The Fall River Board of Assessors convened on February 10, 2022, opening the meeting at 3:10 PM. The board, consisting of Nancy Heino, Rich Wilkson, and Rich Gonzalez, unanimously approved the minutes from the February 1, 2022, executive and open sessions, as well as the monthly reports. The board then entered executive session at 3:13 PM to discuss abatements, exemptions, and ATP matters, returning to open session at 4:10 PM. During the open session, the board unanimously approved several fiscal 2022 statutory exemptions (numbers 69-75) and a set of abatements (numbers 51, 54, 59, 61, 85). They also approved abatements 17 and 34 with a 2-0 vote and one abstention from Rich Gonzalez, and unanimously denied abatements 86 and 116. A significant portion of the meeting was dedicated to an appointment with Patriot Properties regarding the cyclical inspection contract. Jeff Wayne and Wayne from Patriot Properties discussed the work plan, including identifying properties for inspection (approximately 60% of the city's properties), printing property record cards, and the process for data collection and identifying property growth. The board requested bi-weekly status reports and emphasized public outreach, with plans to publicize inspection areas weekly via radio and the city's website. Patriot Properties confirmed their field staff would carry clear identification and their vehicle information would be shared with the police department. The contract for cyclical inspections was unanimously awarded to Patriot Properties, with a projected start date of April 1st. Discussions also covered cyber security protocols for remote data input and coordination with the assessor's office. The meeting concluded at 4:33 PM after scheduling the next meeting for February 24th at 2:00 PM.
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good afternoon everyone pursuing through the open meeting law any person may make an audio or video recording of this public meeting or may transmit the meeting through any medium attendees are therefore advised that such recordings or transmissions are being made whether perceived or unperceived by those present and are deemed acknowledgeable and permissible mr chairman thank you um
0:20roll call nancy hi no yes chris wolfson rich gonzalez here all i'm present three zero time uh 3 10. 3 10 the meeting opens up item number two approval of minutes executive and open session february 1 2022.
0:42i looked out there okay motion to approve second roll call nancy hi no yes rich wilson yes rich gonzales yes motion passes three zero to approve the minutes of february first item number three monthly reports
1:39do i need a uh roll call roll and not leave your paw move is there a second second roll call nancy hi no yes rich wilkson yes it's gonzales yes three zero to approve the monthly report
2:21try to reach
2:44okay item number four executive session uh can i have a motion to go into executive session to discuss abatements exemptions submitted list pursuant to glc38 section 21a7 glc 59 section 60 review atp matters uh submitted lists pursuant to glc38a section 2183 since discussion in public would be detrimental to the city's legal position move to go into executive second second roll call nancy heino yes
3:19rich wilson rich gonzalez motion passes three zero yes uh time three thirteen three thirteen we're an executive we will go back into live following executive hi welcome back can i have an uh a motion to go in back into open session second roll call nancy hi note yes rach wilson rich gonzales motion three zero to go back into open session time 4 10 4 10 back into open session mr chairman i make a motion to approve
3:55the following fiscal 22 statutory exemptions number 69 70 71 72 73 74 and 75.
4:06second in motion roll call nancy high note yes rich wilson yes rich gonzalez yes motion passes 3-0 to approve the exemptions listed mr chairman i make the a motion to approve the following fiscal 22 abatements excuse me on that read all of them except for 34 then you can all vote on all of those no 17 for me as well okay so don't include 17 and 34 in what you
4:33read you can all vote on all of those then do 17 and 34 alone and richard's going to abstain from those okay uh approved number 51 54 59 61 and 85.
4:48second the motion to approve roll call nancy high note yes rich wilson yes rich gonzalez motion passes 3-0 to approve the exemptions that's so great uh abatement says so red uh uh mr chairman i make a motion to approve the following fiscal 22 abatements number 17 and 34. second motion to approve 17 and 34. roll call nancy heino yes rich wilson yes richard gonzalez abstains on abatement 17 and 34 for the record
5:21mr chairman i make a motion to deny the following fiscal 22 abatements number 86 and 116. second motion roll call nancy high note yes rich wilson yes which gonzalez yes motion passes three zero but denials of 86 and 116.
