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Property Valuation Training & Procedures Commission Tax Map Advisory Committee Kurt Donaldson, GISP 6/2/2014 WV Cadastral Workshop Member, Property Valuation.

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Presentation on theme: "Property Valuation Training & Procedures Commission Tax Map Advisory Committee Kurt Donaldson, GISP 6/2/2014 WV Cadastral Workshop Member, Property Valuation."— Presentation transcript:

1 Property Valuation Training & Procedures Commission Tax Map Advisory Committee Kurt Donaldson, GISP 6/2/2014 WV Cadastral Workshop Member, Property Valuation Training & Procedures Commission Manager, WV GIS Technical Center, WVU

2 Tax Map Regulations & Monitoring Regulations –WV State Code Chapter 11. Taxation Article 1c. Fair and equitable property valuation –Statewide Procedures for the Maintenance and Publishing of Surface Tax Maps (189 CSR 3) effective 2009 –Tax Map Sales (189 CSR 5) effective 1992 County Monitoring Plans WV Tax Maps2

3 Tax Map History in WV 1960’sFirst Tax Maps: County surface tax maps created on linen or mylar sheets and maintained by WV DTR State transfers map making responsibilities to counties. First uniform statewide mapping standards (WV CSR 189 Series) approved by the Property Valuation Training and Procedures Commission (PVC) 2007PVC approves new digital mapping rules for map procedures and sales 2008Kanawha County Circuit Court orders State Tax Department to provide Seneca Technologies with electronic copies of all county tax maps. PVC approved Tax Map Sales Legislative Rule (WV CSR 189-5) withdrawn. 2009Seneca Lawsuit Overturned 2009Revised procedural rule WV CSR “Statewide Procedures for the Maintenance and Publishing of Surface Tax Maps” becomes effective. 2013PVC appoints Tax Map Advisory Committee to review mapping regulations. 2014PVC approves updates to WV Code §11-1C (Taxation), WV 189CSR5 (Tax Map Sales), WV 189CSR3 (Statewide Procedures for the Maintenance and Publishing of Surface Tax Maps). 2015State Tax Dept. to file WV Code §11-1C changes first for Legislation. WV Tax Maps3

4 §11-1C-4. [PVC] Commission powers and duties; rulemaking Make Rules: The commission shall have the power to make such rules as it deems necessary to carry out the provisions of this section, which rules shall include procedures for the maintenance, use, sale, and reproduction of microfilm, photography and tax maps. Devise Training: Devise training and certification criteria for county assessors and their employees and members of county commissions Evaluate Performance of Assessors & Tax Department: The commission shall establish objective criteria for the evaluation of the performance of the duties of county assessors and the tax commissioner. WV Tax Maps4

5 Members of PVC Jeff AmburgeyDirector, Property Tax Division Chairman, PVC Hon. Janice LaRueMineral County Commissioner Hon. Mickey BrownBoone County Commissioner Hon. Cheryl RomanoHarrison County Assessor Hon. Eddie Young*Fayette County Assessor Hon. Jason Nettles*Calhoun County Assessor Dr. Calvin Kent*Citizen Member Mr. Kurt Donaldson*Citizen Member * PVC Subcommittee appointed to review regulations and monitoring WV Tax Maps5

6 Charge to Tax Map Advisory Committee Regulations: Review all mapping regulations. Ensure mapping definitions and rules consistent and unambiguous for all mapping regulations. –WV State Code –Statewide Procedures for the Maintenance and Publishing of Surface Tax Maps (189 CSR 3) effective 2009 –Tax Map Sales (189 CSR 5) effective 1992 Monitoring: Review County Monitoring Plans Training: Review training resources and guidelines Enforcement: Review enforcement procedures for those entities which illegally distribute tax maps ( c.6) WV Tax Maps6

7 Revisions Approved by PVC Regulations –WV Code §11-1C (Taxation) Chapter 11. Taxation That the word “electronic” be added to Chapter 11-1C of the WV State Code so that the tax map rules apply to both paper and digital tax maps. –WV 189CSR5 (Tax Map Sales) That the 1992 Legislative Rule (WV 189CSR5) Tax Map Sales be revised regarding the sale and viewing of electronic tax maps and cadastral GIS data. –WV 189CSR3 (Statewide Procedures for the Maintenance and Publishing of Surface Tax Maps) That the Procedural Rule be amended so that all symbols and annotation on Finished Tax Maps shall be legible when the original maps are reduced by 50%. WV Tax Maps7

