Hollis Select Board Transparency Archive

6432A941-B218-4040-BA4F-851E92868C16

Fwd: Hollis 2027 Revaluation contract and timeline

From

• Mike Harnois <[email protected]>

To

• Daniel Yarumian <[email protected]>
• Jack Rogala (Select Board) <[email protected]>
• Danielle Bradbury <[email protected]>
• Roger Hicks <[email protected]>

Date

Tue, Aug 11, 2026 · 3:07 p.m. ET

• Limington 2026 Reval Contract.pdfNot posted

  The original PDF is not in this public copy. The words copied from it are below.

  Read from the file

  1 CONTRACT FOR REVALUATION AND RELATED SERVICES, OF AND FOR THE TOWN OF LIMINGTON, MAINE This is a contract made the 5 th day of August, 2025, between the Town of Limington, Maine, a municipal corporation in the County of York, State of Maine, hereinafter called the Town, and John E. O'Donnell & Associates, Inc., a company duly incorporated under the laws of the State of Maine, having its principal place of business at New Gloucester, Maine, hereinafter called the Company. 1. The Company has proposed to furnish the Town with a complete appraisal to be used for tax assessment purposes. The Town desires to contract for said services to be done according to specifications hereto annexed. 2. All work shall be completed according to the "Specifications" on or before July 31, 2026. Final values will be as of April 1, 2026. 3. The Town shall make payments under this contract according to the following: A total amount of $264,500 with payment of: Five percent (5%) in November 2025 and the balance in payments not more frequent than monthly. Payments to be reasonably consistent with the planned work schedule. Payment to continue until eighty percent (80%) of the total contract has been paid, with the remaining twenty percent (20%) to be paid within 30 days of the completion date or by the FY 2026-2027 tax commitment, whichever is later. 4. The "Specifications" referred to in Item 2 above are dated August 5, 2025 and are incorporated herein and made part of this contract. In witness whereof the duly authorized representatives of the Town and Company have set their hands and seal this 5 th day of August, 2025. TOWN OF LIMINGTON, MAINE JOHN E. O'DONNELL & ASSOC., INC. By _____________________________ By ___________________________ John E. O’Donnell III President ________________________________ ________________________________ Town Manager

  2 SPECIFICATIONS TOWN OF LIMINGTON, MAINE REVALUATION PROGRAM I. Purposes of the Program The purposes of the program are to: Provide an accurate inventory of all tangible taxable real property within the Town of Limington together with the owners of record as of April 1, 2026. Establish "Just Value" appraisals of all tangible taxable real estate within Limington as of April 1, 2026 for use in the Assessors’ list of valuations. Develop a record keeping and appraisal system for the Town of Limington. The Company will utilize O’Donnell Cama (Computer Assisted Mass Appraisal) software, a Windows  based computer program that prices land and buildings Software and Support The current annual cost of O’Donnell Cama licensing and software support is $2,500. The Town is required to purchase annual license and support. Scope of the Program It is the intent that the program shall include but not be limited to: The "Just Value" appraisal of each parcel, of taxable real estate with separately expressed land and building values as well as total property values. Establish a record keeping and appraisal system which will permit the Assessors of the Town of Limington to maintain equitable tangible real property assessments. Provide sufficient training of the Assessors in the use of the system so that they may maintain the system. Definition of Just Value “In the assessment of property, Assessors in determining just value are to define this term in a manner which recognizes only that value arising from presently possible land use alternatives to which the particular parcel of land being valued may be put. Assessors must consider the effect upon value of any enforceable restrictions to which the use of the land may be subjected. Restrictions shall include but are not limited to zoning restrictions limiting the use of the land, subdivision restrictions and any recorded contractual provisions limiting the use of lands. The just value of land is deemed to arise from and is attributable to legally permissible use or uses only." (36 MRSA §701-A) Appraisals shall be made based on this definition of "Just Value."

