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HomeMy WebLinkAboutGranicus_Southold_2024-07-05.pdfgovService Host Compliance Samantha White July 2024 Southold 2granicus.com Monitoring Short-Term Rentals (STRs) presents both widely known and underappreciated challenges Getting visibility into STR data is nearly impossible <10% Of STR owners voluntarily get registered and pay all of their taxes 20-30% Issues with STRs growing at an alarming rate year over year Manual processes weigh on my team and drain our budget Our internal alignment is ineffective and suffers So much of my time is wasted on finding more room in the budget 3granicus.com The Short-Term Rental Market is Exploding Many communities are struggling to define and enforce regulations that preserve community character and keep communities safe while ensuring revenue collection. Increase in STR related party complaints in the last year the # of short-term rental listings since 2011 15x 239% of different platforms make it nearly impossible to manually track STR property listings 100s global markets have seen home rentals outperform hotels in the last year 27 Without compliance, local government knows STRs bring significant challenges Impact on housing affordability Wasted time and money Diminished neighborhood character Lost economic opportunities 5granicus.com •Reduce noise, parking, traffic and trash-problems •Eliminate party houses •Reduce STR impact on neighborhood character •Ensure building safety •Improve responsiveness to neighbor complaints •Stem STR impact on affordable housing availability •Improve permit and tax compliance to increase tax revenue •Ensure a level playing field between law abiding traditional lodging providers and illegal STRs •Reduce tension between short-term rental property owners and their neighbors •Make citizens aware that STR problems are taken seriously What Are Your Top Priorities? 7granicus.com How big of a challenge are short-term rentals in Southold? Debate TemperatureComplaintsMany Few Cold Minor Concern Problem Issue Crisis Hot 9granicus.com Local governments are finding ways to mitigate the negative impact of STRs through thoughtful legislation STR Policy Objective Regulatory Best Practices Housing Availability •Only allow permanent residents to operate STRs •Disallow rentals in subsidized housing Neighborhood Preservation •Set neighborhood quotas •Ban signs Protect Quality of Life •Require adequate parking and garbage disposal •Require hosts to post noise ordinance •Require a local contact person Economic Development •Encourage hosting in certain areas and time frames Safety •Require physical safety and habitability inspections 10granicus.com …and in Southold we have identified 1,257 listings, representing 835 unique rental units* * Granicus Host Compliance's pricing is based on the count of listings and rental units that would need be to analyzed and monitored for compliance. In terms of listings, this number is 1,275 as we will expand our search area by several hundred yards beyond the borders of Southold to capture all relevant listings. Source: Granicus Host Compliance Proprietary Data Short-term rentals in Southold as of June 2024 11granicus.com Southold STR Market Details 13granicus.com …and in the unincorporated areas of Southold we have identified 1,047 listings, representing 693 unique rental units* * Granicus Host Compliance's pricing is based on the count of listings and rental units that would need be to analyzed and monitored for compliance. In terms of listings, this number is 1,082 as we will expand our search area by several hundred yards beyond the borders of Southold to capture all relevant listings. Source: Granicus Host Compliance Proprietary Data Short-term rentals in Southold as of June 2024 14granicus.com Southold STR Market Details 15granicus.com Automate and save Support greater staff efficiency with impactful tools and process automation to help implement and enforce fair regulations Protect the community Ensure all lodging providers meet health and safety standards; develop short- and long-term plans to create, grow, or revitalize a community or area Understand the market Understand the size and scope of short-term rentals in your community True Compliance Requires a Holistic Approach Identifying STRs alone isn’t enough. You need to… Identify revenue loss Ensure your community has identified every opportunity for revenue capture, creating an even playing field for all types of providers and residents0102 04 03 16 Granicus Experience Group A strategic team of experts delivering managed services govAccess Transactional websites designed for today’s