5:39that's their maintenance you want me to do that again what's that welcome them in is that what you're going to do no well stephanie next thing uh item number six appointment with patriots property regarding uh statistical inspections jeff wayne can you hear us yeah we're here okay so mr chairman as you know last week um we had patriot on we were still finalizing some parts of the contract
6:12that's all been done we'd like to thank patriot for their collaboration and cooperation in approving the provisions of the contract so that's all taken care of and um the purpose of the appointment today is to let the general public know a little bit about what's going on and uh for you to formally award the contract which you can make a motion to do and then also to talk about uh some aspects of the work plan
6:42so the first thing would be i think to for someone to make a motion to award uh these uh cyclical inspection contract to patriot properties store questions first then award well questions first of all i do it first fine either way okay um oh so guys we're gonna we have a couple of questions first if you don't mind on the work plan that you forwarded yeah um could you uh tell us a little bit about um
7:19as you know all of the properties in the city are not going to be inspected i believe about 40 of them have already been inspected so we're talking i think about 60 somewhere around that right yeah i'll talk about that ballpark of the inspection there's about 60 of the passes correct so um how do you how do you envision um having those identified is it something that you want us to print a list of the
7:46possibles that need to be done um uh yes we would take direction from the board and the assessor's office as to what properties needed to be inspected and what parts of the city you would like us to work in so if you could ideally print out the record cards and um you know prep them for the data collectors to come in and kind of check in and go about it that way so we would take
8:08direction from the board and the assessor's office as to what properties need to be inspected and where to start so on the inspection if we ran a list by map starting i guess in the north end we would start with number one run the list all the way through that would then break out the parcels by map numbers that's what you're envisioning yes okay and then on the property record cards
8:37is that something you're envisioning the city printing or are you guys doing through your facebook typically typically it comes from the city yes and you could um work with them to help them figure out the best way to print that and um you know yeah usually it comes from the city visit print those and the data clippers come in and have a stack of record cards to start the project and would you envision them all being
9:00printed at the same time uh in the beginning or do you print them periodically i mean we could print them as we go but whatever works best for the for the assessor's office if they have the staff and time to do it okay we really don't have the staff to do it um is there a way that you guys could print them through your system um i could check on that we would need
9:24remote access to it uh to the database and then have to bring it in here and wayne have you heard of um printing them here on site uh remote printing can be problematic uh so yeah it's i mean it's typically done uh on site okay we can take a look at that we can take a look at that yeah we can do some testing and so forth i have a question yeah
9:49we'll work with you to figure out the best solution you know um maybe we can remote print to your printers from our office uh with guidance of the assessors but we can we can work something out dude the question i have with regards to uh the printing of these cards uh i mean we have identified these these properties that do not need inspection by a date that somehow some way somebody went out there
10:21they looked at the property and it's within the last four or five years uh some may even be earlier we don't want you people to go back out there because it's a redundance of data um what's your uh um i should say experience with that do you require that you get the the field record cards with these pulled is there a program that we you guys can develop for us that we can run like
10:52based on inspection date so we don't print there's a report yeah those are there's reports within the system that'll that'll generate what properties need to be inspected and we can go from that list there so we wouldn't have to pull them out with the report we run ahead of time and then those record cards that need to be inspected will be printed good so you could work with the staff here
11:13to identify that report and help them work their way through that report wayne can you help answer that question on how they can uh run a report on that yes yeah we can assist with that okay great all right i would think that it you know once you establish the the mechanics of identifying and printing that you do them all you do them all and they're all here and you know what i'm saying so that
11:37your your folks are going to report here every day they'll come in and and get a stack of cards so if they run low they'll come back in and you know they'll take assignment from you folks as to where you want them to work and is the is the visit history um already set up to accommodate um the initials and the code you know do you have a listing of code that they got
12:02in they did not get in they measured they hadn't yeah that'll all be marked on the cards and then the cards will then be data entered so then the system would then recognize the visit date you know all the codes and everything that needs to be updated on those cards any other questions when when they start to enter the the data do they identify the difference between growth and just normal changes
12:29uh wayne you want to take this one the field data collectors uh are typically reviewing and stating what they see at that time to determine growth they would need some assistance in terms of possibly permitting information but but really the system automatically captures growth even so even if you picked up a porch that they didn't have a permit for that would still be gross correct so that all gets tracked okay um
