HomeMy WebLinkAboutCOM 0645.000 2016-2018 JMtY Os-------
Harry Kim ,`c •+�� 7i� Deanna S.Sako
Mayor \�����:� Finance Director
County of Hawai`i
DEPARTMENT OF FINANCE-REAL PROPERTY TAX
Aupuni Center • 101 Pauahi Street • Suite No.4 • Hilo,Hawai`i 96720 • Fax(808)961-8415 --.
C3
Appraisers(808)961-8354 • Clerical(808)961-8201 • Collections(808)961-8282
West Hawail Civic Center • 74-5044 Ane Keohokalole Hwy. • Bldg.D,2nd Flr. • Kailua Kona,Hawai`i 96740 -' >Fri
Fax(808)327-3538 • Appraisers(808)323-4881 • Clerical(808)323-4880 •• •
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TO: Valerie T. Poindexter, Council Chair
and Members of the Hawai`i County Council
FROM: Deanna Sakti, Finance Director
DATE: December 1, 2017
SUBJECT: Real Property Tax Review Working Group and Ag Committee
Attached is our first Real Property Tax Review Working Group and Ag Committee report.
If there are any questions, please contact Lisa Miura at (808) 961-8260.
Comm. Noe Lic
Ref. To: �.-
Ref. Date
Hawai`i County is an Equal Opportunity Provider and Employer
Harry Kim V'• Deanna S.Sako
Mayor ,.-
'•f ••- Finance Director
County of Hawaii
DEPARTMENT OF FINANCE-REAL PROPERTY TAX
Aupuni Center • 101 Pauahi Street • Suite No.4 • Hilo,Hawai`i 96720 • Fax(808)961-8415
Appraisers(808)961-8354 • Clerical(808)961-8201 • Collections(808)961-8282
West Hawai`i Civic Center • 74-5044 Ane Keohokalole Hwy. • Bldg.D,2nd Flr. • Kailua Kona,Hawai`i 96740
Fax(808)327-3538 • Appraisers(808)323-4881 • Clerical(808)323-4880
REPORT TO HAWAII COUNTY COUNCIL
FROM THE REAL PROPERTY TAX REVIEW WORKING GROUP,
AND AGRICULTURAL COMMITTEE
November 17, 2017
This is the first report to the Hawai`i County Council from the Real Property Tax Review
Working Group (Review Group) which includes the Agricultural Committee (Ag
Committee). The Review Group has met four times and the Ag Committee has met three
times. The agricultural portion of the Real Property Tax code is a substantial portion,
therefore, a dedicated meeting time was set for review of the Agriculture code.
The focus of the Review Group and Ag Committee is to review and give policy driven
recommendations as needed on the following: Hawai`i County Code Chapter 19, Finance
Director Rules and Regulations as it pertains to Real Property Tax, Agricultural
Rates/Values, 2011 IAAO Audit and review proposed changes or legislation which affects
the Real Property Tax Office that is referred by the Council or County. In addition the Real
Property Tax Office has been providing the Review Group and Ag Committee with
complaints and concerns the office receives.
Both groups intend to meet monthly for a minimum of two years. Quarterly reports will be
filed to provide County Council with updates of the group's progress. The goals were
collectively agreed upon:
• Increase the fairness of the County's Real Property Tax program
• Identify and incorporate best property tax administrative practices
• Propose additional tax programs as appropriate
• Identify public policy goals and incorporating them into the County's
Real Property tax program
To date, the Review Group has reviewed and discussed the current tax programs for the
County of Hawai`i,other counties in Hawai`i and the direction of tax programs at the national
level. The Review Group is currently reviewing the Affordable Rental Housing program in
great detail. The Ag Committee has reviewed the current agricultural programs, values,
history and is currently reviewing the pasture portion in great detail.
Hawaii County is an Equal Opportunity Provider and Employer
The committee members for the Real Property Tax Review Working Group are:
Members from the general public:
Mary Begier,Mary Begier Realty (Hamakua,Hilo)
William Moore, William L Moore Planning (Islandwide)
Marissa Harman, Kamehameha Schools (Islandwide)
Nahua Guilloz, Parker Ranch (South Kohala, North Kohala, Hamakua, Kona)
Riley Smith, Lanihau Properties (South Kohala, Kona)
Shannon Matson, Hot Yoga Hilo (Hilo, Puna)
Stephanie Donoho,Kohala Coast Resort Association(South Kohala,Hamakua)
Peggy Farias, W.H. Shimpan (Puna, Hilo)
Jaime Ortiz-Nava, Ortiz Hawaii Real Estate Solutions LLC (Islandwide)
BJ Leithead-Todd, Former Councilmember,Planning&DEM Director(Islandwide)
Members from the County of Hawai`i:
Deanna Sako, Finance Director
Lisa Miura, Assistant Real Property Tax Administrator,
Keita Jo, Appraisal Supervisor
The Agricultural committee members for the Real Property Tax Review Working Group are:
Members from the general public:
Mary Begier,Mary Begier Realty (Hamakua, Hilo)
Chris English,Ponoholo Ranch (South Kohala,North Kohala, Hilo, Puna)
William Moore, William L Moore Planning (Islandwide)
Marissa Harman, Kamehameha Schools (Islandwide)
Nahua Guilloz, Parker Ranch (South Kohala,North Kohala, Hamakua, Kona)
Riley Smith, Lanihau Properties (South Kohala, Kona)
Peggy Farias, W.H. Shimpan (Puna, Hilo)
Jaime Ortiz-Nava, Ortiz Hawaii Real Estate Solutions LLC (Islandwide)
Members from the County of Hawai`i:
Deanna Sako, Finance Director
Glenn Sako, Research & Development Ag Specialist
Lisa Miura, Assistant Real Property Tax Administrator,
Keita Jo,Appraisal Supervisor
Brandon Cain, Valuation Analyst
Please find attached an updated status of the IAAO list of recommendations which were
based on "A Technical Assistance Report Evaluating Property Tax Policies and
Administrative Practices in Hawai`i County dated March 5, 2012" which is also referred to
as the IAAO 2012 audit.
