Clay County VAB adopts $50 paper filing fee, $35 electronic fee; appoints attorney and magistrates

The Clay County Value Adjustment Board on July 29 voted to reappoint its contracted attorney and to approve several administrative measures, including a bifurcated petition filing fee that sets the maximum paper fee at $50 and an electronic filing fee at $35.

Clerk Green summarized the statutory framework and the board's options, telling members that state law now allows a maximum filing fee of $50 and recommending the board consider a lower charge for electronic filing to reduce manual workload. "Electronic filing saves our office a lot of work and potential errors," Clerk Green said, arguing that a discount would encourage use of the county's online system.

Board members discussed last year's volume of petitions — roughly 1,907 total, with about 1,504 filed on paper — and the operational burden of processing large manual submissions. Committee member (speaker 5) moved to set the fee at $50 for paper and $35 for electronic filings; the motion was seconded and carried on a 4-0 vote. The board directed staff to grandfather previously filed petitions as appropriate and to work with the county's vendor on electronic-filing outreach.

In the meeting's other formal actions, the board:

- Approved continuing the VAB attorney contract with Aaron Thawitzer at the previous hourly rate ($2,225/hr). The motion passed 4-0. - Accepted three special magistrate agreements: a real-property magistrate with a modest hourly increase, a tangible personal property magistrate at the prior rate, and an exemptions magistrate at the prior rate. The board approved those agreements 4-0. - Adopted updated Clay County VAB local administrative procedures that Attorney Thawitzer described as largely language clarifications and streamlining; adoption passed 4-0. - Adopted initial certifications of the 2025 real and tangible personal property ad valorem tax rolls and approved a resolution directing the property appraiser to extend and certify the rolls when required, each by unanimous vote.

Board members identified practical next steps: staff will publish the new fee schedule and communicate changes to frequent filers and vendors, and the clerk noted annual reconsideration of the fee is required. The board also approved procedures allowing telephonic or electronic attendance at hearings upon written request (see separate article), and asked staff to manage any refund or grandfathering questions that arise for petitions filed before the change.

Votes at a glance - Reappoint VAB attorney (Aaron Thawitzer), extend contract at $2,225/hr — Approved (4 yes, 0 no). - Appoint special magistrates (real property, tangible personal property, exemptions) and accept agreements (rates noted in packet) — Approved (4 yes, 0 no). - Adopt petition filing fee: $50 paper / $35 electronic — Approved (4 yes, 0 no). - Adopt Clay County VAB local administrative procedures — Approved (4 yes, 0 no). - Adopt initial certifications of 2025 tax rolls — Approved (4 yes, 0 no). - Approve resolution directing property appraiser to extend/certify 2025 tax rolls — Approved (4 yes, 0 no).

The board scheduled tentative hearings for January to accommodate the volume of petitions and asked staff to continue vendor discussions aimed at increasing electronic filing adoption. The board also directed Attorney Thawitzer to follow up with the special magistrates about time-management practices for hearings.