13:13it it yeah it's sort of an automated process like i said they see what they they report everything that they see there and if it wasn't there in fiscal 22 whether it was a permit poll or not it's automatically pulled in as growth great perfect any more questions about that part of it before we move on to the next one no okay all right um under b um i know we've talked about this
13:40that the dor regulations only require one visit but i thought jeff we had talked about the fact that maybe if possible if somebody wasn't home before the day's done on your way back wherever you guys could try to stop back in is that something you still intend on doing yeah we left that in the contract i just kind of i kind of summarized everything on the work plan okay that's still in the contract okay cool um
14:05under um section h which is the periodic status reports to the board of assessors so building off nancy's question the the way this will work is in the morning they'll stop in get a pile of cards um check in with nell and her staff and then go out uh and to go forth into the city to do their work um and my understanding is depending on where they are in the city at the end of
14:35the day they may stop back by the office or they may not but they will call in and let us know that they're not out in the field anymore is that yeah they'll report to mark carroll and mark carroll we'll get a get a status report from the data collectors and then we can report back to the board as to where we are in the project okay um how we're doing okay and um periodic
14:56reporting is it possible i mean are you anticipating weekly reporting back to them of status um or i talked to mark about that he was talking more of like a monthly status update we'd rather see every two weeks at the least if you don't mind yeah i could talk to him okay i'm sure that won't be a problem okay now um rich and noah were on um the radio yesterday they did a fine job and uh
15:23they uh we have something called the sixth floor report it's the chief of staff that does it on the local radio station and they also um offered she offered that if we could get the information of what parts of the city people are going to be in on a weekly basis she would kind of just let people know folks out there taxpayers know property owners know that you folks are
15:45going to be in this neighborhood or that neighborhood so um that'll help people know that you're going to be out in their neighborhood again we encourage everybody to cooperate with you because this is going to allow the city to get a more accurate picture of what the assessment of the property should be a more uh accurate version of the full and fair cash value so um just wanted to
16:08let you know that we'll be putting that out in addition to the press release you gave us we'll be looking at doing pretty much weekly updates on the radio as to what neighborhoods you guys are going to be going in is that okay with you guys that sounds great yeah that's a great idea okay can i interject uh jeff in addition uh for instance let's say uh we're starting off and we're gonna do the maps
16:34in sequential order so we're working on one two three uh four you gotta you got a crew out there i think what i'd like to interject on top of that is when you start going into different maps if we can get that report earlier you know like when you're finishing up uh neighborhood or map three today and you know maybe monday you're gonna be working on four five six and seven
17:01if we can get that as quick as we can so we can go out and publicize that and we have many options again we have that every tuesday report that we can go on the radio and tell the people that you guys are going to be working in the neighborhood and we also have the um to go on the city's website and uh that that'll help us to to get the word out
17:25um and get the um information as flowing in this as possible because my concern is is that uh it's a it's a project that the city hasn't seen in a long time and there's going to be a lot of questions um and um we just want to make sure we have the answers and to follow up on that and i know you've got this in the work plan but just for the benefit of folks at home
17:52the employees the contractors from patriot properties will have clear will where clearly displayed identification badges were in the field we'll let you know what those look like so you'll be sure that if you're dealing with somebody they are a patriots person we'll also know license plate numbers and things like that and that will be shared with the police department as well so that they'll know who's in the
18:17neighborhoods and who's not so we appreciate your offering to do that how many how many how many data collectors do you anticipate um the way mark explained it to me uh he was thinking maybe start out with two or three and maybe three to four to or maybe even five depending on you know once the project gets started but to start off will be two to three data collectors to start the project and as
18:40we get going um we'll start pulling people off at different projects to to start all hands on deck to get this one finished okay okay here we go so wait we'll give that a sec um so welcome to last so you're planning on starting march 1st right no it says april april first april 1st april 1st okay okay so uh on k um without getting too much into it we know that you're going to be inputting
19:08you're going to mock up the the property record cards but then you're going to be making changes to the property record cards um remotely from your location into the into the database we want to make sure and we'll set up a meeting with you folks the assessors in rit department to make sure that um everybody's on board with how that's happening and that we're doing it in a way that uh