Sincerely,
Real Property Tax Working Review Group and Agricultural Committee
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
In 2011, the Hawai`i County Council along with the Legislative Auditor paid for an audit
of the Real Property Tax policies and administrative practices. The IAAO (International
Association of Assessing Officers) conducted the audit and the study was performed
between November through December 2011. The report was submitted to the County on
March 5, 2012. County Council then established an ad hoc committee to review the
report and put the recommendations in to order by the following categories: 1) Short
Term- High Priority, 2) Short Term - Medium Priority, 3) Short Term - Low Priority, 4)
Long Term - High Priority, 5) Long Term - Medium Priority, 6) Long Term - Low
Priority and 7) Recommendations completed or currently in progress (in 2012). The
following is an update of each recommendation that was made in the 2012 report.
SHORT TERM - HIGH PRIORITY:
Recommendation 5:
The Department of Finance and the Real Property Tax Division should consider a
strategic planning exercise as a way of formally addressing opportunities for
improvement, setting priorities for their achievement, and committing
the necessary resources. In addition, management should look for ways to increase staff
involvement with planning.
11/7/2012: Agree that while planning exercise is a long-term objective, Finance will start process
to enhance training by end of year as well as continue ongoing training courses. New budget will
address resources required to expand training.
10/18/2013: Full day workshops are being run approximately every 4 months where the appraisal
staff receives in-house training and future plans are discussed. More formal training is budgeted -
and implemented, see Rec. # 10.
Update 11/15/2017: Appraisal staff have been receiving annual trainings by IAAO and several in
house trainings each year. Clerical staff started having 2 all day clerical meetings and trainings
per year. Clerical and Collections staff to begin cross training of clerk positions. Mapping has an
annual training provided by local title companies, most recent training completed on 10/26/2017.
Recommendation 7:
The Real Property Tax Division should prepare an estimate of the number and allocation
of the staff it needs.
November 17, 2017 Page 1
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
11/7/2012: Finance will estimate staffmg requirements by 30 Nov and will include them in
budget draft for FY 2013-2014.
10/18/2013: Some positions are unfilled; with recruitment ongoing or pending.
3/15/14: The Valuation Analyst position is filled and the Ag Analyst position should be filled by
the 19th of this month. Recruitments for vacant positions in 2013-14 budget are in progress or are
being filled from existing lists.
Update 11/15/2017: The Ag Analyst position was filled and vacated within a short period of time.
We have been on continuous recruitment to fill our current open analyst positions. As of
11/15/2017 - RPT will have a total of 48 positions, 2 unfunded and 7 vacant. Current vacancies:
1 - Sup Tax Clerk I (Kona), 1 —Clerk (Kona), 2 Clerks — (Hilo), 1 — Accountant II (Hilo), 2
Valuation Analysts of which 1 will be focused on compliance (Hilo/Kona). Unfunded positions:
1 —Abstractor I (Hilo) and 1- Clerk(Kona/Hilo)
Recommendation 18
The Real Property Tax Division should consider formalizing supervisory review of some
or all appraisals done by staff They should incorporate a broader role for valuation
analysts, including running queries on a regular basis to look for sales chasing and
building permit chasing. Findings should be reported as part of an annual ratio study
report.
11/7/2012: Finance agrees that formalizing appraisal reviews should be done and in the short
term. Appraisal supervisor will be responsible.
10/18/13: Reviews of all appeal appraisals are being done as well as value checks using sales ratio
reports and queries. The lack of a dedicated Valuation Analyst limits this effort.
3/15/2014: The Valuation Analyst position is filled and has been active in running edits and
ratio reports on the full database and sharing the results with the staff Field reviews are being
setup for the Appraisal Supervisor. .
Update 11/15/2017: We have 3 Valuation Analyst positions, however, 2 are on recruitment (1 is
to focus on compliance). The current analyst and appraisal supervisor run ratios, queries, edits
and communicate performance requirements and measures with the appraisal staff.
November 17, 2017 Page 2
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
Recommendation 22:!
The Council should request all counties in the State of Hawai`i to approach the State
Bureau of Conveyances about amending the Conveyance Tax Certificate or attaching a
supplemental declaration that attempts to elicit the information needed to evaluate the
usability of each conveyance.
11/7/2012: Initiative through State Legislature to amend CTC. Legislation can be part of HSAC
package. Noted that much of the CTC info is incorrect or missing.
10/18/2013: Administrators' meetings with the Dept. Of Taxation have found out that CTC's are
not reviewed for accuracy and are of the lowest priority with the Dept. On a positive note the
Dept. is willing to enter an agreement to share data which may lead to improvements in this and
other areas. If not, enforceable legislation would be necessary as the CTC's were designed to
support the Real Property Tax but the state has little interest in them since the tax was moved to
the Counties' control.
3/15/2014: A Memorandum of Agreement is in the process of being finalized between the
County of Hawaii and the Department of Taxation to share data.