8 WV State Code Chapter 11. Taxation Article 1c. Fair and equitable property valuation WV Tax Maps8

9 WV State Code - Review §11-1C-2. Definitions. For the purposes of this article, the following words shall have the meanings hereafter ascribed to them unless the context clearly indicates otherwise: (d) "Valuation commission" or "commission" means the commission created in section three of this article. (h) "Electronic” means relating to technology having electrical, digital, magnetic, wireless, optical, electromagnetic or similar capabilities. Electronic tax maps consist of the digital mapping files, aerial photography, and other mapping data layers associated with tax maps. (i) "Paper” means a tax map or document that is not electronic. WV Tax Maps9

10 WV State Code - Review §11-1C-4. [PVC] Commission powers and duties; rulemaking. (3d) The commission shall have the power to make such rules as it deems necessary to carry out the provisions of this section, which rules shall include procedures for the maintenance, use, sale, and reproduction of microfilm, photography and tax maps reproduction, and distribution of paper and electronic tax maps. WV Tax Maps10

11 WV State Code 11-1C-7. Duties of county assessors; property to be appraised at fair market value; exceptions; initial equalization; valuation plan. (e) (1) The county assessor shall establish and maintain as official records of the county tax maps of the entire county drawn to scale or aerial maps, … ascertained by reference to the appropriate records: Provided, That all such records shall be established and maintained and the sale, and reproduction of microfilm, photography and tax maps reproduction, and distribution of paper and electronic tax maps shall be in accordance with legislative rules promulgated by the commission. WV Tax Maps11

12 WV State Code - Review 11-1C-7. Duties of county assessors; property to be appraised at fair market value; exceptions; initial equalization; valuation plan. (2) The following fees apply in addition to any fee charged by the assessor or the map sales unit of the property tax division of the department of revenue for the sale or reproduction of microfilm, photography and paper and electronic tax maps pursuant to the legislative rules referenced in subdivision (1) of this subsection: (A) For a full map sheet, an additional fee of three dollars per copy shall be charged, which shall be deposited in the courthouse facilities improvement fund created by section six, article twenty-six, chapter twenty-nine of this code; WV Tax Maps12

13 TITLE 189 PVC Rules SERIES 3 Statewide Procedures for the Maintenance & Publishing of Surface Tax Maps SERIES 5 Tax Map Sales WV Tax Maps13

14 Rule Making Steps Procedural Rule (189-3 Map Procedures) –30- Day Public Comment Period –Agency Approved Filing Legislative Rule (189-5; Map Sales) –Public Comment –Agency Approved Filing –Approval by Legislative Rule Making Committee –Modified Rule Filing –Passage in House & Senate –Signature by Governor 14WV Tax Maps

15 Statewide Procedures for the Maintenance and Publishing of Surface Tax Maps (189 CSR 3) effective 2009 WV Tax Maps15

16 Finished Tax Maps Manually drafted or computer generated WV Tax Maps16

17 Finished “Surface” Tax Maps Show the property and lot lines, set forth dimensions and/or areas, and other cadastral and cultural features that assessors are required by state law to maintain and publish for the public. Created by either manual or automated methods in accordance with standards approved by the Property Valuation Training and Procedures Commission –Cartographic Design / Layout Specifications –Map Content –Maintenance Procedures / Map Currency –Submission Requirements / County Monitoring WV Tax Maps17

18 WV Tax Maps18

19 WV Tax Maps19

20 WV Tax Maps20

21 §189-3 Tax Map Rule - Review (References) § References. –17.1. International Association of Assessing Officers (IAAO) Standard on Contracting for Assessment Services. Website: –17.2. International Association of Assessing Officers (IAAO) Standard on Digital Cadastral Maps and Parcel Identifiers. Website: –17.3. International Association of Assessing Officers (IAAO) Standard on Manual Cadastral Maps and Parcel Identifiers. Website: –17.4. Federal Geographic Data Committee’s (FGDC) Cadastral Data Subcommittee Cadastral NSDI Reference Document. Website: § References. –17.1. International Association of Assessing Officers (IAAO) Standard on Contracting for Assessment Services. Website: –17.2. International Association of Assessing Officers (IAAO) Standard on Digital Cadastral Maps and Parcel Identifiers. Website: –17.3. International Association of Assessing Officers (IAAO) Standard on Manual Cadastral Maps and Parcel Identifiers. Website: –17.4. Federal Geographic Data Committee’s (FGDC) Cadastral Data Subcommittee Cadastral NSDI Reference Document. Website: WV Tax Maps21

