Jefferson Central Appraisal District Board of Directors. Regular Board Meeting October 17, :00 p.m.

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1 Jefferson Central Appraisal District Regular Board Meeting October 17, :00 p.m. The of the Jefferson Central Appraisal District met in public (open) session on Wednesday, October 17, 2018 at the Appraisal District office, 4610 S. Fourth Street, Beaumont, Texas. The meeting was called to order by Chairperson Allison Nathan Getz. It was found and determined that in accordance with the policies and orders of the Board, the notice of the meeting was posted in accordance with the terms and provisions of Section et. seq. of the Texas Government Code, and that all of the terms and provisions of Section have been fully complied with and that the 72-hour notice required by said section has been properly and correctly given. ROLL CALL Present: Allison Nathan Getz, Eugene Landry, Lauren Williams Mason, and Dr. Louis Reed, Jr. Absent: None Chairperson Getz declared a quorum present. 1. Approval of Minutes: September 13, Receive Taxpayer Liaison Officer Report ESTABLISHMENT OF QUORUM CONSENT AGENDA ACTION ITEMS The TLO Report was submitted indicating that the Taxpayer Liaison Officer did not receive any communications or complaints from taxpayers for the period ending October 11, Dr. Reed moved and Mrs. Mason seconded to approve the consent agenda items as submitted. 3 Receive Chief Appraiser s Report 2018 LAWSUITS UPDATE REGULAR AGENDA ITEMS The list of accounts under litigation for the 2018 tax year was provided with the Chief Appraiser Activity Report. Since this listing was mailed to the Board, one of the lawsuits, Anna Cordts Edwardson, was settled. UPCOMING LEGISLATION There are several bills of interest to appraisal districts being proposed for the 2019 legislative session. The first one concerns offsite ARB hearings. Since ARB s typically meet at the appraisal district offices, the public has the perception that they work for the appraisal districts. Therefore, proposed legislation would require protest hearings to be held at a location other than the appraisal district office. In anticipation of legislation requiring offsite protest hearings being enacted for the 2020 tax year, the District is going to revise its ARB hearings procedures for the 2019 tax year. The ARB usually meets three days a week for seven to eight weeks. Hearings will be held five days a week for three to four weeks to condense the period of time District employees will be working offsite. By condensing the hearings, the ARB can start hearings later in the process and allow the appraisers more time to try to settle protests informally. Appraisers will be assigned specific dates to handle their protests at the ARB hearings to minimize the number of appraisers that will be out of the office on any given day.

2 Another topic for new legislation is mandatory reappraisals in areas declared a disaster area by the Governor. The Texas Association of Appraisal Districts (TAAD) is supporting a bill that would allow an exemption for any affected properties based on the property s FEMA classification. Property owners would be required to request this exemption, which would drastically lower the costs of a disaster reappraisal since appraisal districts would not be required to locate and reappraise the damaged properties. TAAD is trying to include a clause requiring the State to reimburse the taxing entities for any costs related to a mandatory disaster reappraisal. Mrs. Bellard reported that other proposed legislation addresses tax rollback rates and additional training requirements for ARB members. Mr. Landry asked if delaying the start of ARB hearings would affect certification of the appraisal rolls to the taxing entities, to which Mrs. Bellard responded that the District would still certify timely. CHIEF APPRAISER ACTIVITY REPORT Mrs. Bellard submitted the Chief Appraiser s Activity Report for the period ending October 11, 2018 to the Board outlining the educational activities, District activities, public and entity notifications and meetings, and lawsuit/arbitration activities of the Chief Appraiser. CHIEF APPRAISER TRAVEL None to report. Mr. Landry moved and Mrs. Mason seconded to receive the Chief Appraiser s Report as submitted. 4. Adopt Resolution # Election of Director to Fill Remaining Portion of Term Due to Resignation of Charles Lankford Mr. Charles Lankford, a member of the, tendered his resignation effective July 26, Property Tax Code Sec. 6.03(l) states that if a vacancy occurs on the Board of Directors, other than a vacancy in the position held by a county assessor-collector serving as a nonvoting director, each taxing entity that is entitled to vote may nominate by resolution adopted by its governing body a candidate to fill the vacancy, providing the resolutions are submitted to the Chief Appraiser within 45 days after notification of the vacancy. Mrs. Bellard notified the taxing entities of the vacancy on the on August 16, 2018, with the 45 th day for submitting nominations being October 1, On October 3, 2018 Mrs. Bellard timely prepared and delivered to the a list of nominees submitted by the taxing entities as follows: Vernon Durden nominated by Beaumont ISD NOMINATION WITHDRAWN Terry Schwertner nominated by the Cities of Groves, Nederland, and Port Neches and Port Neches-Groves ISD With only one valid nominee, Dr. Reed moved and Mr. Landry seconded to adopt Resolution # electing Mr. Terry Schwertner to the for the remaining portion of the term of office due to the resignation of Mr. Charles Lankford. 5. Adopt Resolution # Disposal of Obsolete Equipment Mr. Landry moved and Dr. Reed seconded to adopt Resolution # authorizing the Chief Appraiser to remove the obsolete equipment as indicated below from the District s inventory listing and to dispose of the equipment in accordance with Section of the Board Policy Manual.

