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Posted by Stephanie Weaver, Saco, March 29, 2010:

Saco is evaluating, at the City Council's directive, various alternative tax billing processes. 

Saco currently: mails two bills per year; mails a bill that is a “self mailer” -- that is, the bill is printed on a single sheet form that is then folded and sealed in house, with a mailing address showing, and so cannot include a reply enveloped; and the bill includes a scan line to allow for automated processing via a lockbox service. Can I get info from other towns on:

• How many bills per year and why?
• Do you mail your own bill or use a mailing service?  Why?
• Do you do a self mailer, or do you mail bill in an envelope with or without a reply envelope?  Why?

Anything else you might think of to share would be most appreciated!

Responses: Stephanie..........Lewiston has utilized an outsourcer for 13 years for tax bill mailing.  They print the tax bill stock, envelopes, newsletters (if any) and they image all tax data on the bills and mail at first class presort rates.  We save .10 per piece in postage. 

We have a 2 bill system and send  a little more than 25,000 tax bills per year with the first mailing in late July early August with a  second bill in early January. We don't include a self addressed reply envelope.  We have not received any request over the years for a return envelope.  However, our Water/Sewer Dept. does include a self addressed payment envelope with no postage applied.

Regarding outsourcing, the process is really seamless when you have the right company.  We generate an ASCII file and send it electronically via e-mail to our outsourcer.  They arrange the  tax data and map it to fit your tax bill format.

You select the mailing date, confirm proofs until you're comfortable with the data etc etc. You don't handle any tax bill until taxpayers come in to pay over the counter or mail their tax payment. I'm a firm believer in the 2 bill system because of a number of benefits.

First ...........Tax bills generate cash immediately upon mailing.  We collect $ 1.5 million within 30 days of the 1st and 2nd bill mailing.

Second .......New owners since April 1st are notified of any balances that may exist on their tax account.  Just remember that assessed owners may have received the initial bill and since sold their property and the 2nd bill to the new owners may be the 1st bill they receive.

Third ........People who received their 1st and only bill may have misplaced the bill 6 months ago and will call the tax office for the amount due for the 2nd 1/2 and/or may request a duplicate bill.  The 2nd bill alleviates most of those situations.

Fourth ........The 2nd bill serves a reminder that taxes for the 2nd 1/2 are due.

I think you get the message on how I feel about second bills.  It's a good business decision. 

I feel very strongly that when you send a bill  you get $$$$$$$$$$$$ I hope these comments are valuable to you in providing alternatives to your City Council. (Paul Lebrecque, Lewiston)

Stephanie I forwarded you request on to Tom Carrellas as he takes care of our tax bill mailings.   We send out our bills 4x a year:  August, November, February and May.  We do include an addressed return envelope in each mailing for our lockbox with TD.  We have a very high collection rate here in SoPo and I believe it partly due to the quarterly billing process.  We average approx 120 liens a year out of 10,000 properties and zero foreclosures.  Tom can fill you in on the mailing info. (Sue Borelli, South Portland)