22 §189-3 Tax Map Rule Review (Text Font Size/Symbol Sets) WV Tax Maps22

23 §189-3 Tax Map Rule Review (Text Font Size/Symbol Sets) WV Tax Maps23

24 §189-3 Tax Map Rule (Symbol & Annotation Sizes) § Map Design –§ Size of Map Elements. -- All map elements including symbols, annotation, and text shall still be legible when the original maps are reduced by 50%. § Map Design –§ Size of Map Elements. -- All map elements including symbols, annotation, and text shall still be legible when the original maps are reduced by 50%. WV Tax Maps24

25 §189-3 Amendments? (Acreage and Revision Dates) § Map Design –§ e.2 Acreage. -- Parcels one (1) acre or larger shall show acreage. Parcels in rural areas less than one acre may be shown as fractions of an acre or dimensions in feet. Acreage should not exceed two (2) places beyond the decimal point. § Map Design –§ e.2 Acreage. -- Parcels one (1) acre or larger shall show acreage. Parcels in rural areas less than one acre may be shown as fractions of an acre or dimensions in feet. Acreage should not exceed two (2) places beyond the decimal point. WV Tax Maps25

26 §189-3 Amendments? (Acreage and Revision Dates) § Map Maintenance –§ Revised Map Copies Provided to Department of Tax and Revenue. -- In order to provide current map copies to the general public, each assessor shall provide, free of charge, one reproducible copy of each revised map sheet to the Department of Tax and Revenue. § Map Maintenance –§ Revised Map Copies Provided to Department of Tax and Revenue. -- In order to provide current map copies to the general public, each assessor shall provide, free of charge, one reproducible copy of each revised map sheet to the Department of Tax and Revenue. WV Tax Maps26

27 Tax Map Sales (189 CSR 5) effective 1992 WV Tax Maps27

28 §189-5 Tax Map Sales – PVC Recommendations PAPER MAPS: The existing base fees ($5.00 for full tax map sheet, $1.50 for copies) will remain the same. DIGITAL PRINT-READY IMAGES (PDF, JPEG, etc.) Same fees as for paper maps, or $5 per map sheet. DIGITAL PARCEL POLYGONS (GIS files: Esri Shapefiles, AutoDesk Drawing files, etc.) Calculate the fee based on the total number of tax map sheets ($5 per map sheet) that covers the area of interest. The Courthouse Facilities Improvement Authority, not the PVC, shall set the additional tax map fees (e.g., $3 per full map sheet, $1.50 per copy) for the courthouse facilities improvement fund. WV Tax Maps28

29 §189-5 Tax Map Sales - Review ProductWV 189CSR5 (Base fee) Code §11-1C-7 (Surcharge CFI) 2 Total Printed Copies or Print-Ready Images of Finished Tax Maps Full Map Sheet 18” x 24” or larger 1 $5.00$3.00$8.00 Small Map Sheets 11” x 17” or smaller $3.00$2.00$5.00 Reproductions 8.5” x 11” or 8.5” x 14” $1.50 $3.00 Digital Parcel Polygons (GIS files: Shapefiles, DWG files, etc.) Digital Parcel GIS File without IAS Data $5.00 per map sheet $3.00$8.00 Digital Parcel GIS File with IAS Data $6.00 per map sheet $3.00$8.00 x total number of maps in County 1 An additional processing fee may be applied for customized map services. 2 The percentages of tax map sales revenue submitted to the Courthouse Facilities Improvement Fund range from 37.5% (full map sheet) to 50% (reproductions). WV Tax Maps29

30 Tax Map Sales Lower Fees –Fees for public documents should be reasonable and affordable (23K maps * $9 = $207,000) –Fees should be based on cost of duplication or reproduction –Benefits to public and economic development Higher Fees –Increased assessor costs associated with sustaining a digital mapping system and services –Necessary surcharges like courthouse improvement fund WV Tax Maps30

31 §189-5 Tax Map Sales – PVC Recommendations Scope. -- This regulation establishes the prices, procedures and locations for the purchase of surface tax maps and corresponding digital parcel files prepared by the assessors of the State. Authority to Set Fees. -- The Property Valuation Training and Procedures Commission sets the fees for tax map sales with sales subject to the Courthouse Facilities Improvement Fund surcharges in accordance with paragraph 3.2 of this rule. –Non-Cadastral Map Data. -- Fees associated with aerial photography, addresses, road centerlines, elevation contours, digital elevation models, and other mapping layers acquired by county or local governments are outside the purview of PVC –Customized Maps. -- The assessor is authorized to charge for the employees’ time at a reasonable base rate as well as the cost of consumables like paper and ink for customized map requests by the public. WV Tax Maps31

