Assessors' Manual, Data Collection - RFV

1 SECTION PAGE New York State Office of Real property Services ASSESSOR S MANUALData Collection and Maintenance of property Inventories - RFV DATE 9/02/02 ASSESSOR'S MANUAL DATA Collection - RESIDENTIAL/FARM/VACANT LAND NEW YORK STATE OFFICE OF REAL property SERVICES SECTION PAGE New York State Office of Real property Services ASSESSOR S MANUALData Collection and Maintenance of property Inventories - RFV DATE 9/02/02 PROPRIETARY DOCUMENTATION This material is proprietary to the Office of Real property Tax Services within the New York State Department of Taxation and Finance and is not to be reproduced, used or disclosed except upon written authorization of the Office of Real property Tax Services, Harriman Campus, Albany, NY @ 2002 NEW YORK STATE OFFICE OF REAL property SERVICESnowNEW YORK STATE DEPARTMENT OF TAXATION AND FINANCEOFFICE OF REAL property TAX SERVICES SECTION PAGE New York State Office of Real property Services ASSESSOR S MANUALData Collection and Maintenance of property Inventories - RFV DATE 9/02/02 TABLE OF CONTENTS INTRODUCTION Section Page Collection PROCEDURE Data Collection General Data ORPS ONLY Collection R/F/V property RECORD CARD Section-Block-Lot Card Using This Residential property Record PARCEL INDENTIFICATION SECTION Tax Map Prop HC.

2 3 6 Location School Sale Sale Lot Label Correction ORPS ONLY Label RFV - Table of Contents Page 2 TABLE OF CONTENTS (cont) Section Page AUDIT CONTROL SECTION Quality Reject Assistance Date of Last Physical Date of SALES INFORMATION SECTION Sale Sale Sale ORPS ONLY Sale R/F/V SITE INFORMATION SECTION Site property Route Number .. Neighborhood Valuation Zoning Site Neighborhood Neighborhood Road DC Entry Type .. ORPS ONLY SWIS/SBL/CD RFV - Table of Contents Page 3 TABLE OF CONTENTS (cont) Section Page LAND BREAKDOWN SECTION Land Front Square Soil Waterfront Depth Influence Influence RESIDENTIAL BUILDING SECTION Buildings Story Height/Number of Stories.

3 Exterior Wall Year Built/Actual Year Effective Year Year Number of Kitchen Number of Number of Bath Number of Number of Heat Fuel Central Basement Basement Garage Condition/Overall Exterior Interior Grade/Construction Grade Attached Garage Porch Porch Percent Functional RFV - Table of Contents Page 4 Section Page RESIDENTIAL BUILDING AREA SECTION First Story Second Story Additional Story Half Story Three Quarter Story Finished Area Over Finished Attic Finished Basement Unfinished Half Story Floor Unfinished Three Quarter Story Unfinished Full Floor Area/Unfinished Square Foot of Living Finished Recreation Sample SFLA MEASURING, SKETCH, CALCULATION GUIDELINES Measuring Sketching Sketch Labeling Sample Common Area Map IMPROVEMENT SECTION Structure Measure Dimension Dimension Square Year Built/Actual Year Effective Year Percent Good.

4 Functional RFV - Table of Contents Page 5 TABLE OF CONTENTS APPENDIX A: STRUCTURE CODES APPENDIX B: property TYPE CLASSIFCATION OWNERSHIP CODES APPENDIX C: QUICK REFERENCE CARDS 1 - Residential/Farm/Vacant Structure Codes 2 - R/F/V property Type Classification Codes Assessor s Manual PAGE DATE 9/02/02 SECTION PAGE New York State Office of Real property Services ASSESSOR S MANUAL Data Collection and Maintenance of property Inventories - RFV DATE 9/02/02 INTRODUCTION The initial phase of any mass appraisal program is the data Collection of real property inventory data. This data is needed to value each parcel of property located within a specific assessing jurisdiction. It is very important that the data be recorded as accurately and consistently as possible as it will serve as the basis of all future appraisal activity in revaluation programs and the ORPS market survey process.