  3 II. Qualifications Personnel. The services of experienced and competent appraisers, together with all necessary field and office assistance, including clerks and equipment, shall be provided to execute all appraisal work as covered in these specifications. No member of the staff employed on this project shall be under legal age (18 years). The project supervisor shall have at least 5 years appraisal experience, review appraisers shall have at least 3 years appraisal experience and measurers and listers shall have at least one (1) year of appraisal experience. One measurer and lister trainee may be used on the project for each two experienced measurers and listers used and must be under the direct supervision of a measurer and lister with at least two years of appraisal experience. One review appraiser trainee may be used on the project under the direct supervision of the project supervisor. It is expressly understood that a minimum number of review appraisers shall be used on the project and that whenever possible the job supervisor shall be the sole review appraiser. All Contractor personnel shall carry suitable I.D. cards, which shall include an up-to-date photograph supplied by the Contractor. All automobiles used by field personnel shall be recorded with the Town of Limington, Maine by the furnishing of vehicle license number and the state of registration, together with the owner’s name and the make, model, year, and color of the vehicle. The Contractor shall consent to pictures of all authorized project personnel and or vehicles to be published or displayed in public media in order to identify them as authorized members of the revaluation team. In the event of rotation of personnel, new pictures will be published or displayed. No resident or Town employee shall be employed by the Contractor on this project without the express written consent of the Assessors. The Assessors shall have the right to request the removal of any person employed on this project for just cause and the company shall honor such request immediately. III. Insurance The company shall carry and maintain in force public liability and workmen's compensation insurance, and shall save the Town of Limington and its officers harmless from all claims, demands, payments, suits, actions, recoveries and judgments of every kind and description brought or recovered against it by reason of an act or omission of said contractor, his agents or employees, in the execution of the work, including claims relating to labor and materials, patent rights and copyrights used in performing the work. The company's public liability insurance shall provide comprehensive coverage against claims for personal injury, death or property damage. Liability limits shall not be less than the limits established in the Maine Tort Claims Act, 14 MRSA §8101 (1977). The Maine Tort Claims Act presently limits damages to $400,000 for any and all claims arising out a single occurrence. To the extent permitted by law, all such insurance provided by the contractor shall be carried in favor of the municipality and its officers, employees and agents as well as in favor of the company. The company shall not deny liability because of any legal defense to which the municipality is entitled by reason of being a municipality.

  4 The company shall carry valuable papers insurance on any and all records applicable to the project against the loss or destruction of such records. All certificates of insurance showing policies covering insurance herein required shall be filed with the municipal officers and approved by them prior to the commencement of any work under the project. The Contractor shall not be responsible for consequential or compensatory damages arising from the late performance or non-performance of the contract caused by special or unusual circumstances beyond its reasonable control, such as acts of God or force majeure. IV. Progress and Control The company shall formulate a plan for completion of the project that meets with the approval of the Assessors or municipal officers. Said plan shall include but not be limited to: 1.Assignment of the project supervisor 2.The starting date a.A schedule of operations for Measuring and Listing b.Development of Pricing Schedules c.Pricing of land and buildings d.Informal hearing e.Review and adjustment f.Data load into Trio g.Board of Assessor training 3.Project completion date 4. Quarterly progress reports It is recognized that the plan of operation may require alteration from time to time and that the Assessors shall not unreasonably require strict adherence to the plan, however, any change in starting date or completion date must be requested in writing by the company and must be approved in writing by the Assessors. The Assessors may grant an extension of the completion date to conclude any additional work necessitated under the terms herein specified with respect to alterations, additions, or subdivisions that tend to delay completion of the project. Such extension shall only be made after submission of a written request by the company. The company shall cooperate in maintaining good public relations throughout the period of the contract. The company shall provide assistance to the Assessors in conducting a program of public information to include: meeting with citizen’s groups and the drafting of media releases with regard to the purposes of the revaluation, outlining methods used and reports of progress for the purpose of developing understanding of, and support for, the equalization program and sound assessment administration.

  5 The company shall submit quarterly progress reports to the Assessors or municipal officers for approval. Provisions for the report form should include: The percentage relationship of all work thus far completed with respect to the total contract. The total of payment previously made. The payment requested for the work period. The total payment request to date. The Assessors or municipal officers will use the quarterly reports as a basis for payment. The Assessors or municipal officers may require the company to submit substantiating production reports in addition to the quarterly report prior to making payments on the contract. V. Liquidated Damages for Delay in Completion of Work A 30-day grace period from July 31, 2026 will be available to either the Town or the Company without penalty. Failure of the Company to provide values in the Trio software ready for tax commitment by September 1, 2026 will allow the town to demand $100 per calendar day thereafter. Any liquidated damages may be deducted from the contract sum owed the company or paid by the Company from other sources. Delays occasioned by acts of God, order of court or force majeure are exempted. VI. Timely Payments The Assessors or municipal officers are required to make timely payments on the contract equal to 80% of the contract amount represented by work completed as noted in the quarterly report. VII. Office Space The Town of Limington shall provide office space together with necessary tables and chairs in the Town of Limington’s meeting rooms for use of the company's staff working on this project, which is satisfactory to the company. VIII. Equipment and Supplies The company shall provide all equipment and supplies at the company's expense except as otherwise provided herein. The Town shall make available all existing Assessor records. IX. Market Data Study The company will analyze property sales in a market study for the Town of Limington which will include but not be limited to: Developed parcel analysis using current and (2) prior year’s sales. Using the Market Data Study the company shall develop: Cost Schedules Land Pricing Schedules All schedules shall be approved by the Assessors. The Assessors shall cooperate with the company by providing from municipal records: All available building permit information All available zoning information All available ownership records All available land classification information All available sales data Existing property record cards shall be made available to the company. Prior assessed values shall be made available to the company.