Update 11/15/2017: State intends to provide CTC's electronically in 2018. RPT Administrators
plan to meet with new DOTAX Administrator on ways to improve the process.
Mapping/Abstracting Supervisor has continuous contact with colleagues throughout other
counties in the State.
Recommendation 24
The Division should develop and implement a plan for verifying the accuracy of each
property record at least once every six years.
Please see "Recommendation 25" for further details
Recommendation 25
The Council should require a regular property inspection cycle. Every property should be
inspected at least once every six years.
11/7/2012: Division is not opposed to six year verification but thinks ten years is adequate.
Additional personnel will be needed to implement this effort. Committee recognizes this is
critical to overall perception of fairness by general public.
November 17, 2017 Page 3
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
10/18/2013: Technologies are in the process of being implemented that will enable a cyclical
resurvey to be more efficiently done. These include Pictometry, the ability to enter data in the
field and are covered in other responses. See Recommendation# 11
3/15/2014: Several upgrades are being implemented to our software and scheduled to come on
line before the end of the calendar year which will allow for a cyclic review with our current staff.
However,the initial resurvey will be the most difficult one. We will be using Pictometry software
to identify properties that have improvement changes but until we have several years of data to
make those comparisons we will have to pick up structures as opposed to just reviewing for
changes. An alternative to this lengthy process would be to contract out the added initial data
collection. Kauai County did contract out several years ago for$75/parcel and the question is how
to match the benefits with the cost. Some options are being reviewed.
Update 11/15/2017: Still not currently on a 6 year cycle. Continue to work on 10 year plan.
Pictometry change analysis was completed by vendor. RPT establishing procedures for review
and editing. RPT staff are utilizing Pictometry and where available at high resolution imaging
services available on the internet.
Recommendation 26
The Council should consider Code changes to permit the use of the income approach,
especially for multi-family and commercial properties, in addition to the other recognized
approaches to value, when appropriate on the basis of data availability and type of
property under consideration. The Division should review data gathering methods to try
to maximize available income and expense information.
11/7/2012: Although no other County in Hawai`i uses the income approach, this would result in
a more accurate evaluation_ for some properties. It would take some time to build data base, but
it should begin now.
10/18/2013: The income approach is used for appeals, so it is desirable to have data compiled to
set standards. Income data is now being collected as a part of the commercial data review in
progress. Access to commercial data bases, such as Costar, have been put into place. It will still
take time to collect the data needed to properly set up the existing capacity the IAS system has to
handle the income approach but it has started.
3/15/2014: As well as researching and setting up schedules the data itself has to be structured to
handle this approach. Internally it would be about two to three years to apply this to the whole
island,as an alternative this could be made part of the agreement with an outside contractor.
November 17, 2017 Page 4
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
Update 11/15/2017: The word "income" was added to the Hawaii County Code 19-53(a) in 2014
in the valuation section. The Commercial appraiser has been collecting income data wherever and
whenever it is provided to build the required database needed to use the income approach. This is
a long term project with implementation dependent on the divisions ability to collect the data.
RPT continues to utilize Co Star which is a commercial property data base.
Recommendation 27:
The County should implement the updated agricultural land values developed by the
Division. If the effects of implementing the proposed values do not conform with the
County'.s agricultural land preservation policy, the values should be changed
appropriately or changes in Section 19- 53, County Code, should be considered. If so, the
Division should provide such recommendations to the Council.
11/7/2012: AG specialist needed to properly implement, but must be done. Change vacant
unfunded position to funded and initiate hiring action now. Two types of ag classifications, one
with standards, the other without.
10/18/2013: Ag specialist position is funded and recruitment ongoing, but it is not filled at this
time.
3/15/2014: The Ag position should be filled by the end of the month.
Update 11/15/2017: The Ag Analyst position was filled and vacated within a short period of time.
Currently we have two valuation analyst positions open. In the meantime, we still hope to
accomplish this task through the Ag group of this RPT Review Working Group.
Recommendation 30:
The Council should consider Code changes to institute a review cycle or requiring re-
application for exempt property.
11/7/2012: Although finance is currently reviewing some exempt properties, legislation
should be prepared to formalize this effort and insure it is carried out.
10/18/2013: Review of existing exemptions and preferential assessments ensuring their
compliance under current law is continuing. We are presently recertifying all the Ag programs
(see below) and preparing to work on short-term rentals.
November 17, 2017 Page 5
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
3/15/2014: The data on dedicated parcels has been reviewed and they will all be field
checked for compliance in this first field review cycle along with permits. Non-dedicated
parcels are being reviewed using Pictometry at this time and field review list is being
prepared. A list of potential exemption violations is being compiled and will be added.
Update 11/15/2017: Reviews of Pictometry for majority of the Ag dedications and non
dedicated Ag use have been conducted. There were unintended consequences such as valid ag
use parcels being disallowed, however, RPT is working through this and RPT continues to
review all new applications which includes a site inspection.
Recommendation 31:
The Council should require the Division to conduct more frequent inspections and
inclusion of proof of eligibility and income information as part of the application process
for agricultural use value assessment. A stakeholder committee should be established to
review the intent of underlying policies and allegations of abuse. This committee should
also look into the possibility of consolidating agricultural use eligibility options,
weighing the benefits of a simpler, more transparent system against specific tax shifts.
11/7/2012: A draft resolution has been prepared that establishes a "stakeholder committee" to
follow up on several issues noted by IAAO, specifically on ag use policies. More frequent
inspections are necessary, but will demand personnel additions.