5 Not only will this information provide the specific elements needed to value each parcel of property , it will also become a valuable record of information for future use by the assessor's office and ORPS. Therefore, the purpose of this residential manual is as follows: 1. To describe the Residential/Farm/Vacant property record card designed solely for use with the New York State Real property System (NYSRPS). 2. To describe the data Collection techniques, which should be used in completing these forms. 3. To define the specific characteristics of real property which must be collected for commercial parcels. Please note that any data item in this manual preceded by a # symbol is required by Subpart of the Rules for Real property Tax Administration, Standards for assessment inventory and valuation data.

6 4. To aid ORPS in collecting property used in the market survey. Please note that specific data items or Collection procedures, which are unique to ORPS, are designated throughout this manual as "ORPS ONLY". Once collected, the inventory characteristics may then be processed through the maintenance, report, and valuation programs which make up the New York State Real property System. This will enable the municipality and ORPS to effectively store, edit, and produce values using the applicable valuation technique(s): market, income and replacement cost. Assessor s Manual PAGE DATE 9/02/02 SECTION PAGE New York State Office of Real property Services ASSESSOR S MANUAL Data Collection and Maintenance of property Inventories - RFV DATE 9/02/02 RFV Collection PROCEDURE 1.

7 Collection PROCEDURE The data collector is vital to the successful completion of a revaluation or annual reassessment program where physical reinspection is required. Therefore data collectors must be thorough and professional in approaching their responsibilities. Remember in most cases, this is the first time the public will be meeting someone connected with the revaluation project (or the ORPS market survey) so it is extremely important that the collector possess a complete understanding of what data must be collected and how best to collect it. DO'S AND DON'TS OF A GOOD DATA COLLECTOR a) Initial impressions are lasting. Dress neatly and conservatively. Be well groomed. b) Introduce yourself. c) You should have proper identification and present it at each contact.

8 D) Briefly explain your purpose and how you would like to conduct the inspection. e) Do not become involved in lengthy conversations. f) Do not argue. g) Do not discuss assessment practices. h) Do not discuss property taxes. i) Do not smoke during an inspection. j) Do not comment on furnishings or personal property . k) Be careful of furnishings and property during the inspection. l) Conduct the inspection in a professional manner. When the inspection is completed, thank the owner or tenant for their cooperation and leave. m) Above all, be courteous. The ORPS data collector should read the following sections of the manual and then note sub-section for ORPS ONLY exceptions to the general procedures.. RFV Collection Procedure Section Assessor s Manual PAGE DATE 9/02/02 Collection PREPARATION Prior to any Collection make sure to have all the information and tools needed to make a complete and accurate Collection .

9 Before leaving for the field you, as the collector, should: a) discuss the assigned work area with your supervisor ( , are there any unusual situations that you should be apprised of?). b) review appropriate tax and street maps. c) review available data (known sales information, neighborhood characteristics, parcel identification) to familiarize yourself with the immediate work area. d) check equipment and supplies (blank cards, measuring devices, etc.). GENERAL PROCEDURE Every effort will be made to collect and record an accurate description of all parcels to be collected. Information must be derived from careful on-site inspection of all parcels, including vacant land. Approach - Make a determination of the general characteristics of the property ( , neighborhood, utilities, traffic, out-buildings) and record as much of that information as possible.

10 Consult the tax map for any data that may have been established and recorded for you to enter on the data card. Contact - Immediately upon arrival make an attempt to contact the occupant. Introduce yourself and show your identification. State your purpose and ask for permission to inspect the building. Take information from adults only. Do not enter the residence unless accompanied by an adult. If an adult family member is not home, leave a message as to when you will return, or how an adult may contact someone for an appointment. Never go through a building without permission. If no one is on the premises at the time of visitation, one return visit must be made either after 6 or on Saturday. If after two attempts no one was found at the premises, or after one attempt where entry was refused, notification should be sent to the owner providing him an opportunity to schedule an appointment for Collection of interior information.