  6 X. Grading System and Cost Schedules The company will deliver a complete assessing database within the CAMA software. The land and building schedules will be within the software and will be applied to each property. This will include building type, size, grade, condition, functional obsolescence, economic obsolescence and component value. It will also include all land parcel data including neighborhood, base lot table, additional land value, site improvement, current use valuation and pertinent adjustments. The building schedules are available in an export from the CAMA software and the land schedules will be presented in an Excel spreadsheet. These are not intended to be applicable for valuation outside the CAMA software. It is intended that the body of assessments is the description of the standards applied in Limington. XI. Land Value Analysis Committee The Assessors may appoint a land value analysis committee composed of local real estate brokers, bankers and appraisers to assist in land value analysis. Any expense of such committee shall be borne by the Town of Limington. XII. Land Value Schedules The land value schedules to be developed by the company shall include any or all of those listed below, when appropriate as determined by the company: A. Front foot pricing schedules B. Acreage pricing schedules C. Woodland pricing schedules D. Farmland pricing schedules E. Fractional acreage pricing tables F. Undeveloped lot discount formula XIII. Building Valuation, General Buildings shall be measured, sketched to scale. Quality of construction, condition, physical, functional and obsolescence depreciation will be applied to each property. XIV. Residential Building Valuation. The exterior of all buildings shall be physically inspected. Main building(s) shall be sketched. Photographs of the main building are required. On request, interiors shall be inspected where occupants are present and entry is allowed. Where occupants are not present a suitable card notice shall be left. XV. Rural Building Valuation All farm buildings shall be measured and priced from the appropriate schedules. XVI. Commercial and Special Purpose Buildings Valuation The company shall follow the same procedure for commercial and special purpose buildings as in the case of houses. All commercial property shall be valued by the replacement cost approach to value. All computations on commercial property shall be given to the Assessors and become the property of the municipality. Shopping center buildings shall be sketched to scale in their entirety showing each leased area with the respective square footage. XVII. All Other Real Estate Properties All properties of every nature classified as taxable real estate under the laws of the State of Maine shall be appraised and classified according to value and utility as for other properties.

  7 XVIII. Review of Property Valuations Upon request of the Assessors or municipal officers, the company shall review field and office computations to adjust for any factors which may have a direct bearing on the market value of any property. XIX. Collaboration with Assessor(s) The company shall cooperate fully with the Assessors in connection with the project by furnishing to the Assessors full information concerning the appraisals and valuations, method used and procedures followed. On request, the Company shall submit work for approval of the Assessors. XX. Records, etc. All records, maps, manuals, cards, microfilm, computer discs, photographs, schedules, tables, reports, etc. of the company in respect to any work under the project shall become the property of the Town of Limington. XXI. Final Review The company shall conduct a final review of property to account and adjust for factors which may have a direct bearing on the market value or equitable relationship to other properties, such as location, obsolescence, architectural qualities, desirability and resale value. XXII. Final Delivery and Summary The company shall submit a summary sales ratio study to ascertain the effectiveness of the project. The company shall verify the sales ratio and co-efficient of dispersion on final delivery; such ratio and co- efficient shall be computed in the manner suggested by the Maine Revenue Services, State of Maine. XXIII. Notice to Property Owners The company, at its expense, shall advise each property owner of the valuation of their real property in the municipality by mailing a form approved by the Assessors to the owner’s address of record The company, at its expense, shall advise each property owner, by mail, of hearing dates and procedures. XXIV. Informal Hearings The company shall, in cooperation with the Assessors, arrange informal meetings between property owners and a representative of the company for the purpose of discussing values. Informal hearings shall be by individual appointment and where practical shall be held at the Town of Limington. The Assessors or their designated representative may attend all hearings. XXV. Support and Defense of Values The company agrees that it’s Chief Appraiser in charge of the Town of Limington project, or equally qualified individual, shall be available to assist the Assessors in considering complaints and to assist the Assessors in explaining the basis of the revaluation to property owners. The company agrees that it’s Chief Appraiser in charge of the Town of Limington project, or equally qualified individual, shall be present at any hearing of county and/or state body of assessment appeals following completion of the project and to defend the values. In the event of any appeal to the courts, the Chief Appraiser in charge of the Town of Limington project, or equally qualified individual, will be present at the hearing to testify as a witness, to outline the steps taken and give his opinion of the assessed value of the property which has been or is the subject of appeal. The company agrees to assume all costs for services rendered by it in connection with any and all hearings, reviews and/or court actions as required under the provisions contained herein provided the filing of such