32 §189-5 Tax Map Sales – PVC Recommendations Map Sales by Department of Tax and Revenue. -- The Tax Map Sales Office of the State Department of Tax and Revenue will charge the same fees set forth in the price schedules for map products that it is authorized to sell. –The Department of Tax and Revenue is authorized to sell paper or electronic “finished” tax maps but no GIS files (shapefiles, etc.) WV Tax Maps32

33 §189-5 Tax Map Sales – PVC Recommendations Tax Maps on the Internet. -- Assessors may choose not to charge for tax maps displayed on the Internet that allow the public to view parcel maps remotely and which require no interaction of office staff in the printing and distribution of tax maps. In addition, assessors may permit the public to download their digital Finished Tax Maps via their county website or designated agent at no cost. Digital Parcel Web Map Services on the Internet. -- Assessors may authorize agents to allow their parcels to be displayed as web map services which typically allow “viewing only” of parcels. WV Tax Maps33

34 Taylor County Web Map Application WV Tax Maps34

35 Web Map Application – Photo View WV Tax Maps35

36 Parcel Web Map Service (WV Flood Tool) WV Tax Maps36

37 WV Tax Maps37 Surface tax parcels provided by Counties for viewing purposes only Surface tax parcels provided by Counties for viewing purposes only WVGISTC recently received a broadband grant for State Parcel Web Service

38 WV Tax Maps38 Mixed Leaf-Off Imagery High resolution (usually 6”) imagery for Charleston, Huntington, Morgantown, and Weirton areas incorporated into SAMB 2003 statewide leaf - off imagery WV Tax Maps38

39 §189-5 Tax Map Sales – PVC Recommendations Reproduction of Tax Maps and Digital Parcel Files Prohibited. -- No person shall reproduce, copy, digitize, distribute or sell copies of paper/electronic tax maps or digital parcel files prepared by the counties without having first obtained the permission of the county assessor. Non-Disclosure Agreements. -- Assessors may use a non-disclosure agreement as a legal contract between at least two parties to outline confidential material or information that the parties wish to share with one another for cadastral purposes, but wish to restrict access to or by third parties. WV Tax Maps39

40 §189-5 Tax Map Sales – PVC Recommendations Map Disclaimer. -- The following map disclaimer shall accompany all tax maps and digital parcel files sold: “This product was developed for taxation purposes and is therefore not suitable for legal, engineering, or surveying purposes. Users of this information should review or consult the primary data and information sources to ascertain the appropriate usage of the information.” Scope of Surveying Practice. -- Tax maps and digital parcel files (GIS files) are not to be included as activities within the practice of surveying in accordance with the "Inclusions and Exclusions of Surveying Practice" cited in W.Va. Code §30-13A-10. WV Tax Maps40

41 Tax Map Distribution by Assessors via Internet – Online Map Viewers (print screen only) – Download finished tax maps (PDF, TIFF) – Subscription based via Office –Assessors Office (paper access, map kiosk) –State Tax Sales Office WV Tax Maps41

42 County Monitoring Plans WV Tax Maps42

43 County Monitoring Plan (Existing Monitoring Questionnaire) WV Tax Maps43

44 County Monitoring Plan (Proposed Monitoring Questionnaire) Inspection Item Last Year in Compliance MAP DESIGN & CONTENT: Are the paper or electronic “finished” tax maps created in accordance with the cartographic design, map content and layout specifications set forth in PVC Procedural Rule 189-3? Are the tax maps legible, easily interpreted, visually appealing, and communicate effectively the cadastral information to the map reader? (§ to § ) 2012 MAP CURRENTNESS: Is the map maintenance current for all parcel split transfers inspected? (§ ) 2012 TRAINING: Last map training attended by assessors or county mappers. (§ 11-1C-4) 2012 WV Tax Maps44

45 County Monitoring Plan (Proposed Monitoring Questionnaire) Inspection Item Last Year in Compliance MAP SUBMISSION: (1) Revised Tax Maps. Revised tax map copies shall be submitted to the Property Tax Division as follows: transfers occurring between July 1st and the following June 30 shall be reflected in the maps and submitted to the PTD no later than February 1 of the subsequent calendar year. Revised finished maps shall be submitted as a hardcopy or print-ready digital image in accordance with exchange specifications set forth by the PVC (§ ) 2012 (2) GIS Files. During the month of April, all county assessors who maintain automated systems shall submit their digital parcel boundary files and associated metadata to the State Tax Department in accordance with the prescribed format and submission guidelines. (§ ) 2012 WV Tax Maps45

