Item R1
Revised 3/99
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 20.2002
Division: Property Appraiser
Bulk Item: Yes D No X
Department: Property Appraiser
AGENDA ITEM WORDING: Approval to retain $240.000 in excess fees from the 2001-
2002 budqet to use towards a new appraisal computer system for the Monroe County
Property Appraiser's office. Balance of system will be budqeted in FY 2004 budqet.
ITEM BACKGROUND: See attached letter from Ervin Hiqqs. Property Appraiser.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES
STAFF RECOMMENDATION: Approval.
TOTAL COST: $550,000 plus other BUDGETED: Yes D No D
enhancements. $240.000 durinq FY 2003
COST TO COUNTY:
REVENUE PRODUCING: Yes D No D
AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY D OMS/PURCHASING D RISK MANAGEMENT D
~~~
DIVISION DIRECTOR APPROVAL: :...-------c . Q, ~
DIVISION DIRECTOR NAME: James L. Roberts
DOCUMENTATION: INCLUDED: XX TO FOLLOW: D NOT REQUIRED: D
DISPOSITION:
AGENDA ITEM #:
PI
MONROE COUNTY PROPERTY ApPRAISER
COUNTY COURTHOUSE
P.O. BOX 1176
KEY WEST. FLORIDA 33041
PHONE (305) 292.3420
ERVIN A. HIGGS, C.F.A.-CRA
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Wednesday, October 30,2002
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Mayor Sonny McCoy
Commissioner Dixie Spehar
Commissioner George Neugent
Commissioner Bert Jimenez
Commissioner Murray Nelson
OCT 3 1 2002
RE: Budget-Computer System
Dear Commissioners:
As you are aware, the preparation of the tax roll each year requires the assistance of a
computer system. The System I currently operate under was originally purchased,
along with computer hardware, in 1979. Over the years, I have been able to "patch"
this system to meet the needs for the tax roll and all the reports that have been
generated.
We were able to transfer the system to PC's in 1999 to avoid hardware problems. The
current system has required on going maintenance by my computer consultant. She is
the only person who is able now to work with this antiquated system.
With all the new demands for more sophisticated appraisal practices and reporting
requirements, this system is no longer capable to meet the needs of the office. Also,
while my consultant is still available to help with a conversion it is time to acquire a
new appraisal system.
I have over the last several years, been investigating all the current systems available. I
have had some give demonstrations in Key West and I have visited and talked with
other property appraisers in Florida on these and other systems.
Also, during this time I have put monies in my budget in contemplation of acquiring a
new appraisal system. Currently, there is approximately $240,000 that was excess
from my 2001-2002 budget.
I have narrowed the choice to one system that has proven successful for conversion of
"Oasis" my current system. The total cost will be approximately $550,000 plus some
other enhancements we are looking at.
MEMBER
PROFESSIONAL APPRAISERS ASSOCIATION OF FLORIDA
FLORIDA ASSOCIATION OF PROPERTY APPRAISERS - INTERNATIONAL ASSOCIATION OF ASSESSING OFFICERS
NATIONAL ASSOCIATION OF REVIEW APPRAISERS
Mayor Sonny McCoy
Commission Dixie Spehar
Commissioner George Neugent
Commissioner Bert Jimenez
Commissioner Murray Nelson
Wednesday, October 30, 2002
Page Two
I am proposing using the $240,000 carryover of excess monies plus a part of the
computer monies in my current 2002-2003 budget in this budget year and fund the
balance in the 2003-2004 budget. I am currently negotiating the final cost with the
computer vendor.
I am seeking your preliminary approval prior to submitting the necessary budget
amendment to the Florida Department of Revenue. It is my understanding these
carryover excess funds, which would normally be deducted from my first quarter
funding, have not been included in your current county budget and therefore, will not
cause a shortfall.
Please call if you have any questions.
Sincerely
c! .~~O-'
ERVIN A. HIGGS, C.F.A.-CRA
MONROE COUNTY PROPERTY APPRAISER
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Cc: Clerk of the Court
County Administrator