10/18/2013: Review of all properties in existing agricultural programs ensuring their compliance
under current law is continuing along with an active program to visit each parcel in the course of
the next two years. The program involves the mailing of compliance re-certifications to all parcels.
3/15/2014: See Recommendation #30
Update 11/15/2017: See Recommendations #27 and#30
Recommendation 32:!
The Council should consider working with state legislators to obtain residency
information from income tax returns and death certificates to prevent abuse of
homeowner' s exemptions. In addition, the Division should institute procedures to verify
residency using drivers' licenses and voter registration records.
11/7/2012: Council to prepare a resolution and draft bill as part of the HSAC package to generate
support in legislature to obtain residency homeowner info.
November 17, 2017 Page 6
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
10/18/2013: All the counties have come to an agreement with the Bureau of Vital Statistics
regarding a method of purging the exemption rolls of deceased individuals. We have just
completed removing 1200+/-exemptions based on this data.The Dept. of Taxation is also willing
to come to an agreement to share income tax data for residency checks.
3/15/2014: A Memorandum of Agreement is in the process of being finalized between the County
of Hawaii and the Department of Taxation (DOTAX) to share data.
Update 11/15/2017: In 2014 the County Council approved all home exemption applicants to file
current Hawaii tax returns. There are specific areas that a waiver would be applicable(not enough
income, just moved to Hawaii, etc). Due to notification and timing consideration related to tax
filing deadlines, the first DOTAX report was not received received until 7/27/2017. While the
Council approved in 2014, over 40,000 letters were sent in 2015 regarding the change. RPT has
been working with DOTAX since 2016 for a successful extract.
Recommendation 33:
The Council should require the Finance Department to analyze the effects of the 3%
assessed value increase cap to determine if the underlying policies are being fulfilled. In
addition, although no new claims can be made for the non- speculative residential use
dedication, the Council should review the underlying policies for retaining this value
freeze for properties remaining under the dedication. Both programs should be reviewed
with respect to the different tax treatment that results for similarly situated properties
with and without the dedication or the 3% cap.
11/7/2012: Finance is analyzing effects of 3% cap and has submitted a brief report to the ad-hoc
committee reference FY 2011-2012 figures. The impact the 3% cap has on County revenues
must be better explained in public outreach. Agree with IAAO that caps destroy property tax
equity to some degree but no alternatives were evaluated by the committee.
10/18/2013: As noted above we are working on ensuring compliance with the law as it stands and
removing CAPs and dedications where violations are found. As noted in Rec. # 18, studies are
being made on an "as needed" basis until a Valuation Analyst can be recruited.
3/15/2014: A Valuation Analyst is on staff as of 3/3/2014 and we are working on several
analyses.
Update 11/15/2017: In reviewing the recommendations from the Board of Review who handles
the appeals for RPT assessments, the Non Spec program has been recommended to be
completely repealed with all those currently in the program to be removed and to establish a fair
November 17, 2017 Page 7
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
assessed value. In regard to the 3% CAP, it is the intent of this RPT Review Working Group to
review the impacts and validity of the program and share its findings with the County Council.
The BOR recently completed their 2017 annual report, however, RPT has yet to receive a copy.
Recommendation 34:1
The Council may wish to consider incorporating sunset provisions into exemptions to
force periodic review of underlying policies.
11/7/2012: The "Stakeholder Committee" will examine whether the creation of sunset
• provisions for exemptions are beneficial.
10/18/2013: To be considered by the Stakeholder's Committee.
Update 11/15/2017: To be considered by the RPT Review Working Group
Recommendation 35
The Council should consider establishing a stakeholder committee to identify problems
related to tax relief and review options.
11/7/2012: Include in"stakeholder committee" provisions of resolution in#31 above.
10/18/2013: See Recommendation# 31.
Update 11/15/2017: To be considered by the RPT Review Working Group
Recommendation 37
The Council should revise Section. 19- 93 of the Code. Specifically, it should reduce the
20 percent value-difference threshold to no more than 10 percent, at least for residential
property. The current non-uniformity ground should be revised to permit non-uniformity
appeals based on valuation practices generally. The filing fee requirement should be
eliminated, at least on principal residences. Appellants should not be allowed to appeal
only the land value or the improvement value without contending that the sum of the land
and building values exceeds the over-valuation threshold that is adopted.
11/7/2012: Council is preparing a bill to revise 19-93 to reduce the 20% value difference on
residential property for appeal purposes. In addition, Corporation Counsel will clarify whether
November 17, 2017 Page 8
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
any limitation is proper. In the same legislation, the Council will amend section of the code to
insure that only one_value is appealed for both land and buildings.
all appeals
10/18/2013: Currently the Board of Review acceptspp regardless of the value difference.
It is the opinion of the division that the percentage of difference should reflect the IAAO's own
standards on sales ratios for the type of jurisdiction,up to 20%for rural areas. A 10%value reflects
what can be obtained in an urban, uniform district which we are not. It would be mathematically
improbable for us to maintain such a ratio across the varied types of property on island. A one
value appeal is necessary to defend the sales comparison approach (as well as income) as the
approach comes up with one value for a parcel.
Update 11/15/2017: Draft ordinance was created, but not submitted to the County Council. The
draft addressed the 10% and total assessment of land and building. The Board of Review
(handles RPT appeals) had suggested no refund be given on appeal fees which is not what the
recommendation of IAAO indicated. RPT is interested in pursuing having a total assessment on
condominiums at minimum.
