W. Va. Code R. § 189-2-4

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 189-2-4 - Recommended residential data collection procedures

4.1. General approach.

4.1.1. To achieve maximum production in the data collection of residential properties and at the same time maintain a high level of quality the data collector must establish and follow a firm routine. Thoroughness and accuracy are direct products of a logical and systematic approach.

4.1.2. Following is the step-by-step procedure with corresponding instructions for completing the data collector's responsibilities. Specific requirements are contained in the Residential Data Inventory section of the West Virginia Real Property Appraisal manual and are to be followed in the collection of data for residential real property. It should be noted that some of the data required in the data collection phase, such as property class, card number, property address, building sketches, etc., may be transferred from existing records and recorded on the new property record card. In these cases, the data requires verification and correction only, instead of totally new entries.

4.1.3. The data collector should complete the front (or land) side of the property record card first, doing so immediately upon finishing the previous card and before approaching the door of the next property. Contact is then made and after proper identification and statement of purpose, he enters the house for the interior inspection of first floor and basement while requesting pertinent data from his contact. Upon leaving the house, the data collector completes the required building data on the back (or building) side of the card, measurers the exterior, sketches the building, checks the card for completeness and proceeds to the next property.

4.2. Recommended procedure.

4.2.1. Verify routing number or parcel number. -- The routing number is a unique sequential number assigned by geographic location for sorting the cards into effective order for field operation. This number corresponds to the number circled in red on the field map (property ownership map). Once the cards are routed by parcel number or assigned a routing number all parcels should be referred to by the number(s), for clarity and simplicity.

4.2.2. Record or verify property owner's name, mailing address and legal description of the property. This information is generally entered on the data collection form by the clerical staff.

4.2.3. Record property class.

4.2.3.1. This refers to the one (1) or two (2) letter code denoting the general property class of the subject parcel. The basis for classification is the most predominant present-day use. If the parcel is unused, the basis for classification would depend upon the anticipated use or the use for which it is zoned.

a. Enter R Residential. To indicate one (1) through four (4) family residential use .

b. Enter A Apartment. To indicate multi-family use. . . five (5) or more families.

c. Enter F Farm. To indicate rural properties, generally defined by a minimum acreage requirement and usually, but not necessarily, devoted to agriculture.

d. Enter C Commercial. To indicate properties devoted to trade, services, and recreational uses.

e. Enter I Industrial. To indicate properties devoted to the manufacturing and/or processing of products.

f. Enter X Exempt. To indicate non-taxable properties, such as schools, churches, etc.

g. Enter U Utility. To indicate properties devoted to the production of public utility commodities or services under the control of governmental agencies such as the Public Utility Commission.

4.2.3.2. A property class must be entered for each parcel. Note that for parcels requiring multiple card listing, the same property classification must be entered on each card.

4.2.4. Record the tax class. -- Enter the appropriate numeric or alpha tax class.

a. Enter 2. To indicate all property owned, used and occupied by the owner exclusively for residential purposes; all farms, including land used for horticulture and grazing, occupied and cultivated by their own or bona fide tenants.

b. Enter 3. To indicate all real and personal property situated outside of municipalities, exclusive of Class 2.

c. Enter 4. To indicate all real and personal property situated inside of municipalities, exclusive of Class 2.

d. Enter N. To indicate exempt or non-taxable property.

e. Enter A. To indicate operating public utility property.

f. Enter S. To indicate property sold to the State.

4.2.5. Record the land use. -- Character positions are provided to enter the three (3) digit numeric code denoting the present use of the particular parcel of land. A land-use code must be entered on all data collections forms. In the case of multiple land uses on the same parcel, enter the land-use code which is most representative of the improvements listed on that particular data collection form. Note: Appropriate land-use codes may be found in the West Virginia Real Property Appraisal manual.