3 The following equipment was declared obsolete: Inventory # Equipment 228 File Cabinet LK# Millcraft 30 X File Cabinet LK# United S-31 Side Chair 367 File Cabinet LK# File Cabinet LK# File Cabinet LK# M & M Typing Table 666 File Cabinet LK# File Cabinet LK# Ethernet #9406 w/1.28 G DASD Rack AS/ X72-60 EDO 128 MG Ram Memory GB SCSI U2W for PC Server (2) 991 HP Travan-5 10/20 GB Tape Drive 991 IBM 8639PBO PC Server 325 P IBM Untrastar 2XP 9.1 GB UWSCSI 991 Servaid 3L ult2 SCSI adptor for Server X/4X Recorder SCSI Plexwriter PXR412CE 1036 HP T41 Internal Tape Drive for PC Server C5644C#ABA AB 90T HON Blue Task Chair 1076 File Cabinet LK# File Cabinet LK# File Cabinet LK# File Cabinet LK# File Cabinet LK# File Cabinet LK# File Cabinet LK# Pak License for Windows 2000 (2) 1166 File Cabinet LK# Cisco 1700 Series Router w/vpn 1247 File Cabinet LK#130E 1276 File Cabinet 1304 Canon A HP Laserjet 1022N Printer 1451 Windows Server 2003 Open Business License 1506 IBM Infoprint P6886 w/ipds & duplex 1509 Cisco 1800 Series VPN Router w/vpn Mod IBM Infoprint 1852N # 39V2818 1S4552N01793LW IBM infoprint DN1 printer w/ipds 794NNGT U Cabinet 23 X 36 X Tr-09U Brother SX4000 Typewriter 1597 Dell Latitude XT3 Notebook code Dell Optiplex 7010 Desktop 1682 Dell Powervalt 124T 2U Tape Drive Replaced 7/ Dell 124T Powervault Tapedrive Replacement 1728 Dell Optiplex 3020 Computer w/8.1 windows 7046 Front Page 2000 Full Version # PC Anywhere 7074 ScanDLL 50 Software & License Fee 7082 Trend Micro Worry Free Antivirus Software 7084 Apex Medina v.4 Assessor/Main Software 2 copies 7085 Apex Medina Software (3) 7091 Microsoft Standard (9 copies) 7092 Microsoft Office Pro Plus (3 copies) 7093 Microsoft Standard 2010 #MLG license 7094 Microsoft Office Pro Plus P license 7098 Parallels Desktop for Mac 7099 Adobe Acrobat XI Pro Win DVD 9033 Lotus AS/400 Application Dev 5738-PW Apex Medina Software(3) 9083 Windows 10 Pro Upgrade

