Wabash Scientific-RiderWabash Scientific, Inc.
Clerk/Treasurer - 2002
TIF Management Project
Appropriation #1701-404.00; P.O. 10431
Contract Not To Exceed $5,000.00
APPROVED, AS TO
FORM BY:
RIDER TO PROFESSIONAL SERVICES AGREEMENT
This Rider to the Professional Services Agreement ("Agreement"), executed by Wabash
Scientific, Inc. ("Professional") and the City of Carmel, Indiana ("City") on May 19, 1999 (City Contract
No. 0519.99.04), is hereby entered into by a,,~t between the City, actine throueh its Board of Public
Works and Safety, and Professional on this~>_+~_d' ay of ["OJOF~ ,~200IL,-
WHEREAS, on January 1, 2001, City instituted a mandatory "purchase order system" for City's
purchase of all goods and services exceeding Two Hundred Fifty Dollars ($250.00) in value; and
WHEREAS, in order to operate under this "purchase order system," every City contract must
contain therein an estimate of the cost of providing goods and services to City pursuant to such contract,
and City must rely on this estimate when encumbering sufficient monies to pay for same.
NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:
1. The above Recitals are incorporated herein as though they were fully set forth below.
2. Professional agrees that the total cost for all professional services ("Services") provided to City
pursuant to the Agreement during calendar year 2002 will not exceed $5,000.00, and that such Services
are described in attached Exhibit A ("Estimate").
3. City agrees to prepare a purchase order setting aside the sum of the Estimate to pay for the
Services provided during the time period covered by the Estimate, and to indicate budget appropriation
number 1701-404-00 as being that from which such Services are to be paid on said purchase order.
4. Professional agrees to notify City, in writing, when the total cost for all Services provided to
City by Professional pursuant to the Agreement during the time period covered by an Estimate reaches the
amount of the Estimate.
5. Professional agrees that it will not provide any Services to City during the time period covered
by an Estimate if the provision of same would cause the total cost of the Services provided to City during
such time period to exceed the Estimate amount, without prior written City approval.
6. This Rider shall continue in effect from year to year, unless otherwise modified or terminated
in writing by the parties hereto, except that this Rider shall automatically terminate on the date on which
the Agreement itself is terminated.
7. The terms of this Rider shall supersede any contrary terms or conditions contained in the
Agreement. All Agreement terms and conditions not so affected remain in full force and effect, are
incorporated herein by this reference and shall apply to this Rider as well.
[Z:~Admin/B PW'd StohlefiCont ract s & Formal Document~kRIDER. Wabash Scientific - Clerk,doc 1/22/02]
Wabash Scientific, Inc.
Clerk/Treasurer - 2002
TIF Management Project
Appropriation #1701-404.00; P.O. 10431
Contract Not To Exceed $5,000.00
8. The effective date of this Rider shall be the date on which it is last signed by a party hereto.
1N WITNESS WHEREOF, the parties hereto have made and executed this Rider as follows:
CITY OF CARMEL, INDIANA ("CITY")
By and through its Board of Public Works
and Safety
BY:
~ti~es Brainard, Presiding, Officer
Date: . ~. ~ ~ -- t')
Ma.) murkq M 2%
Date: ~--~' ~
Billy~alker, Member
Date:
WABASH SCIENTIFIC, 1NC.
("PROFESSIONAL")
Printed Name
Title
FID/SSN: .~ ~--
Date:
ATTEST:
Diana Cordray,~fM~ Clerk-Treasure~'
Date:
Consultants in City Planning
and Economic Development
Wabash
Scientific, inc.
January lO, 2002
Ms. Diana Cordray
Clerk Treasurer's Office
City Hall
Carmel, 1N 46032
Dear Diana:
RE: TIF Management Project
If you have no objection, I'd like to get started with the TIF Management project during the last
half of January. At this time, and in accordance with our previous discussions, the goals of the
project are as follows:
1. To develop a management tool using the Base Assessed Values for each TIF area, but modified
for the recent property tax system change which now uses True Tax Value instead of Net
Assessed Value;
2. To develop a system for connecting the Building Permit data collected by DOCS with the TIF
system for the purpose of alerting the City of newly created increment;
3. To develop a valid method for measuring the tax increment, prior to the upcoming re-
assessment, and to assure that no increment is lost due to re-assessment;
4. To use the process of this contract to determine whether there is any viable means of
computerizing the TIF Management process for annual budget purposes.
Therefore, our effort on this project will be to determine how many of these goals can be
achieved and in what proportion.
Since our contract is based on an hourly rate, the hourly rate for Mike Shaver is $110; and for
Jane Younce, $75 per hour. If additional personnel from London Witte are necessary, we will
advise the City at that time and assure the City's approval, however, at this time we expect the
opening steps to be performed by Mike & Jane.
As we see the project at this time, we submit the following steps (as well as the party
responsible) as a basic outline of the work tasks for your preliminary approval.