  8 hearing, review and/or court action is commenced within one (1) year after the current commitment date representing the values resulting from the contract. XXVI. Final Decisions It is specifically understood and agreed that all final decisions as to assessed valuation, procedures followed and forms used in the project shall be made by the Assessors. XXVII. Arbitration All questions in dispute under the project and/or contract may be submitted to arbitration on agreement of the municipality and company. The municipality and the company shall each name one arbitrator at their own expense. The municipality and company together shall name a third arbitrator and share the cost equally. The third arbitrator shall be appointed by a Resident Justice of the Supreme Judicial Court when the municipality and company cannot agree. XXVIII. Contract The company shall neither assign nor subcontract the work required by the contract or any part thereof without the expressed written consent of the municipality. Changes in the contract will be permitted only upon written mutual agreement of the municipality and the company. XXIX. Project Objective It is specifically understood and agreed that, in the fixing of just or assessed values of properties within the Town of Limington, the Assessors of the Town of Limington shall exercise full and final judgment. All appraisal and revaluation services performed by the company shall always be in an advisory capacity to the Assessors for the express purpose of furnishing information to the Assessors of the municipality to enable them to arrive at a fair and just value of all property within the Town of Limington.

• Limington 2026 Reval Progress Report 2026-01-29.pdfNot posted

  The original PDF is not in this public copy. The words copied from it are below.

  Read from the file

  Progress report January 29, 2026 1 January 29, 2026 Limington Board of Selectmen 425 Sokokis Ave Limington, ME 04049 Dear Board of Selectmen, We are pleased to report our progress through December 2025 on the 2026 Revaluation Program. Field work is 90% complete. Gavin, Greg, and Matt have been visiting Limington properties since September 2025. Picture naming, sketch creation, land data, and building data entry are 55% complete. Both field work and data entry functions continue with completion expected in February 2026. Mike and Matts’ work on sales analysis is estimated to be 50% complete. In February 2026 they turn their attention to schedule development. These next couple months will be spent ironing out the framework of the valuation schedules. We will prepare the information you will need to see how the valuations reflect the real estate market. The Board will have this information and answers to any questions you may have when we seek schedule approval in early April 2026. We will initiate the final review of valuations when the Board is satisfied that what you have seen is fundamentally sound and approves the valuation schedules. We will present a draft of the value notice in late April 2026. The value notice is the letter from our company that notifies property owners of their proposed valuation. The notice will have all the details on how property owners can follow up with us. Hearings is the general term we use to describe the options available to property owners that want to interact with us about their proposed valuation. The three basic choices are: in-person meetings (by appointment on specific days as provided in the notice), email, and letters. We expect to hold the Hearings in May 2026. At the conclusion of the Hearings we will gather the information supplied by property owners and react to their input. The job will be delivered following the Hearing Reviews in late May 2026.. The timeline is designed for a June 2026 tax commitment. The tables on page 2 present the work schedule on the calendar, the contract amount by function percentages, and a calculation of work completed to date that form the basis for the attached invoice.

  Progress report January 29, 2026 2 Limington 2026 Revaluation Work Plan The program work plan is below. The plan outlines revaluation functions and date ranges for completion. Function Dates Field work August 2025 – February 2026 Data entry January 2026 -- February 2026 Sales analysis January 2026 -- March 2026 Schedule development March 2026 Schedule Approval March 2026 Final reviews April 2026 Notices sent May 2026 Appts. scheduled May 2026 Hearings May 2026 Hearing reviews June 2026 Project Delivery July 2026 Billing Schedule Table 1 outlines the major functions of the program by percentages related to the total project amount. Total Contract 264,500 Field work 40% $105,800 Data Entry 25% $66,125 Sales Analysis/Schedules 15% $39,675 Hearings 5% $13,225 Reviews 5% $13,225 Miscellaneous 10% monthly over 10 months $26,450 Invoice Table 2 outlines the work completed to date related to the respective amounts of the project functions. Field work 90% complete $95,220 Data Entry 55% complete $36,370 Sales Analysis/Schedules 50% complete $19,835 Miscellaneous 50% complete (5/10) $13,225 Work completed to date $164,650 Previous payments $13,225 Total Due* $145,475 *We acknowledge that Limington will fund 40% ($105,800) of the revaluation cost in FY 2027. Job completion (62%) exceeds 60% of project amount with the attached invoice. Our invoice reflects 60% ($158,700) of project cost less previous payment ($13,225). We enclose an invoice for $145,475. Please let us know if you have any questions. Sincerely, Mike O’Donnell