Lonnie Hendry, Jr

Michael Kasper

Ei leen Hyland

Matthew Marker t

Monica Chacon

2018 TRAVIS CENTRAL APPRAISAL DISTRICT

AGENT MEETING

Lonnie Hendry, Jr. – Deputy Chief Appraiser

Michael Kasper – Director – Residential Appraisal

Eileen Hyland – Director - Appraisal Support and Customer Service

Matthew Markert – Assistant Director – Commercial Appraisal

Monica Chacon – Assistant Director – Residential Appraisal

Peggy Cox – Appraisal Support Team Lead

STAFF INTRODUCTIONS

TCAD is anticipating a productive and efficient protest season.

Full staff agent/appraiser informal meetings March 26th – June 8th

ARB Formal Hearings June 25th – July 13th

2018 notices of appraised value will be mailed March 23rd andelectronic exports will be available March 20th for those agentsthat commit to a timely start date.

GENERAL INFO

Upload your FIDs, file protests and upload evidence through the

online agent portal.

Review and monitor your portfolio at your convenience.

Unprecedented control and access to your entire portfolio.

Live demo in today’s meeting.

Interactive training of your admin staff on 02/20 and 02/21.

Must RSVP to reserve space using the link below:

https://2018-tcad-agent-portal-training.eventbrite.com

AGENT PORTAL (NEW FOR 2018)

With the exception of BPP, we will not hold same day

informal/formal hearings for any real property agent represented

accounts.

This applies to all agents, regardless of the number of accounts

represented or the number of individual agents in the office

Informal meetings will be held in advance of the formal hearing day

No one is required to have an informal meeting

INFORMAL MEETINGS

TCAD will not automatically schedule informal meetings. Impetus is on the individual agent to schedule informal meetings

Scheduling informal time/dates will ensure appraisal staff availability.

Scheduling is not required but is highly recommended .

INFORMAL MEETINGS

Process for scheduling informal time:

Commercial/BPP - Contact Allison Banks @ 512-834-9317 Ext. 502

Email – abanks@tcadcentral.org

Residential – Contact Luis Esteban @ 512-834-9317 Ext. 343

Email – lesteban@tcadcentral.org

Luis and Allison can also act as points of contact regarding the onlineagent portal.

INFORMAL MEETINGS

TCAD will continue to use the agent “check-in” app. Check-in is automated with the use of an IPad

Agent iPad is located to your right as you walk in the building

2018 will be the 3rd year of the QR barcode check-in – (If you don’t havea QR code please request one today and we will send via email)

Check-in app streamlines the informal process. Once checked-in, each agent will be placed in a queue

Staff will see who is in the queue for each department/portfolio

Staff will bring the agent to their desk and remove them from the queue

INFORMAL CHECK-IN

INFORMAL CHECK-IN

INFORMAL CHECK-IN

INFORMAL CHECK-IN

INFORMAL CHECK-IN

INFORMAL CHECK-IN

Detailed instructions for each step are posted on the wall next to the check

in iPad. The instructions will include procedures for QR reader as well as

manual entry check in.

In order to be e l ig ib le for informal meet ings the onl ine agent por ta l should be used to up load

FIDs and f i le protests .

General ly, agents wi l l not be scheduled for formal hear ings dur ing the in formal season.

(March 26 th – June 8 th) – Some except ions may app ly

TCAD wil l have ful l appraisal staff avai labi l i ty

Most ARB formal hear ings wi l l be he ld June 25 th – Ju ly 13 th

Most agent represented formal hearings wil l be held offsite (new for 2018 – may not apply to BPP, AG,

Exemption & Telephone Hearings)

Travis County Expo Center , 7311 Decker Ln, Aust in, TX 78724

Up to 20 ARB panels running concurrent ly

Agent accounts scheduled for formal hearing wi l l be totaled, div ided by the number of panels set aside for agents

and scheduled for mult ip le panels over the shortest durat ion of days possible. Accounts wi l l be scheduled by

Commercial or Resident ial use, but i t is possible/probable that accounts won’t be scheduled for formal hearings

based on your f i rm’s internal agent assignments. You should be prepared to have mult iple agents avai lable for

formal hear ings.

INFORMAL/FORMAL HEARING PROCESS CHANGES

March 20th – Export wil l be available for agent-coded accounts.

