will be limited to the number of staf f members in each department  Impetus is on each individual agent to make sure they get enough informal time with staf f prior to a formal hearing

INFORMAL SCHEDULING  TCAD will not automatically schedule informal meetings  Impetus is on the individual agent to schedule informal meetings

 Scheduling informal time/dates will ensure appraisal staf f availability  Scheduling is not required but is highly recommended

INFORMAL SCHEDULING CONTINUED  Process for scheduling informal time:  Commercial - Contact Carroll Brown @ 512-834-9317 Ext. 425 Email – cbrown@tcadcentral.org  BPP – Contact Edie Hellums @ 512-834-9317 Ext. 502 Email – ehellums@tcadcentral.org  Residential – Contact Rebecca Rodriguez @ 512-834-9317 Ext. 208 Email – rrodriguez@tcadcentral.org

 Email list of informal accounts at least 3 days prior to the scheduled time/date  The list of accounts will ensure TCAD is prepared to discuss those accounts  The list will make the process more efficient  We will verify if the accounts have proper fiduciary in advance of the informal meeting  The agent will be able to quickly (in one meeting) work out fiduciary issues at the beginning of the informal session for all accounts to be worked that day

INFORMAL CHECK-IN PROCESS  TCAD has developed a “check -in” app  Check-in is automated with the use of an IPad  Agent iPad is located to your right as you walk in the building  2016 will be the first year of the QR barcode check -in – (We will distribute your agency’s QR barcodes at the second agent meeting on or about April 4th, or via email)

 Check-in app will streamline the informal process  Once checked-in, each agent will be placed in a queue  Staff will see who is in the queue for each department/portfolio  Staff will bring the agent to their desk and remove them from the queue

INFORMAL CHECK-IN APP SCREEN SHOTS

INFORMAL CHECK-IN APP SCREEN SHOTS

INFORMAL CHECK-IN APP CONTINUED

INFORMAL CHECK-IN APP CONTINUED

INFORMAL CHECK-IN APP CONTINUED

Detailed instructions for each window will be posted on the wall next to the check in iPad. The instructions will include procedure for QR reader as well as Manual Entry.

FORMAL PROTEST SCHEDULING PROCEDURES  Formal ARB hearings will generally be scheduled “Dollar Down”  Filtered by Portfolio/Agent/etc.  Some deviations from the “Dollar Down” methodology will be implemented

as necessary  Formal Hearings will be scheduled for a specific time and date for each PID

INFORMAL/FORMAL EVIDENCE AVAILABILIT Y  TCAD will distribute evidence at the time of the informal meeting  TCAD reserves the right to supplement/modify/change the evidence prior to the 14 day evidence exchange window of the formal hearing  TCAD understands that the agent’s evidence will/may change prior to the hearing if the property owner supplies additional information

 This is not punitive; it allows for good faith informal meetings with the ability to incorporate the most relevant evidence by both parties at the formal hearing  Formal evidence will be available 14 days prior to any scheduled formal hearing

RESIDENTIAL PROTEST TIMELINE/EXPECTATIONS  April 4 th – Export available for agent-coded accounts.

 April 11 th – Appraisers available for informals. Preferred: email R. Rodriguez to be scheduled. (Commercial ready April 11 th )  June 1 st – Agent formal schedule and $ down begins.  July 5 th – Scheduled homeowner hearings begin.  August 26 th – All hearings (formal & informal) completed.

(Commercial targeted completion date is July 15th).  TCAD reserves the right to adjust schedule as needed.

RESIDENTIAL ENHANCEMENTS  New for 2016  Condition codes: Average+ and Good+  Condition guidelines  Depreciation floors now linked to Condition and Sub-Class

 Enhancements to Default Comp Grid Scoring  Updated Cost Tables for Unit Types 15 and 22  Explanatory handout available at conclusion of meeting

2016 PVS YEAR  For Residential and Vacant Land accounts; if the account has a deed change in 2015/2016, no reduction in value will be made at the informal hearing other than adjusting to the subject’s sale price.

AGENT ETIQUETTE  Agents should not enter the appraisal departments without a

TCAD staff member.  Agents should not discuss properties with an appraiser other than their assigned appraiser for the day, without expressed

TCAD management approval.

PROFESSIONAL COURTESY  TCAD Respects Role of Property Tax Consultants  Passionate Advocacy

 Environment of Mutual Respect & Professional Courtesy  Discourteous or Abusive Behavior Will Result in Agent Working Formals Only for Remainder of the Year  At the Discretion of the CAD

EVIDENCE FORMAT  In a protest, TCAD seeks to apply the best available evidence of market value.  For maximum efficiency, any evidence to be considered at an informal hearing must be formatted to a minimum standard for TCAD’s CAMA system:  All sales to be considered must include TCAD PIDs and NBHD codes  All sales to be considered must meet Tax Code requirements

RESIDENTIAL TOPLINES  “Toplines” are a privilege extended by the CAD and an efficiency which, properly applied, serve the agent as well as the CAD.  TCAD reserves the right to extend, or withdraw, this privilege at will.

RESIDENTIAL TOPLINES  In order to be eligible for residential “toplines”, the following minimum requirements must be met:  Begin working their portfolio at informals, fulltime, no later than Monday, April 25 th  Total portfolio percentage of “toplined” properties is not to exceed 3% of total volume