46 Synchronize assessment and mapping monitoring during same visitation More responsive and early detection in reporting deficiencies to PVC –Annual monitoring of content and submission guidelines do not require visits to counties –Identify automated ways to review map maintenance through IAS and other means without visiting counties County Monitoring Plan (Objectives of New Monitoring Guidelines) WV Tax Maps46

47 Recommendations - Property Tax Div. STAFFING: Minimize staff changeover. Identify Lead GIS Manager for Surface Tax Maps and Program Supervisor. Provide outreach and technical support services. OUTREACH: Develop and sponsors GIS training programs for assessors and mappers. Publish resources on Web. DATA SHARING: Ensure there is reciprocal relationship between the PTD and counties for sharing mineral and surface tax parcels. STANDARDS: Develop GIS database standards. GIS/IAS INTEGRATION: Supervise integration of county statewide GIS parcels and IAS records into statewide layer for “viewing only” purposes. Develop an easy process for counties to download IAS data to merge with GIS parcels. MAINTENANCE: Establish a digital maintenance program for counties that need to outsource parcel maintenance. MONITORING: Update monitoring procedures. When writing county inspections cite appropriate regulations for deficiencies. WV Tax Maps47

48 Mapping Trends WV Tax Maps48

49 Surface Tax Mapping Status (2014) WV Tax Maps49

50 Surface Tax Mapping Status (2004) Most counties are migrating to Esri GIS Software WV Tax Maps50

51 GIS Adoption – Most Populous Counties WV Tax Maps51

52 GIS Adoption – Most Populous Cities WV Tax Maps52

53 Future Trends…In Next 15 Years All 55 counties will have adopted GIS mapping –Successful State Digital Maintenance Program –Digital Conversion Funding Support from State The Property Tax Division will have integrated all 55 counties into a seamless GIS database linked to the IAS and viewable to authorized users Map maintenance and publishing standards for manually drafting paper tax maps will be dropped WV Tax Maps53

54 Digital Map Maintenance WV Tax Maps54

55 Digital Map Maintenance WV Tax Maps55

56 Digital Map Maintenance In House: –Counties have their own mapper –Multiple counties share a mapper (Hancock/Brooke, Putnam/Mason). Out Source: –Counties outsource directly with a qualified vendor for digital maintenance services (Hampshire, Mineral, Pendleton, Lewis, Taylor, Gilmer, Clay) –Counties outsource maintenances services performed by a vendor under contract with the Property Tax Division WV Tax Maps56

57 Outsourcing Map Services? WV Tax Maps57

58 Map Request Change WV Tax Maps58

59 Attach Map Plat WV Tax Maps59

60 Staff Recommendations IAAO 2012 Standard on Digital Cadastral Maps and Parcel Identifiers 3.11 Staff and Training An effective digital cadastral mapping and deed-processing program requires approximately one staff person per 10,000 to 20,000 parcels. This number may be modified depending on the following factors: –Degree of automation and efficiency in deed processing and mapping work flow –Economies of scale in larger jurisdictions –Need to create or recreate digital map layer –Volume of deed processing work –Ratio of ownership name changes to transfers that create new parcels –Volume of new subdivision and condominium plats filed –Need to respond to public requests for map and ownership information –Reliance on contracted mapping services –Need to create and maintain layers for non-assessment purposes, such as zoning, transportation planning, and emergency response –Ease of deed processing, especially if transfers contain an accurate parcel identifier WV Tax Maps60

61 Cadastral GIS Training WV Tax Maps61

62 GIS Training Resources Scheduled Training Courses –Foundational Training ArcGIS Desktop (August 4-6) –Specialized Training ArcGIS Building Geodatabases (Jul 15-17) ArcGIS Python (July 22-24) Training Resources –WV Association of Geospatial Professionals (www.wvagp.org)www.wvagp.org Mapper ListServe - –WV Property Tax Division –WV Office of GIS Coordination –Academic & Research Institutions –Software companies –Other assessor offices WV Tax Maps62

63 WV GIS Conference (June 2-5) Location Charleston Marriott Cadastral Workshop: Monday Afternoon, June 2 WV Tax Maps63

64 What is the most important component of a successful GIS program? Hardware Map Software Map Data People (the most important) –Assessor is a champion and successful manager of implementing, maintaining, and sustaining a digital mapping system –Qualified and trained mapping staff WV Tax Maps64

65 Questions? Contact: Kurt Donaldson WV GIS Technical Center, WVU Web: Phone: (304) WV Tax Maps65


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