citizen govRecords Paperless records management govDelivery Targeted email, text, and social media communications govMeetings Meeting agendas, video, and boards management govService Online citizen self-service solutions and process automation Compliance Monitoring Permitting &Registration 24/7 Hotline Rental Activity Monitoring Consulting Services Tax Collection Workflow | Approvals Data & Analytics | Professional Services govService Host Compliance Communications VisitorResident Business Address Identification 18granicus.com Address Identification t echnology and processes make it possible to easily monitor the STR market and find the addresses and owners of all identifiable STRs Scan We scan the world’s 60+ largest STR websites for all listings Extract We identify each listing and extract as much information as possible to allow our AI models to narrow down the list of possible address/owner matches Combine We combine AI and human analysts to identify the exact addresses and owner information for each identifiable STR 1 2 3 19granicus.com The data and screenshots are made available to authorized users in an easy-to-use online dashboard and records management system and easily exported in Excel/CSV format Address Identification monitors the STR market and finds the addresses and owners of all identifiable STRs 20granicus.com Use software to automate the systematic capture of listing screenshots Full Screen 21granicus.com Listing status, metadata and full-screen screenshots are time stamped and made available in real time on the rental unit record 22granicus.com Provide documented evidence of every address match to support all of Southold’s enforcement efforts Example of Searchable Evidence 23granicus.com Easily track the status of individual rentals and create case notes on the unit's record 24granicus.com Compliance Monitoring allows you to stay in control and save time by sending your enforcement letters with the click of a button Select Letter Template 25granicus.com Increase your outreach effectiveness and efficiency by automatically adding evidence to communications 26granicus.com Mobile Permitting & Registration Simplify Southold’s permitting, license or registration processes and significantly reduce the administrative costs on the back-end 28granicus.com Tax Collection Simplify Southold’s tax collection process and significantly reduce the administrative costs on the back-end 29granicus.com Tax Collection Simplify Southold’s tax collection process and significantly reduce the administrative costs on the back-end 30granicus.com Report Concerned neighbor calls 24/7 short-term rental hotline or reports incident online Proof Complainant provides info on alleged incident and is asked to submit photos, videos or other proof of the alleged violation Resolution If property is registered, Granicus Host Compliance immediately calls and texts host/emergency contact to seek acknowledgement &resolution 1 2 3 Complete Problem solved – complaints & resolution notes saved in database so serial offenders can be held accountable 4 24/7 Hotline makes it easy for neighbors to report, substantiate and resolve non-emergency STR incidents in real-time 31granicus.com Get detailed reports and dashboards to track all short-term rental related complaints in real-time 32granicus.com Rental Activity Monitoring automates the selection of audit candidates to maximize the impact of audit efforts Identifying tax fraud and occupancy/rental frequency violations by STR listings for signs of rental activity 33granicus.com Streamline the audit process by requesting all backup information through simple, interactive online forms Hosts can easily upload STR revenue statements to verify rental activity 34granicus.com Short-Term Rental regulation creation, updates, and guidance from planning experts ü Experience with hundreds of communities including 1) access to proprietary regulations data that is the most trusted by government and 2) support on hundreds of regulations. ü Custom public outreach strategy and messaging framing. ü Complete draft of a custom short-term rental ordinance. ü Compliance monitoring and enforcement plan for staff and legal counsel to refine and adopt. Consulting Services 35granicus.com How can you make sure all voices are heard while considering short-term rental regulations? Neighborhoods •Organized neighborhood groups (including HOAs, etc.) •Individual homeowners •Renters •Housing advocacy groups Lodging •Existing STR host groups •Individual STR hosts •Realtors •Current lodging providers •Tourism Board Government •Code Enforcement •Planning & Zoning •Public Safety •Assessor 36granicus.com With Bang The Table community engagement in Southold just got easier Reach targeted audiences and use data to measure effectiveness Choose the right mix of online feedback tools for your community engagement objectives Deliver a seamless, closed-loop communication experiences for your citizens Foster meaningful connections and build trust with your community 49granicus.com Why Government Leaders Choose Granicus Trusted by thousands of government agencies at all levels FedRAMP authorized; Tier III, DOD- approved data centers; Private vs. Public cloud. 