The Montezuma County Tax Assessor\u2019s office is in a state of \u201ccritical impasse\u201d because of an unmanageable and unreliable database system.<\/p>\n
County information technology director Jim McClain broke the news to county commissioners on Monday, May 5, stating the current database system used by the assessor\u2019s office was inefficient, counterintuitive and complicated. Specific problems with the Realware database system include inconsistent log-in issues for users and daily user interface glitches, he said.<\/p>\n
\u201cThis has been an ongoing issue,\u201d McClain said.<\/p>\n
McClain explained the treasurer\u2019s office uses a Tyler Technologies database system, but the assessor\u2019s office uses a Realware database for calculating property taxes. He added the databases were not compatible, which forces county personnel to transfer sensitive data by hand.<\/p>\n
\u201cIt\u2019s become a real problem,\u201d McClain said. \u201cWe don\u2019t even know if we have accurate numbers.\u201d<\/p>\n
McClain said some data used to calculate property taxes was completely missing.<\/p>\n
\u201cIt\u2019s so hit and miss,\u201d he added.<\/p>\n
Quizzed by The Cortez Journal on Tuesday to list what types of information were missing, county tax assessor Scott Davis replied it was a tough question to answer.<\/p>\n
\u201cWe correct information when we find something incorrect,\u201d Davis said. \u201cI regularly run queries to look for problems, but cannot say what is missing or incorrect until a problem is found.\u201d<\/p>\n
McClain recommended that the assessor\u2019s database be updated to a Tyler Technology system. He said the new system, even if immediately approved, would not be available for use until October.<\/p>\n
\u201cWe have to learn the new software,\u201d Davis told commissioners. \u201cIt takes time.\u201d<\/p>\n
Davis supports the $153,000 software upgrade, stating his office was scheduled to re-evaluate property taxes next year. All properties are revalued during odd years.<\/p>\n
County Administrator Melissa Brunner informed commissioners that the assessor\u2019s office currently has $60,000 budgeted for legal fees regarding a Kinder Morgan tax dispute. She said those funds might become available to cover part of the upgrade cost this year, but additional funds would have to be budgeted to cover the remaining cost in next year\u2019s budget.<\/p>\n
Commissioners agreed to replace the database system, saying the county needs accurate data to avoid overcharging or undercharging property owners.<\/p>\n
\u201cIt sounds like we\u2019re between a rock and a hard spot,\u201d said Commissioner Keenan Ertel.<\/p>\n
\u201cWe have to be able to trust are records our accurate,\u201d replied McClain. \u201cHonestly, I don\u2019t believe they are.\u201d<\/p>\n
\u201cLet\u2019s get it fixed right now,\u201d added Commissioner Steve Chappel.<\/p>\n
Asked if property owners had been overcharged or undercharged due to inaccurate data, Davis said Tuesday there would be properties that were incorrectly valued, causing an overcharge or undercharge.<\/p>\n
\u201cThe over valued parcels are easy to find,\u201d he said. \u201cOur appeal process follows any change of value, and that is the property owners opportunity to bring this to our attention.\u201d<\/p>\n
According to McClain, approximately $37,000 was needed to start the upgrade process. Installation fees would be paid later, he said.<\/p>\n
In other news, commissioners on Monday also amended the county\u2019s fire ban ordinance, which now requires residents to notify dispatch officials prior to all controlled burns. The resolution also prohibits any open fire on a \u201cRed Flag\u201d day.<\/p>\n
Commissioners also approved an annual resolution for Western Refining truck routes. The resolution permits the oil and gas company to operate excess weight and length vehicle combinations on County Roads BB, 9, 10 and 12 in exchange for immediate compensation for any road damage.<\/p>\n