SHORT TERM - MEDIUM PRIORITY
Recommendation 13: COMPLETED BY RPT
The Real Property Tax Division should consider and implement a more definitive system
for reviewing sales deemed invalid. This is needed to ensure consistent decision- making
regarding determination of sales validity.
11/7/2012: Finance notes a system for review of invalid sales exists, but is not
formalized/written down. This can be down quickly. A lack of independent oversight adds to
difficulties,particularly in regard commercial property appraisals.
10/18/2013: Done - The criteria for sales validation were reviewed, updated and released on
8/31/2011. A Workshop was held for all appraisers detailing the criteria for sales validation
including the IAAO standard for sales verification 7.0.
Update 11/15/2017: Staff continue to utilize this validation process.
Recommendation 16: COMPLETED BY RPT
The Division should add missing statistical and graphical elements, such as histograms,
lists of trimmed sales, and reliability statistics to enable proper interpretation of results.
November 17, 2017 Page 9
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
11/7/2012: This can and will be done when a statistical analyst is on board.
10/18/2013: Done—Included in the 2013-14 Ratio Report.
Update 11/15/2017: Continues to be included in the Sales Ratio Report which is submitted to the
Board of Review annually at their workshop.
SHORT TERM - LOW PRIORITY
Recommendation 11: COMPLETED BY COUNTY (RPT/FINANCE/COUNCIL)
The Council should provide the Real Property Tax Division with funds to upgrade the
current version of the IAS system. That the Division develop a plan to fully incorporate
spatial analyses and other GIS capabilities in its operations and that oblique imagery be
reviewed as part of the Division' s property inspection program.
11/7/2012: Some upgrades are already being developed, but investment is simply too expensive.
A new GIS analyst was recently hired and has begun work on a number of issues related to these
recommendations. Work on the GIS link begins by year end.
10/18/2013: Done- Circumstances changed shortly after the Ad Hoc report was finalized. A better
version of iasWorld came out, the price was dramatically reduced and it became necessary to
interface with Marshall & Swift (see Rec#28) so the software was funded. GIS layers with RPT
data are in place and Pictometry is available to all the appraisers with the latest update due this
December. Oblique imagery and other specialized software are also being considered.
3/15/2014: iasWorld is scheduled to be implemented before the end of this calendar year.Marshall
and Swift will be delivering cost values in 2015.
Update 11/15/2017: iasWorld was implemented and is being utilized as the main software of RPT.
Marshall & Swift continues to progress, however,utilizing as a.cost method will be later once the
data is calibrated better for Hawaii price indexes.
Recommendation 15: COMPLETED BY.RPT
Except when too few sales are available, the Real Property Tax Division should do ratio
study analysis by market area and by each appraisal area or appraiser. Results should be
discussed with all appraisal staff and plans of action developed to correct deficiencies.
Ratio studies should also be considered and attempted for commercial properties.
November 17, 2017 Page 10
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
11/7/2012: County agrees that ratio study analysis should be extended to market and appraisal
areas and this will be implemented shortly. The need for an additional analyst is noted.
• 10/18/2013: Done — Analysis is in the 2013-14 Ratio Report, including commercial properties
although data was limited. Individual appraiser sales ratios are part of the work done this year and
will be discussed with staff. No one deviated more than 10% from the base lines.
Update 11/15/2017: Sales Ratio Analysis continued to be completed on each appraiser area.
Data is shared with the appraisers, Finance Administration and BOR(Board of Review).
Recommendation 17: COMPLETED BY RPT
The Real Property Tax Division should develop a ratio study procedure and explanatory
manual separately from the Appraisal Manual. Staff should receive training in conducting
and understanding ratio studies.
11/7/2012: Ratio study procedure manual is a good idea but not critical. Training classes should
resolve some of the shortfalls.
10/18/2013: Done - As noted in other sections, the entire staff outside of new hires has taken
IAAO 300 and the staff is currently taking IAAO 452 (Ratio Studies) online. We have adopted
the IAAO Ratio Studies Standard 7.0 as our manual.
3/15/2014: IAAO 452 has been completed by a large part of the appraisal staff,the remaining staff
will be taking it prior to the end of the year. New appraisers will be sent to IAAO 300 prior to
taking it.
Update 11/15/2017: Appraisal staff continue to receive annual IAAO training. In May 2017 there
were 2 classes provided to staff—IAAO 101 (Fundamentals of Real Property Appraisal) for those
who never took the class previously. IAAO 332 (Modeling Concepts) is an advanced course that
was also taken by 10 staff. In 2016 IAAO 331 (Mass Appraisal practice)was offered and in 2015
IAAO 201 (Land Valuation) was offered. A new IAAO class planned for May 2018.
LONG TERM - HIGH PRIORITY
Recommendation 3:
The Finance Department and Corporation Counsel should review Chapter 19 of the Code
for the reasons given in report Section 4. 2 (i.e..improve clarity and eliminate unused
November 17, 2017 Page 11
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IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
provisions) and to implement our other recommendations that would need or benefit from
a legal authorization.
11/7/2012: Agree that code changes and review are required. Corp Counsel should be called in
to review Section 4.2 of IAAO report to begin process.
10/18/2013: The RPT division can assist with suggestions and impact studies if requested on a
limited basis at this time.
Update 11/15/2017: RPT Review Working Group is currently reviewing the portion of the
Hawaii County Code which is applicable to the RPT office - Chapter 19.
Recommendation 4
The Council should consider Code amendments implementing requirements for annual
ratio studies, periodic review of properties granted full or partial exemptions, physical
inspection of property on a regular basis, and acceptability of the income approach to
value. Training and certification requirements should also be addressed.