1 Team, 24/7 Around-the-clock support and training for your entire team; three types of support available – technical, success, adoption. Secure Supported Streamline digital services by consolidating to a single platform vs. multiple vendors and applications. Simplified One Platform Security-First $20M Invested Annually in R&D, Foremost innovator of government SaaS technology, with 5 first-to-market solutions. Innovation Leader First-to-Market Technology 50granicus.com In NY we are currently partnering with 36 local agencies to address their STR related challenges •Clinton, NY •Saratoga Springs, NY •Delaware County NY •Town of Ithaca NY •Ithaca, NY •Steuben County NY •Fort Ann, NY •Beekman, NY •Seneca County NY •Washington, NY •Poughkeepsie, NY •Cayuga Heights, NY •Lake George, NY •Dutchess County NY •Yates County NY •Beacon NY •Jewett, NY •Livingston County Tourism •Santa Clara, NY •Ulster County NY •Queensbury, NY •Suffolk County NY •Schroon, NY •Niagara Falls NY •Hunter, NY •Town of Mayfield, NY •Lewis County NY •Fallsburg, NY •Red Hook, NY •Warren County NY •Hurley, NY •Millbrook, NY •Buffalo, NY •Canandaigua NY •Milan, NY •Rhinebeck, NY 51granicus.com In the broader Mideast we are already serving 55 forward-thinking local government agencies •Beekman, NY •Queensbury, NY •Millcreek, PA •Fallsburg, NY •Hurley, NY •Vernon Township, NJ •College Township, PA •Niagara Falls NY •Baltimore County MD •Asbury Park NJ •Ulster County NY •Yates County NY •Delaware County NY •Lewis County NY •Seneca County NY •Steuben County NY •Annapolis, MD •Lewes, DE •Cayuga Heights, NY •Lake George, NY •Fort Ann, NY •Talbot County MD •Clinton, NY •Millbrook, NY •Red Hook, NY •Rhinebeck, NY •Town of Mayfield, NY •Hunter, NY •Buffalo, NY •Atlantic City, NJ •Saratoga Springs, NY •Cumberland MD •Mount Joy, PA •Milan, NY •Poughkeepsie, NY •Washington, NY •Santa Clara, NY •Schroon, NY •Jewett, NY •Neptune Township NJ 53granicus.com Address Identification Automated monitoring of 70+ STR websites and online dashboard with complete address information and screenshots of all identifiable short-term rentals. Compliance Monitoring Ongoing monitoring of STRs for zoning and permit compliance coupled with systematic outreach to illegal short-term rental operators. Mobile Permitting Online forms and back-end systems to streamline the registration process and capture required documentation, signatures and payments electronically. Tax Collection Make tax reporting and collection easy for hosts and staff to submit and review online. 24/7 Hotline Make it easy for neighbors to report, prove, and resolve non- emergency short-term rental related problems in real-time, any day, at any hour. Rental Activity Monitoring Estimate occupancy or rental revenue for each property and identify audit candidates who are under-reporting on taxes or exceeding occupancy regulations. Modular pricing tailored to Southold’s short-term rental needs 54granicus.com Working backwards to a solution to address Southold’s STR challenges Set Deadline Gather Team Project Scope Project ApprovalBudget Sign ContractImplementSTR Problem Solved 56granicus.com Next Steps I.Send Meeting Summary & Presentation II.Schedule All Team Value Meeting Participant: Administration, Finance, Planning, Code Enforcement, Elected Officials III.Confirm Performance Goals & Metrics Participant: Administration, Finance, Planning, Code Enforcement, Elected Officials a)Return on Investment Experienced by Peer Governments b)Alignment on Success Metrics/KPIs IV.Develop Joint Action Plan for addressing Southold’s needs Participant: Administration, Finance, Planning, Code Enforcement, Elected Officials a)Set appropriate expectations b)Efficiently utilize staff time c)Address requirements, fit, and value d)Optimize time to completion while ensuring highest quality 57granicus.com Contact Info Please feel free to contact us anytime if you have any questions about short-term rental compliance and how to best address the associated monitoring and enforcement challenges. Samantha White samantha.white@granicus.com (631) 619-2020