4.2.6. Record the neighborhood code. Character positions are provided to enter three (3) numeric characters ranging from 0-01 to 999 to the left of the vertical has mark to denote a specific neighborhood identification number. A character position is provided to the right of the vertical hash mark to enter an additional digit, 1 to 9, to denote the creation of a subneighborhood within a neighborhood subsequent to the initial neighborhood delineation. For example, neighborhood 200 is being redefined as neighborhood 100/1 and 200/2.

4.2.7. Record card number. -- A card number must be entered on every card. Space is provided to enter two (2) sets of two (2) numeric characters. The last two (2) positions are reserved to enter the total number of cards required to list the parcel, and the first two (2) positions are reserved to enter the sequential number, assigned to each particular card. . .i.e. for parcels requiring one (1) card, enter 01 of 01; for parcels requiring two (2) cards, enter 01 of 02 on the first card and 02 of 02 on the second card; three (3) cards, 01 of 03, 02 of 03 and 03 of 03; etc. up to 99 of 99.

4.2.7.1. To qualify for listing on a separate card, the additional buildings must be dwellings or other significant buildings with interior finish; e.g. an apartment over a garage would qualify for a separate card, but a garage with an unfinished area above would not.

4.2.7.2. When listing a parcel requiring multiple cards, it is generally necessary for the data collector to insert the additional card(s) in the field. The owner's name and permanent parcel identification data, along with any other information specified by the supervisor, must be entered on each of the make-up cards.

4.2.8. Record property address. -- Space is provided to enter the property address of the parcel. Enter the house number and street name for the subject parcel. If the parcel is vacant or has no house number, enter only the street name. Note that the property address is not necessarily the same as the mailing address.

4.2.9. Record the property factors. -- Place a check mark in the box or boxes that most accurately defines each property factor.

4.2.9.1. Topography -- refers to physical condition of lot.

4.2.9.2. Utilities. -- refers to utilities which are available to the property. If all utilities are available then check "ALL" or if not, check the proper combination as needed.

4.2.9.3. Street or road -- simply check the proper square. If the property has a sidewalk and/or alley access check these also.

4.2.10. Observe the dwelling. -- Mentally determine the story height as you approach.

4.2.11. Contact the occupant. -- Greet him, and at the same time, show him your identification card and explain your purpose for calling. Be courteous, but do not get involved in unnecessary conversation; proceed as quickly as possible to complete your interior inspection. Do not forget your identification card.

4.2.12. Inspect the interior.

4.2.12.1. First floor. -- Good opening remarks, once you have entered the house you are to inquire: "How long have you occupied the house?" "Are you the owner?" Inquire about the number of baths, the number of bedrooms per floor and presence of a basement and an upper floor or attic. Ask if the finish and condition of the upper floors are similar to that of the first floor.

4.2.12.2. Next, ask to see the basement. In route to the basement, mentally note the first floor features that indicate the quality of construction. Specifically you are to observe the interior finish, the kind of floors, type of kitchen, paneled rooms, fireplaces and all other features which affect and determine grade.

4.2.12.3. Observe the general condition of the house for future determination of depreciation (evidence of recent remodeling, presence of cracked plaster, sagging floors, etc.). If the interior condition and/or quality is markedly different from the exterior, note this in the memo area, and make the appropriate entry in the section provided on the back of the card.

4.2.13. Basement.

4.2.13.1. Determine the type of basement (none, crawl, part or full) and the floor construction. Mentally note the type of furnace and hot water heater. At the same time observe any improvements in the basement, such as extra plumbing, a recreation room or asphalt tile floors. If a finished basement is found, estimate the measurement so you can size and grade it after you have left the house.

4.2.13.2. Unless the house being inspected is a clear cut case of a full one and one half (1 1/2) or two (2) story construction, you are to inspect the upper floor in order to determine accurately the portion finished. In any case, if invited to do so, you are to inspect the entire house in order to satisfy the property owner with the thoroughness of your inspection.