ESTABLISH & CERTIFY TIF PARCEL LIST OF EACH TIF AREA:
1. Manual retrieval of the TIF parcel list for each TIF Area from County (Jane Younce).
2. Manual comparison of TIF parcel list with parcel maps obtained from County Auditor (Jane
Younce). .
3. Manual comparison of County s TIF parcel list with GIS-generated TIF parcel list (Jane Younce).
4. Preparation of a memo to the Clerk-Treasurer citing any discrepancies between the lists
generated above (Jane & Mike).
Prol~gj~~r~eversight (Mike Shaver).
Indianapolis, Indiana 46228
Phone: 317 · 299 · 9529
Fax: 317 * 329 · 9885
E-Mail: wab$ci@aoLcom
ESTABLISH & CERTIFY BASE ASSESSED VALUE OF EACH TIFAREA
1. Using certified parcel list generated above, the Base Assessed Value of each TIF Area will be
computed and checked against County records (Mike & Jane).
2. Base Assessed Values were originally determined using Net Assessed Value (NAV) cf each
parcel, however, the system in 2001-2 was changed to use True Tax Value (Trv). Both values
were recorded on the parcel assessment cards, and 'TTV = 3 x NAV. Therefore, 'C['V's for each
parcel will be determined to assure that NAV translation to TTV was accurate, thus generating
an accurate (adjusted) Base TTV (Jane Younce).
3. Preparation of a memo to the Clerk-Treasurer citing the findings of the Base Assessment data,
including any discrepancies (Mike & Jane).
4. Project Management & Oversight (Mike Shaver).
ESTABLISH & CERTIFY THE LIST OF IMPROVED PARCELS BASED oN DOCS DATA
1. Concurrent with the establishment of the Base Value (above), Wabash Scientific, inc., will
deliver the certified TIF Pamel List to Mike Hollibaugh of DOCS.
2. DOCS will be responsible for cross-matching all TIF parcels with building permits issued by the
City of Carmel (building permits to be the accepted means of identifying improved pamels which
should be contributing to new property tax increment). (DOCS)
3. DOCS will provide Wabash Scientific, inc., with a breakdown of each pamel where a building
permit has been issued, including the date of the permit, with a separate list for each TIF Area
(DOCS).
4. DOCS, the Clerk-Treasurer and Wabash Scientific, inc., will review the building permit list
together, to assure that areas of potential error are minimized. DOCS, Clerk-Treasurer & Mike
Shaver).
5. Clerk-Treasurer will determine whether/how to correct any discrepancies between the lists and
will advise Wabash Scientific, inc., of the preliminary strategy.
GENERATE PROJECTED TAX INCREMENT BASED ON TTV OF IMPROVED PARCELS (THIS STEP IN
THE PROJECT WILL LIKELY INVOLVE JIM HIGGINS OF LONDON WITTE)
1. Clerk-treasurer will determine from City records the actual amount of property tax increment
generated/paid by the County from each TIF Area (Clerk-Treasurer).
2. Clerk-Treasurer will provide Wabash Scientific, inc., with the certified, final property tax rate for
each TIF Area for each year (Clerk-Treasurer).
3. Wabash Scientific, inc., will use the certified property tax rate for each TIF Area, each year, to
compute the estimated TIF increment from each TIF Area (Mike & Jane).
4. Compare the estimated TIF increment with the actual TIF increment, and compute any
discrepancies (Mike & Jane).
5. Preparation of a memo to the Clerk-Treasurer citing the findings of the comparison between
estimated increment and the actual increment received (Mike & Jane).
6. Meeting between Wabash Scientific, inc. (including London Witte, if appropriate), and Clerk-
Treasurer to determine any appropriate strategy to correct any discrepancies between estimated
and actual TIF increment (Clerk-Treasurer & Mike Shaver).
The base mount of the TIF Management contract is $5,000. Based on our previous discussions,
the Clerk-Treasurer's office may have some personnel from time to time which might be
available to participate in some of the steps, above, thus reducing the cost. In the interim,
Wabash Scientific, inc., will keep the Clerk-Treasurer advised on a monthly basis of the amount
of time invested vs. the amount of funding available in order that the fiscal aspects of the project
can be properly managed.
Please feel free to review the attached project management plan and make any comments or offer
any corrections you wish. We are here to serve you, and hopefully, by using the best and most
efficient resources of our combined personnel, we can develop a useful tool which can be made
applicable to the annual budget process, as well as enabling the City to more completely manage
the TIF debt which is outstanding. We want this project to be a source fo pride for you and your
office, as well as for the City, in general.
I will be back in the office on January 21, 2002. We have a meeting scheduled for January 31,
2002, and we can discuss any portion of this at our January 31 meeting, but if there are
emergencies which must be addressed prior to January 31, just let me know.
Very truly yours,
Michael R. Shaver, President
cr tif mgmt ltr