From Addressographs to GIS: The Adaptation of Real Property Listing and Property Valuation to Technology

Wisconsin Real Property Listers Association

Acknowledgements

• James Wallen, Brown Co.• Roxanne Moore, Burnett Co.,

Retired• Cheryl Zellmer, Dane Co• David Addison, Dodge Co.• Holly Hansen, Door Co• Lauree Kratcha, Jackson Co. • Al Brokmeier, Kenosha Co.

• Pam Hollnagel, La Crosse Co.• Krista Paulson, Lafayette Co.• Marge Johnson, Lincoln Co.• Ruth Winter, Menominee Co.• Jeremy Erickson, Monroe Co.• Cindy Wisinski, Portage Co.• Pat Harmann, Racine co• Ann Burton Sauk Co.• Nick Gamroth, Trempealeau Co.

Origins

Elected Local Assessors

Elected Local Assessors with County Boards Appointed Perform Equalization

State Board of Equalization

1868 County Boards Given Responsibility for Assessments

Statewide Commission 1899 Appointed. Tax Administration must be Performed by Non-elected Professionals

Three Person Commission Appointed to Direct Assessments

Equalization Added

Commission Eventually Becomes the Department of Revenue

Origins• A parcel of land located in Government Lot

One(1) of Section Twenty-four(24) Township Thirty-nine(39) North, of Range fourteen (14) West, described as follows: Beginning at the point which is 710 feet East and 33 feet South of the Northwest corner of said Section 24, being the northeast corner of a parcel of land described in Volume 91 of Deeds, page 112, as recorded in the office of the Register of Deeds, thence running East and parallel with the North line of said Section a distance of 647 feet, thence South parallel with the West line of said Section 24, a distance of 850 feet, thence West parallel with the North line of said Section 300 feet, more or less to the shore of Bass Lake, thence Northerly and Northwesterly along the shore of Bass Lake to a point South of the Point of beginning, being the Southeast corner of above referenced Volume 91 page 112, thence North parallel with the West line of said section 24 to the point of the beginning.

Origins

The Assessor•Enter each parcel on the assessment roll in regular order by government subdivisions with “such certainty as would be sufficient between grantor and grantee in a conveyance of property.”•Elected•Not certified•Shortened legal description

The Treasurer• Billed and collected

taxes using the hand written tax roll.

• Wrote certificates on delinquencies

• Tax Deeds on delinquent land became impossible no one knew what land was being taxed

The Town Clerk• Created Tax Roll• Applied mil rate to

each parcel• Total tax roll and

deliver to local Treasurer

• Shortened legal descriptions.

•Works Progress Administration•Wisconsin State Legislature

Origins

Valuation

Listing

Discovery

RPLCombines legal

descriptions, ownership and

values

Co. Treasurer

Generates tax bills, supplies addresses

GIS

Maintains parcel maps

County GISAssessor

Property values

DOR

Manufacturing values

Register of Deeds

Deeds, CSMs, subdivisions and condominiums

Discovery & Listing

One record in the parcel attribute database consists of…

Document Types used in Discovery

Warranty Deed

Quit Claim Deed

Personal Representative Deed

Trustee Deed

HT-110 (Termination of Decedent’s Property)

Land Contract

Sheriff’s Deed

Condominium Deed

Tax Deed

Transfer on Death Deed

Parcel splits usually involve some kind of map or plat such as CSM’s, plat of surveys, condo plats, subdivision plats, right of way plats, or transportation project plats

Real Estate Transfer Returns are used to discover the tax bill mailing addresses

The best way to summarize the work that a Real Property Lister does is as follows:A property lister is not a lawyer, but they have to know real estate law.A property lister is not a land surveyor, but they have to know how to measure land.A property lister is not a cartographer, but they have to know how to make a map.A property lister is not a title examiner, but they have to know how to examine title.A property lister is not a clerk, but they have to know how to develop and apply mill rates for taxation.A property lister is not a register of deeds, but they have to be able to read and interpret deeds.A property lister is not an assessor, but they have to be well versed in assessment practices.A property lister is not a zoning administrator, but they have to understand zoning ordinances.A property lister is not a planner, but they have to understand planning and land division ordinances.A property lister is not a conservationist, but they have to understand conservation programs.A property lister is not a GIS analyst, but they have to be able to analyze geographic information.etc.

Real Property Listers and Property Values

Discovery and Listing

Valuation

Open Book

Board of Review

Taxation

Successes and Changes

Assessors Successes– Electronic records– Electronic transfer

Register of Deeds and County Treasurer

• Successes– Document imaging– Computerized tracts– Growing interaction with

ROD/Co. Treasurer/RPL software

– Cooperative development of eRETR

Geographic Information Systems

• Successes– Cost savings– Significantly improved

parcel mapping– Greater data access – Greater time for research

Geographic Information Systems • Also Brought Past Unknown Title

Issues to Light

– Bad legal's in old deeds showed up as gaps and overlaps on digital parcel map

– Potential building and property boundary encroachments suddenly became visibly apparent when accurate parcel mapping was laid over the top of orthophotography

– Poor quality of our old floodplain mapping became obvious

Department ofRevenue

• Successes– Tighter integration with

DOR – eRETR – SOA submittal– Work and Final Roll

submittal

Challenges

Challenges

• Software

Challenges• Assessment practices

– Industry consolidation– Low bidding

• Typical Cost: Approximately– $15.00 per parcel– $5.00 or less per parcel

– Public looks to county RPL– By passing county

Challenges

• Title/Legal– Decline of abstracting– Error Corrections– Recording Locations

• Lis Pendens/ Foreclosures

Challenges

• Relocation

Clerk12%

RPL2%

ROD4%

Treasurer80%

RPL Locations 1960

RPL Locations 2012

RPL Locations 2000Assessor

7%Admin

1% Clerk3%

Land Info22%

Planning9%RPL

7%ROD8%

Treasurer42%

Zoning1%

RPL Locations 1998

Assessor 1.36%Clerk 5.47%Land Info

9.58%Planning 10.95

%RPL 23.28%

ROD 9.58%Sur-

veyor 1.36%

Treasurer 36.98%

Zoning 1.36%

Challenges

• Electronic data– Greater links to DOR

• Access to– County website– Split information– Permits

• Custodianship of data– Public record requests

In addition to listing title information and assessed value information, property listers have to distribute their databases at different intervals throughout the year.

Work RollAssessment RollTax Roll

Challenges

• Input regarding direction of Land Records– §59.72(3m)(a) Creates a

County Land Council• Provides for broad

community input

Challenges• 88 % have a RPL on the

Council• Meeting frequency

Kewaunee County Land Council

• Meets once a year in January• Reviews the county’s land

records modernization plan• LIO director gets input

regarding what projects should be done in the next year

• Day to day decisions are made by LIO Director in consultation with County Administrator and Finance Committee

Washington County Land Council

• Meets multiple times a year, at least quarterly

• Reviews the county’s land records modernization plan

• LIO director gets input regarding what projects should be done in the next year

• Make recommendation regarding expenditures of retained fees

Possible Solutions

– Download pages• Assessment Rolls• GIS data• Other commonly requested reports

– Access records• Assist RPL

– County Land Information Council• RPL should be on Council per

59.72(3m)(a)

– 70.09 update– Web based services?

Questions or Comments