4.2.14. Conclusion.

4.2.14.1. You now return to the first floor, and if you have no further questions to ask the occupant, thank him for his cooperation and leave the house, explaining that you are going to inspect the exterior of the property and take a few measurements. Do not get involved in any unnecessary conversation or discussion. While leaving, mentally record the observations you made during your interior inspection.

4.2.14.2. If a recent (as specified by your supervisor) sale has occurred, you should have obtained (or verified) the data specified on the property record card. Enter the data in the space provided. Make certain that you ascertain exactly what was included in the selling price, and that you are knowledgeable of the conditions constituting a valid or invalid sale.

4.2.15. Measure and sketch the dwelling.

4.2.15.1. Immediately upon leaving, measure the dwelling and make a proportional sketch. . .identifying (labeling) each component and inserting the dimensions of each to the nearest six (6) inches.

4.2.15.2. A component refers to any portion of the dwelling or exterior feature thereof which must be priced separately. The "base ground floor area" to which the base price is to be applied is considered the main component of the dwelling. Other components would be considered as exterior features and would include all the items specified on the "exterior feature pricing schedule". Make certain that your measurements are complete and accurate. Walk completely around the house, so that no offsets or exterior features escape your notice.

4.2.15.3. Areas will be computed and checked in the office. Make certain that sufficient dimensions to compute the area of each component are shown, and that the dimensions "square-up". . .that is opposite sides must total the same length. NOTE: The symbols to be used to be used to label a house and illustrations are found in Section 4.2.22 of these regulations.

4.2.16. Record the dwelling data. -- Immediately upon completing the sketch, mentally collect all of your observations, and beginning with the first item (field 500 on the reverse side of the card), systematically record each item specified on the property record card. Make certain you are knowledgeable as to which items are to be completed by the data collector and which items are to be left open for completion by clerical and review personnel.

4.2.17. Record data for detached buildings and structures. -- Detached garages, swimming pools, and other auxiliary buildings are to be recorded in the Other Building and Yard Improvements section of the card. Note: If, in your opinion, the item unquestionably has a value of less than $100, describe its use and construction only and enter NV, denoting "no value" in the true value column (last column in the summary); if, in your opinion, the value is more than $100, but less than $300, describe its use and construction in the construction column i.e., (1^s FR shed), enter SV denoting "sound value" in the space provided in the column for "rate" and the dollar value in the "true value" column.

4.2.18. Scan the card for completeness and accuracy. -- Double check. Your job was to obtain certain specified data. . .have you done so? Is the data accurate? Is the data recorded neatly and legibly? If you are satisfied, place your initial or ID number and the date in the space provided. You are ready to move on to the next house, and repeat the entire procedure.

4.2.19. Think. -- while moving on, reflect a moment . . . did you list that last dwelling a little more proficiently and efficiently than you did the one before? If not, what was the hang-up? Remember that there is a time-table to meet. Your success is going to be a measure of your contribution in meeting production goals, as well as the accuracy of the data you collect. If you can isolate your problem . . . correct it. If you need help from your supervisor . . . get it.

4.2.20. If the correct age of building cannot be ascertained. -- The space designated to enter the "Year Built" is provided to enter the original year in which the building was erected. This section must always be filled in. When this information cannot be obtained, the data collector is required to estimate the year built and enter that year on the property record card. Your supervisor will work with you to help you obtain this skill.

4.2.21. In classifying story heights. -- Always follow the prescribed procedures. If the story height is not readily determinable, select the classification which is most representative of the subject dwelling. Verify your decision with your immediate supervisor the next time you see him.

4.2.22. On completing all the properties in a map. -- Complete the Production Control Form in the prescribed manner. If there is a parcel that requires checking or correcting in the office, you are to follow it through with your field supervisor before turning in the map as completed. Do not simply make a note on the Production Control Form and let it go at that. Note: All cards within the map are to be in sequence by parcel or routing number and card number before the map is considered ready to turn in.

4.2.23. Symbols used to label the components of a sketch. (See table at end of this regulation.)

W. Va. Code R. § 189-2-4