19:35protects the cyber security of the city okay absolutely yeah that would definitely require a secure connection on both ends for sure so we'll set something up uh with you the assessor's office and it over the next couple of weeks to tie that down and work that out we know that you do have access to the database regularly for patches and things like that um to download patches and stuff but we
20:00still want to make sure that we're protecting the data of the city i think that once once the program is finished and the data collection is finished with them i think that those property record cards that have been mocked up they need to come back to you so that when people come in or when people question something um you can just you know to do a right and say oh we had somebody there on this
20:22day and you they're right at your at your fingertips okay um the other thing guys is that we want to make sure that as you're entering the data offsite that you're doing in a way that's also coordinated with the assessor's office so they know which areas to stay out of on the changes that they're doing and then once an area is done they'll be comfortable knowing that they could do what they normally have to do
20:46with those cards um and you've moved on to another one that's is that correct yeah wayne uh when they get centered is that an issue if someone was working in the system at the same time well we're trying to avoid me from doing that is the idea we want you guys to do an area we want you guys to do a map area we'll stay away from that map area but once you've
21:07done it once you've entered the data in that map area and you're moving on to the next one we would be able to then go back into that and put in sales and things like that that we may have seen sales sales have no bearing on the data collection effort so that can that can continuously be maintained entering your deeds and sale information that's not an issue at all okay um any other assessing
21:32stuff that they do though they should stay away from that map while you're entering right well it depends on what other changes other than uh entering of the sales uh is happening um so why do we do this wayne why don't we also include that in the conversation with the assessor's office when we talk about how you're going to do the the remote changes and just work it out so that everybody's on the same page on
21:58that right okay sounds cool all right um those are the only ones i had i don't know if you guys have it i'm good too um you i now know that i know that you've given us a draft press release we'll take a look at it and run it by the mayor's office as well and we'll make sure that we get it out and as uh rich said the radio station will be publicizing it
22:28we'll be putting it on the website again we really encourage property owners to cooperate with these folks from patriot properties they're helping the city develop more accurate records the accurate records will lead to more accurate assessments which will lead to fuller and fairer assessments as well so we really encourage that you cooperate with them if anybody has a question out in the public
22:56um of anything that's going on with somebody coming to visit or something like that please feel free to call the assessor's office um the idea is that they want to make sure that everybody's comfortable with what's happening um does the board have any other questions i know no i'm going to make the motion yep okay sounds good mr chairman i make a motion to appoint the contract for the cyclical inspection
23:22to patriot properties roll call nancy heino yes rich wilson yes rich gonzalez yes motion passes 3-0 toward the contract cyclical inspections the patriot properties congratulations guys thank you gentlemen thank you thank you very much thank you thank you um what um so um i guess is it wayne or jeff that's going to be following up with nell to schedule that appointment with and with now we could do it virtually i
23:51suppose if we needed to but um the somebody's gonna have to give nell a call to schedule that yeah i'll reach out to at least be myself or mark carroll um you know to get get things rolling but um i can be the point of contact for nell moving forward thank you sounds good thank you gentlemen thank you all have a good day thank you you too thank you all right item number six all the
24:28relevant business not known 48 hours in advance is there any no no with that schedule of the next meeting as you know i'm working so do you wanna three o'clock that works i mean but three o'clock works for me yeah all right so i guess uh two weeks from today i mean to meet every week i don't think we have enough for babies is that okay okay with me how are you nancy three o'clock
25:04no i won't work that day because i already have an appointment in the morning all right 9 30. no but it's three o'clock yeah yeah well i'm saying is i'm not gonna i already have an appointment in the morning that day at 9 30. so if you wanted to do it in the morning on that day no no not in the morning afternoon on the 24th o'clock right now three o'clock three
25:25o'clock and what i'm saying is if i i already have an appointment that day so then i'll probably won't work that day oh if you wanted to do it gotcha if you wanted to do it instead what you're saying earlier that would be okay so do you want to do a 10 on the 24th oh no i can't do the 10. okay oh i i can't it's at 9 30. so what what's a good time for
25:42you it depends what because it's up to him i mean um you want to do two
25:57yeah i mean are you good with two two o'clock on the 24th i have a problem yep
26:11um i don't mean to be paying i don't know if you need me i'm i've held a tax board hearing that day at that i mean um a lanco hearing at that time i don't unless you have something for us we'll be i'll try to finish all right to the meeting when i can so two o'clock on the 24th if it doesn't work we can change it yeah we can always go back i mean
26:35hopefully the lady comes back anymore all right can i item number eight which we don't have a motion to adjourn second roll call nancy i know yes which counts rich wilson which console sorry three zero motion passes time four thirty three motion two agent 433 thank you