During a special meeting Monday, the Clay County Commissioners accepted the bid for General Reassessment from Tyler Technologies, CLT Division, which is based out of Dayton, Ohio. However, the company also has offices in Indiana, along with employees living in Clay County. The bid from Tyler was $202,000, while the only other bid provided came from Indiana Assessment Services, Rochester, Ind., in the amount of $345,285.
The bids were originally presented during the regular meeting May 3, but were taken under advisement to allow Clay County Assessor Mark Barnhart time to review the scope of work included with the bids.
"The legislature decided to go with the General Reassessment instead of a 'rolling' reassessment, where 25 percent of a county could be done each year," Barnhart said in reference to the need to re-bid assessment for the county.
Tyler Technologies had initially been working under a contract for rolling reassessment since Fall 2007, and while Indiana Assessment Services had worked with the county earlier in the decade, Barnhart suggested Tyler be selected again.
"They know the scope of work that needs to be done for the General Reassessment," he said during Monday's meeting.
Citing the price difference between the two bids and Barnhart's vote of confidence, Commissioner Paul Sinders made the motion to accept Tyler's bid, which was unanimously approved.
Barnhart added the contract will also have to be approved by the Indiana Department of Local Government Finance, which Tyler (Indianapolis Office) Appraisal and Tax Division Project Supervisor William A. Birkle said should not be an issue.
Meanwhile, the commissioners also settled on a contract for a new postage meter for the Clay County Courthouse.
During the May 3 meeting, Sinders had requested the representative from Pitney Bowes to see if the monthly cost on the four-year proposal could be applied to the three-year option.
On Monday, the representatives brought three options to the commissioners for consideration.
One was for a completely new meter, at a cost of $140 a month for three years, which would be a major upgrade compared to the current equipment. The second option was for a refurbished model, which had the same equipment as the new one, but at a cost of $122 per month for the same amount of time, while the final option was for the same type of equipment as the county currently is utilizing from Neopost.
Each of the options feature equipment that can track usage by office, with the fee including maintenance, warranty and rate change download costs.
The new machine also featured a $1 buyout option at the end of the lease, which would lower monthly costs, but require a new maintenance agreement to be created.
Fearing the technology included with the equipment may be obsolete after three years, Sinders suggested choosing the refurbished postage meter, in part, because it was also the same equipment as the new one, but at a lower cost.
The commissioners agreed with Sinders' suggestion and accepted a motion to choose the remanufactured meter under a three-year contract.
In other business, the commissioners reviewed job descriptions for two county positions.
With the retirement of John Turner as E-911 Coordinator, the question was brought up if a new one should be hired, or if the responsibilities should be absorbed by another position. With the need for more time to analyze and discuss the options, the commissioners appointed Clay County Justice Center Chief Dispatcher Melissa Gambill as E-911 Coordinator pro-tem, until a final decision may be made.
The commissioners also reviewed the terminology included in the job description for the Clay County Veterans Service Officer.
Other than eliminating a couple of lines that were not applicable to the position, along with grammatical errors, the commissioners corrected a mistake that cited the position was full-time, when in actuality it is a part-time position.
The next regular meeting of the Clay County Commissioners will be 9 a.m., Monday, June 7, in the Commissioners' Courtroom at the Clay County Courthouse.