11/7/2012: Agree that code changes are needed but Finance will need a valuation analyst to
properly conduct studies and other personnel to expand inspection of properties. Resources can
be added in next budget.
10/18/2013: Ratio studies are done annually following the latest IAAO standards. Review of
properties getting exemptions are being conducted under current law on an exemption by
exemption basis to ensure compliance. Cyclical resurvey and income applicability will be assisted
by the implementation of technologies reducing the number of added staff needed. See Rec #19
regarding training and certification.
Update 11/15/2017: A valuation analyst position was added by the Administration and County
Council in the FY 2017-2018 budget. Position has not been filled due to low number of qualified
applicants, however, focus is on compliance of vacation rental and other complaints.
Recommendation 6
The Real Property Tax Division should consider justifying its funding requests on a
program or activity basis to better enable expenditures to be related to results.
November 17, 2017 Page 12
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
11/7/2012: Justifying budget expenditures is critical but can't be done on a short-term basis.
IAAO report would call for a change in the manner in which County budget is constructed.
However,there must be some consideration for allocating resources to non-residential properties.
10/18/2013: As part of our budget requests the division does line item certain activities,however,
an allocation of staff time spent on a given program needs to be worked on and will require some
added study.
Update 11/15/2017: In preparation for the FY 2017-2018 budget, estimates were prepared for new
programs/projects, however, an analysis was not done on all activities/programs already
conducted by RPT.
Recommendation 12: - COMPLETED BY RPT
The Council should require the Finance Department to conduct a review of IAAO ratio
study performance standards and adopt standards for appraisal level and both horizontal
and vertical uniformity. Consider dedicating appraisal staff resources to correcting
deficiencies when they are discovered.
11/7/2012: County uses some IAAO standards but not all. Agree to integrate new standards.
Two new analysts must be hired, two positions exist, one is funded and recruitment is on-going,
the other position is unfunded. County will include this in the FY 13-14 budget submission.
10/18/2013: Done—Information included in the 2013-14 Ratio Report. Both positions needed to
maintain this on an ongoing basis have been funded and are in the process of being recruited or
developed internally to find suitable candidates. The Appraisal Supervisor is in charge of ensuring
corrections are made.
Update 11/15/2017—The current analyst(two additional analyst positions are being recruited for)
and the appraisal supervisor continue to work closely together to ensure uniformity.
Recommendation 14: COMPLETED BY RPT
Ratio studies conducted by the Real Property Tax Division should include procedures for
identifying and, possibly, trimming outlier ratios. Such procedures may be modeled after
those found in the IAAO Standard on Ratio Studies.
11/7/2012: County says this issue will be resolved when additional analysts are on board. Tax
division trims outliers but not to extent recommended by IAAO. This will be addressed over
time.
November 17, 2017 Page 13
WORKING GROUP
PROPERTY TAX REVIEW ORKI G G OUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
10/18/2013: Done- Information included in the 2013-14 Ratio Report. See Recommendation 12.
Update 11/15/2017: Continues to be completed annually.
Recommendation 19:1
The Council should consider ways by which a body independent from the Real Property
Tax Division could be formed to review the quality of appraisals and the techniques, such
as ratio studies, currently employed by the Division to report on this quality. Code should
be changed to reflect this new process.
11/7/2012: County agrees that an independent oversight body should be formed. This would
contribute to the reduction of public perceptions of inequality.Unclear where this oversight
should reside—state or county?
10/18/2013: The RPT Administrators for the four counties have formed the Hawaii Chapter of the
IAAO and have the following goals for the organization: a) To maintain and increase the
availability of IAAO courses so that staff can develop to their fullest,b)use IAAO standards as a
base for requirements that could lead to certification similar to that for fee appraisers, and c) form
a body that can bring in outside auditors who are familiar with the unique issues Hawaii has.
Update 11/15/2017: The IAAO Hawaii chapter continues to have quarterly meetings and
information is shared with all RPT Administrators. While the organization has increased the
availability of IAAO courses in Hawaii, the group has been actively working on certification for
staff and outside auditors to help review. The group has already been successful with
collaborating with other states in reviewing processes. Next quarterly meeting will be hosted by
City and County of Honolulu on November 30, 2017.
Recommendation 38
The Council should make the first stage in the appeal process an informal appeal to the
Division.
11/7/2012: Finance is not averse to changes that would alter the short time frame for filing
appeals and the certification of property values. A one-year period is suggested. If
implemented, the first appeal could be an informal one in accordance with the IAAO
recommendation. Note that the impacts of this change must be reviewed.
November 17, 2017 Page 14
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
10/18/2013: The County's appraisal system and calendar do not allow for an informal appeal
stage. Changing the system would be very complex legally and operationally. As stated above,
impacts of such a change must be carefully reviewed to avoid un-intended consequences. The
current system results in appeal settlements within the tax year under appeal. A longer period
would result in a one year lag.
Update 11/15/2017: While the County does not have a informal appeal hearing, the RPT office
is very proactive at working with taxpayers either on the phone, at the counter or by email in
communicating issues regarding their property assessments, classification and exemption
concerns. RPT has worked diligently to help educate taxpayers on how values are arrived, they
will schedule site inspections and work with the taxpayer which is not the same for many other
counties.
LONG TERM - MEDIUM PRIORITY
Recommendation 36
The Council should consider establishing a stakeholder committee, including taxpayers, to
determine specific ways to make the relationship between taxes and value changes more
transparent.
