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Treasure office flags mortgage-listing errors after software rollover; staff to follow up with vendor
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Summary
Treasurer’s staff reported mortgage-company listings missing from tax statements after a software year rollover, leading to weeks of manual corrections; staff plan follow-ups with the software vendor (CIC) and coordination with the clerk and appraiser offices to prevent future omissions.
Officials in the treasurer’s office described recurring problems with mortgage-company listings and tax-statement preparation after a software rollover that required extensive manual corrections.
A treasurer’s-office speaker said staff discovered that mortgage companies that had been included in the prior year were not appearing for some properties, which led to staff spending significant time (including two employees for more than a month) manually reentering or correcting records. The speaker said the office had not been told previously to “work in the future” year, which contributed to the error when the clerk’s office rolled its data into the subsequent tax year.
County staff said they will contact the county’s software vendor (CIC) to request a spreadsheet or preview capability to verify mortgage entries before statements go to print and to clarify which offices must enter data in which year to ensure persistence into future tax cycles. The vendor’s training and its scope—whether it covered the clerk’s office only—was cited in an internal email exchange, according to staff statements recorded at the meeting.
Officials asked for clearer internal procedures and for a demonstration or printed sample before final printing so departments can verify that mortgage-company listings will appear correctly. The county did not announce formal corrective action at the meeting but said staff will follow up with CIC and with the clerk and appraiser offices to resolve outstanding questions.
