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Cole County approves digital tools and schedules for senior tax-freeze rollout; commissioners set in-person assistance days
Summary
The commission authorized DocuSign and document-repository licenses and directed staff to implement an online and in-person application process for the new senior tax-freeze program. Officials set site, schedule and logistics for assisted applications and committed to a public web page and outreach materials.
Cole County commissioners approved purchases of digital services Tuesday and set an early implementation plan for a senior property tax-freeze program that the county expects to open for applications this year.
County staff described a two-part technology approach to process and securely store applications: DocuSign for secure online forms and signatures, and the county’s document-management system (Therefore) to store application packets and scanned documents. Commissioners approved a DocuSign package at the 1,000-envelope level and authorized additional Therefore licenses and implementation services to support scanning, capture and repository workflows.
Staff said DocuSign would allow applicants to complete and sign an encrypted online form and attach required documents; submitted “packets” could be batched and routed to county servers. County staff recommended starting with a smaller DocuSign envelope quantity and increasing it if demand exceeds the initial allocation. The county’s existing document-management system will be configured to accept incoming application packets, prepopulate fields from assessor/collector records when possible and store the documents in an encrypted repository. The commission approved $21,667.04 for additional Therefore licenses, capture client and implementation work and approved the DocuSign 1,000‑envelope option (the quoted 1,000-envelope price cited in the meeting packet was $5,054.40).
Commissioners and staff discussed practical accommodations for applicants who prefer in-person help. County information-technology staff and the collector’s office proposed placing laptop and scanner stations in a county meeting room on a set schedule so staff can assist applicants with electronic submission; volunteers from county offices and temporary staffing were discussed as supplementary help for peak periods. Commissioners agreed on a preliminary plan to staff in-person assistance three days per week and proposed 10 a.m. to 3 p.m. as a starting window, with the aim of limiting disruption to county windows that handle daily payments and other services.
Staff also said the county website would host application instructions, a frequently asked questions page and sample images (for example, showing where to find parcel numbers on tax bills) to reduce confusion. The commission directed staff to finalize web copy, signage and a calendar of days for in‑person assistance and to return with test runs of the system before public rollout. Staff noted the application process will also accept mailed or paper applications, and drop-box options were discussed.
Commissioners asked for clear instructions on documentation applicants will need and requested an option to save and resume partial online applications. Staff said DocuSign and the configured repository can support resumable packets and usage tracking so the county can monitor how many applicants file online versus in person or by mail.
The board did not vote on the senior tax-freeze eligibility rules during the meeting; the actions were limited to purchasing digital tools and directing implementation logistics.