11/7/2012: Agree that '`stakeholder committee" be formed and that sub-committees might be the
best approach to consider various topics.
10/18/2013: Agreed.
Update 11/15/2017: The RPT Working Review Group is in collaboration between County,
Council (made the recommendation for community members) and the taxpayers.
Recommendation 40:
The Council should require the Finance Department to undertake a review of staff public
relations related training and may need to update this training. A public relations manual
should be developed. Outreach should be expanded to be certain that issues driving
public complaints are being addressed. Complaint handling procedures should be
formalized. Outreach should include an expansion of publicly available general
information, including documents describing valuation methods and results of tests of the
quality of appraised values, such as ratio studies. A citizens' committee should be
• organized to conduct periodic review of brochures and forms to make sure they are easily
understandable.
November 17, 2017 Page 15
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
11/7/2012: All agree that more public outreach is required and is a responsibility of the
department. It is recognized that some resources may be required to insure this program is
effectively implemented.
10/18/2013: Done - A comprehensive power point presentation outlining the RPT process from
beginning to end has been created and used for presentation to Realtor groups, Title Companies
(who are the first to advise newcomers) and the general public. A new website that is more user
friendly with more data available is currently being tested and may be implemented this month.
Forms,brochures and FAQs are being revised to be more understandable and fill-able online. A
complaint form has been created and a process for handling them is being refined. County
training through Human Resources Department is utilized for customer service and related
subjects.
3/15/2014: The new website is in place with Tillable forms and work is ongoing to improve and
expand the data available online.
Update 11/15/2017: While most of this has been implemented, there is no formal citizens
committee that conducts periodic review,however,the Real Property Tax Review Working Group
is comprised of 11 members from the public who are currently reviewing all complaints and
concerns the County receives regarding the RPT office. This group is also reviewing all programs,
brochures and information the RPT office coordinates and manages. This group is committed to
a two year review period and upon completion of their two year period will make further
recommendations where necessary.
LONG TERM—LOW PRIORITY
•
Recommendation 28:1
The Division should consider developing different building cost location modifiers to
reflect differences in material and labor costs between the east and west sides of the
island.
11/7/2012: Agreed that modifiers are needed to bring realistic assessment procedures and cost
factors island-wide. This would be helpful for public perception of process.
10/18/2013: Done - As part of a four-county initiative, an agreement is being worked on with
Marshal & Swift to provide costs based initially on an east-west basis and down to the zip code,
if needed. They will interface with our database as well as providing manuals, training and
defense of those values. Full implementation is scheduled for the 2015-16 assessments.
November 17, 2017 Page 16
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
3/15/2014: Marshall and Swift will be providing location modifiers by zip code when it is
implemented.
Update 11/15/2017: While the initial data was provided it was not accurate enough by zip code
to be utilized as of yet.
RECOMMENDATIONS COMPLETED OR IN PROGRESS
Recommendation
The Council should require the Finance Department to conduct annual analysis of the tax
shifting and allocation effects of multiple tax rates in comparison to a single rate system
to determine if the intent of the policies underlying the multiple rate system is being
realized.
11/7/2012: Agree that some effort is being done to address this issue but more data should be
collected. Better public outreach is called for. Finance will provide input in the next budget cycle.
10/18/2013: The Finance Department does evaluate the effects of multiple tax rates each year as
part of budget preparation. Additional analysis is addressed on an "as needed" basis.
3/15/2014: This is an area that would require an expansion of staff to include another Valuation
Analyst to handle the reports in this recommendation and other recommendations. The main
recruitment problem is training and familiarity with the database both of which can be handled
in the long term but we won't get one off the shelf.
Update 11/15/2017: While it is agreed that this may simplify the process, this would require a
drastic change and further review is needed by the RPT Review Working Group and RPT staff to
analyze the benefit. It is important to note the tax rates are set by County Council on or before
June 20 of each year.
Recommendation 2:`
The Council should implement Code changes to require the Finance Department to
analyze tax loss, shifting, and other effects of property tax exemptions, including the cap
on assessed value increases for certain residential property. Such analysis should be
conducted on an annual basis with the results, including a review of the intent of each
exemption or limitation policy, reported to the Council and made available to the public.
November 17, 2017 Page 17
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE •
11/7/2012: Agree that current exemption system is difficult to understand. `Stakeholder
committee' can review this item.
10/18/2013: An annual comprehensive report would require additional staff. See
Recommendation#1.
Update 11/15/2017: Much of this data was discussed in the FY 2017-2018 budget review
meetings with County Council, however, it was not put in writing to council.
Recommendation 8:
The Real Property Tax Division should deploy its appraisers on a task, property type, and
a market area basis, rather than the current geographically based zone basis.
11/7/2012: Agree that appraisers are currently doing some of their work by task/property type,
but more can/should be done. It is recognized that some appraisers should do their work on a
geographical basis.
10/18/2013: We have appraisers specializing in Commercial, Resort and Condominium
assessments. The residential and agriculture 'zones'have been redefined to closely reflect market
areas and appraisers are required to cooperate in setting values when,the assigned areas do not
cover a market area.
Update 11/15/2017: After studying this request, the island is unique and geographic areas are
more relevant for assessment purposes. As noted above, RPT does have higher level appraisers
which have areas that are not designated by geographic zones.
Recommendation 9: COMPLETED BY RPT
The Real Property Tax Division should state performance expectations clearly and
institute the necessary internal controls to provide assurance that performance is in line
with standards.