4 Yeas: Reed, Landry, Lankford, and Mason 6. Approve 2019 Work Calendar Mrs. Mason moved and Mr. Landry seconded to approve the Work Calendar for 2019 as submitted. The District office will be closed the following holidays, and employees will be granted vacation in accordance with the Personnel Policies based on years of service: January 1, 2019: New Year s Day April 19, 2019: Good Friday July 4, 2019: Independence Day September 2, 2019: Labor Day November 28 and 29, 2019: Thanksgiving December 23-27, 2019: Christmas 7. Approve Request for Proposal and Authorize Chief Appraiser to Advertise for Proposals for Auditor Board Policy requires the District to solicit requests for proposals (RFPs) for auditing services from all accounting firms in Jefferson County at least once every four years. Once the Board retains an auditing firm, the contract for auditing services is awarded on an annual basis. While the Board requested proposals in 2017, the Audit Committee has requested that the Board request proposals again this year. Dr. Reed moved and Mrs. Mason seconded to approve the request for proposal and authorized the Chief Appraiser to advertise for proposals for an auditing firm for the 2018 fiscal year. 8. Approve Financial Statements for August, 2018 Dr. Reed moved and Mr. Landry seconded to approve the financial statements for the month ending August 31, 2018 indicating expenses of $334, and a fund balance of $2,981, Authorize/Ratify Expenditures from Equipment Replacement Fund Mrs. Bellard noted that Purchase Approval #2018-9, which was approved by the Board at the September 13, 2018 meeting, is being corrected. Mr. Landry moved and Mrs. Mason seconded to approve the below Purchase Approvals: Purchase Approval # correcting the expenditure for five computers and two monitors to the expenditure for three computers. The amount of the expenditure, $9,000, and the inventory numbers, 1713, #1715, and #1716, on the original purchase approval were stated correctly and did not require correction. Purchase Approval # approving the expenditure of $3,000 to replace three obsolete monitors in the Mapping/GIS Department. The Chief Appraiser was further authorized to dispose of the obsolete monitors, Inventory #991, #1407, and #1452, in accordance with the District s Disposition of Property Policy. Purchase Approval # approving the expenditure of $2,000 to replace an obsolete computer and monitor in the IT Department. The Chief Appraiser was further authorized to dispose of the obsolete computer and monitor, Inventory #1361 and #1507, in accordance with the District s Disposition of Property Policy.

5 Purchase Approval # approving the expenditure of $2,600 to replace an obsolete laptop computer in the Appraisal Department. The Chief Appraiser was further authorized to dispose of the obsolete laptop, Inventory #1385, in accordance with the District s Disposition of Property Policy. 10. Receive Amendments to the 2018 and/or 2019 Budget and Instruct the Secretary of the Board to Notify the Taxing Entities There being no amendments to receive, this item was deferred. 11. Adopt Amendments to the 2018 and/or 2019 Budget The Chief Appraiser informed the Board that the weighted average cost-of-living salary increase granted by the County, cities, and school districts was 2.84%. Mrs. Bellard submitted the details on the salary increases granted by the entities as well as a history of the salary adjustments granted by the District. Mr. Landry moved and Dr. Reed seconded to adopt Resolution # granting a 2.84% cost-of-living salary adjustment to all District employees for the 2019 fiscal year based on the weighted average salary increases of the County, cities, and school districts, transferring $68,618 from the 2019 Salary Contingency Fund to be allocated as follows: Department Regular Salaries Employer Taxes Retirement Administration $9,786 $166 $1,835 Appraisal $22,957 $391 $4,305 Roll $8,533 $75 $1,598 Mapping/GIS $9,777 $166 $1,834 Data $5,973 $102 $1,120 The amount of the 2019 budget will remain unchanged at $6,393,205. Nays: Getz 1. November Board Meeting Date INFORMATION ITEMS The November Board Meeting was set for Wednesday, November 14, 2018 at 11:00 a.m. None PUBLIC COMMENTS ADJOURNMENT There being no further business to conduct, the meeting was adjourned at 4:21 p.m. Allison Nathan Getz, Chairperson Lauren Williams Mason, Secretary Jefferson Central Appraisal District Jefferson Central Appraisal District