March 23rd – Commercial evidence packet wil l be available.

March 26th – Appraisers wil l be available for informals.

Preferred: email - abanks@tcadcentral.org

June 8th – All commercial properties completed.

June 25th – Agent formal hearings begin.

July 13th – All formal hearings completed.…. Happy 2018 Summer Vacation!

TCAD reserves the right to adjust schedule as needed.

COMMERCIAL

Appraisal Staf f wi l l be avai lable for informal meetings af ter notices are mailed.

Commercial availability begins March 26th

BPP availability will begin as soon as notices are mailed

Informal avai labi l i ty wil l be l imited to the number of staf f .

Impetus is on each individual agent to make sure they get enough informal t ime with staf f prior to June 8th.

Email l ist of informal accounts at least 3 days prior to informal meeting The list of accounts will ensure TCAD is prepared to discuss those accounts

The list will make the process more efficient

We will verify if the accounts have proper fiduciary in advance of the informal meeting

The agent will be able to quickly (in one meeting) work out fiduciary issues at the beginningof the informal session for all accounts to be worked that day

COMMERCIAL

Commerc ia l Appraisers are going to be working owner f i led protests on Mondays , onsi teat TCAD. Appraiser ava i labi l i ty for agent informals wi l l be great ly reduced on Mondaysand based on volume of owner protests may not be avai lable at al l .

A gent represented accounts with a value of $950,000 or less wi l l only be worked viaspreadsheet submiss ion or por ta l ev idence upload dur ing the informal process . The spreadsheet process was introduced in 2015 and has proven to be fair, ef ficient and effective. The Assistant Commercial Director or Deputy Chief Appraiser may waive this requirement based

on staff availability. (Do not plan on this being offered)

Sold proper t ies wi l l not be lowered below the sales pr ice ( informal ly ) . I f the agent isasking for a va lue below the sales pr ice , the account wi l l be worked as a formal onlyaccount .

Accounts not completed by June 8 th wi l l be scheduled for formal hear ing of fs i te and wi l lnot be rev iewed or worked informal ly pr ior to formal hear ing date unless approved byTCAD management .

COMMERCIAL

Formal ARB hearings will be scheduled in the most efficient

manner possible, which may not be “dollar down”.

More ARB panels in 2018 than ever before

Only the accounts not completed informally will need to be scheduled,

allowing for a more streamlined and efficient ARB process

In most circumstances, Formal Hearings will be scheduled for a specific

time and date for each PID

ARB FORMAL HEARINGS

TCAD will distribute evidence at the time of the informal meeting

TCAD reserves the right to supplement/modify/change the evidence prior to the

14 day evidence exchange window of the formal hearing

TCAD understands that the agent’s evidence may change prior to the formal

hearing if the property owner supplies additional information

This is not punitive; it allows for good faith informal meetings with the ability to

incorporate the most relevant “Best Evidence” by both parties at the formal

hearing

Evidence will be available 14 days prior to any scheduled formal hearing

ARB FORMAL HEARINGS

March 20th – Export available for agent-coded accounts

March 26th – Agent informals begin

April 9th – Latest start date for topline eligibility

April 16th – Homeowner begin

June 8th – Residential informals end

TCAD reserves the right to adjust schedule as needed

RESIDENTIAL

In order to be eligible for informal hearings the online agent

portal should be used to upload FIDs and file protests.

Agents will not have a hearing schedule during informals unless:

TCAD reserves the right to institute an informal hearing schedule in the

event a given agency falls behind the schedule needed to complete

informal hearings

RESIDENTIAL

Residential Evidence… BEST EVIDENCE

District will not be generating comp grids for sold properties (Q,S coded),

sold properties will not be reduced below sale price

Sold properties are not eligible for toplines

Evidence will be created at the informal hearing from a transparent and

interactive generation process

If no informal is attended, TCAD residential evidence will be available at

least 14 days prior to the formal ARB hearing

RESIDENTIAL

Agents should not enter the appraisal departments without being

escorted by a TCAD staff member

Agents should not discuss properties with an appraiser other

than their assigned appraiser for the day, without expressed

TCAD management approval

RESIDENTIAL

Today’s demo will give an overview of the agent portal.

This is a high level review and will be followed up with the more “hands on training” on 2/20 and 2/21.

ONLINE AGENT PORTAL DEMO