11/7/2012: Effort is underway to develop performance'standards and should be completed by 30
November. Standards are not quantified in all cases. This demands union discussion before
implementation.
10/18/2013: Done - Standards for field and appeal work have been developed, implemented and
are being monitored. Sales ratios have been run by individual appraiser for internal use to
measure where assistance is needed. Performance edits have been developed for the database.
November 17, 2017 Page 18
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
Update 11/15/2017: RPT continues to utilize what was done in 2013. Edits are also continually
run and reviewed by the Valuation Analyst and Appraisal Supervisor. The results are then
presented to the RPT Administrator and Assistant Administrator for further review.
Recommendation 10: COMPLETED BY RPT
The Real Property Tax Division should assess the interest and needs of appraisers in
further education in mass appraisal and property tax administration and develop a
program to offer courses designed to meet those needs. Consider establishing continuing
education programs for appraisers.
11/7/2012: Education for appraisers is currently being done on a quarterly basis.Further resources
are required in the next budget to accomplish fully.
10/18/2013: Done - In addition to the internal workshops noted in Rec. # 5, shorter internal
sessions on data entry/edits, mapping, appeal process, CALP are run on an as needed basis. On a
more formal level, the entire staff has completed IAAO 101 & 300 since May 2012 and is in the
process of taking 452. IAAO 201 or 311 is scheduled for May 2014. A core curriculum of IAAO
courses is established, followed by specialized courses once that is completed. Other sources of
continuing education are also used for people who are licensed or when areas are specialized.
Update 11/15/2017: RPT continues to provide IAAO training to appraisers annually. Additional
classes have been provided to other staff within RPT. See Recommendation 17 for more details.
Recommendation 20:
The Real Property Tax Division should implement holdout samples or use subsequent
sales not part of the appraisal model to provide an independent test of the quality of the
values generated by the CAMA system. To the extent such queries are not routine under
the current system, the Division, should develop routine queries to compare market value
changes on selling and non- selling parcels by market area, neighborhood and other
relevant strata. The Division should develop a systematic approach to reviewing unusual
value or ratio issues incorporating both office review and field review procedures.
11/7/2012: Division currently does holdout samples. Effort will be updated when analyst and
supervisor are on board.
10/18/2013: Done - Because of our timeline, models for assessment purposes are set prior to
receiving data on the last 6-8 weeks of sales for a cycle. These constitute the 'subsequent sales'
November 17, 2017 Page 19
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
that verify the models. Queries have been and are run looking for value changes by
neighborhood and from the prior year, expansion to additional strata will require a Valuation
Analyst. Value changes or ratio issues over a certain percentage are part of the query process
and are reviewed in the database and if needed flagged for field check.
Update 11/15/2017: Appraisal and Clerical Supervisor along with Valuation Analyst routinely
perform documented queries to check for issues.
Recommendation 23:
Until the Conveyance Tax Certificate (CTC) is improved, as recommended in Section 6.
1. 2 of this report, the Division should routinely send sale confirmation letters to buyers
and sellers, especially when there are few transfers in the area or of the type of property
in question and when the property that was sold received an exemption or other form of
preferential assessment.
11/7/2012: Finance notes this recommendation would increase budget costs for postage. Letters
are sent to reapply for dedications and exemptions. Using MLS data would decrease staff work
significantly.
10/18/2013: We already send out letters requiring updates on both preferential assessments and
exemptions when they transfer. Access to MLS for most sales and Costar for commercial
properties, which many jurisdictions do not have access to, has reduced the need for verification
letters to a minimum.
Update 11/15/2017: RPT continues to utilize MLS and CoStar as noted above.
RECOMMENDATIONS THAT REQUIRE NO ACTION:
Recommendation 21
The Division should review current data entry edits and security procedures to ensure that
they meet industry standards as outlined in IAAO references and elsewhere.
11/7/2012: Finance indicates that security access is restricted and passwords are updated every
90 days. Industry standards are met -history screen exists and audit trail exists.
10/18/2013: Industry Standards are met and will be increased with added features after the
migration to iasWorld is completed. See Recommendation#11.
November 17, 2017
Page 20
REAL PROPERTY TAX REVIEW WORKING GROUP
IAAO LIST OF RECOMMENDATIONS STATUS UPDATE
Update 11/15/2017: RPT continues to meet industry standards and the division has already
moved from IAS into iasWorld where additional security procedures are in place.
Recommendation 29:1
Before moving to combined land and building valuation, the County should review this
decision with a broad array of stakeholders to eliminate unanticipated problems.
11/7/2013: Finance says this is a misunderstanding with consultants. No action required.
10/18/2013: Any County Code change will allow for stakeholder input.
•
Update 11/15/2017: RPT Review Working Group to review.
Recommendation 39:'
The Council should require the Finance Department to undertake an analysis of the cause
of the increase in the gap between delinquencies and delinquent tax collections to
determine whether there is weakness in billing and collection procedures.
11/7/2012: Finance does watch the increase in delinquencies on a continuous basis. Delinquent
amounts appear to be steady one year to the next.
10/18/2013: An internal review of collections and tax sale procedures and policies is being
initiated.
Update 11/15/2017: Collectors continue to work on documentation and increasing the number of
properties up for tax sale. A supplemental budget request was submitted to create a 4th tax collector
position as the County of Hawai`i has more properties for tax sale than all the other counties in
Hawai`i combined. Majority of this reason is due to the lower values, size of the island as
compared to the other counties in the state and the lava land parcels which have no current surveys
available and require cash funded purchases.
November 17, 2017 Page 21