CHESTERVILLE — The Chesterville Select Board met Thursday, Jan. 9, to discuss the town’s assessing services, with representatives from O’Donnell & Associates presenting their offerings. Chair Eric Hilton introduced Paul Bennett from O’Donnell & Associates, who outlined their software and services in detail and took questions from board members and Treasurer Erin Norton.
Bennett started by outlining the range of services his company offers, which encompasses property evaluations, adjustments for tree growth, and the handling of tax applications.
"Bennett explained, 'We capture images of the properties and formulate a new assessment. Our team handles applications for tree growth and open spaces. Since tree growth rates fluctuate each year, we adjust those assessments on an annual basis.'"
He expanded on the ways his team ensures local taxpayers have easy access to their services.
"We aim to set aside at least one day each month for a team member to be present in Chesterville," he stated. "This allows taxpayers the opportunity to meet with us, ask questions, or voice any concerns they may have. Additionally, they are always invited to drop by my office anytime."
Bennett emphasized the proprietary assessment software created in-house by O’Donnell.
Norton expressed worries regarding the compatibility of O’Donnell’s software with the town's current TRIO system, as well as questioning if the software includes sketch programming capabilities.
Bennett clarified that their system works effortlessly with TRIO to provide property information, such as images, drawings, and valuation specifics. TRIO software serves as a comprehensive platform for municipal governments in Maine to handle financial management, property assessments, permitting, and various other administrative tasks.
"Bennett stated, 'Every town has a dedicated section on our website where residents can access detailed information. They can find photos, sketches, and evaluations of properties. It's designed to be thorough and easy to navigate.'"
Nonetheless, Norton conveyed reluctance regarding moving away from TRIO.
“She mentioned, ‘Our assessment records are stored in TRIO, along with all the sketches and schedules. I’m currently evaluating the advantages of departing from that system.’”
Bennett comforted her by stating, “The only component of TRIO that you would be leaving behind is the assessing module. All other aspects—registrations, collections, and cash receiving—will stay the same.”
Norton mentioned that her past experiences with transitioning software were quite challenging.
“Norton expressed, 'We recently moved away from proprietary software, and transferring our records into TRIO was a significant challenge. I really hope we don’t have to shift our records from TRIO to another software system. I have many concerns about how that would affect the residents of our towns.'”
Bennett recognized the difficulty of the task but highlighted their expertise in managing these types of transitions. “Moving records can be a complex endeavor, regardless of the system in place. However, we have been working with TRIO for several years and are fully engaged in the commitment process,” he stated.
Bennett mentioned that O’Donnell collaborates with approximately 38 municipalities. He noted that although a few of them continue to rely solely on TRIO, there is a gradual transition occurring as they move towards O’Donnell’s system, which he described as “more user-friendly.”
When Norton inquired about the fate of the town's records in the event that O'Donnell was no longer the assessor, Bennett responded confidently, “You will retain ownership of the software. It's comparable to the way you currently possess your TRIO software.”
The conversation also shifted to tax maps, as Norton highlighted that Chesterville had not revised its maps in quite some time.
“We update tax maps every year in the towns we serve, but it is a separate cost,” Bennett said. “The cost includes research and plotting, in addition to printing maps.”
Another important topic discussed was cost. It was highlighted that Chesterville spends around $21,000 each year on assessing services, plus an extra $3,000 for tax mapping. Bennett projected that O’Donnell’s services would range from $20,000 to $25,000 per year for assessing, while tax map updates would incur an additional expense of $5,000 to $8,000.
Bennett emphasized the clarity of their system, pointing out features like an opt-out option for residents who wish to keep their property information offline.
“If you prefer not to have your home listed online, there’s an option to opt out,” he explained. “You will remain on the local tax records, but your details will not be accessible to the public.”
Hilton mentioned that he had received encouraging responses regarding O’Donnell’s services. “I’ve spoken to individuals who collaborate with O’Donnell, and they express great satisfaction with the customer support and availability.”
The board highlighted their strong rapport with the existing assessor, mentioning that they are looking for a new viewpoint as they prepare for an upcoming town reevaluation.
The upcoming Select Board meeting is scheduled for January 16. Hilton expressed his hope that a decision will be reached about the town's direction concerning the assessor.
