OAR 150-309-0020
Record of Board of Property Tax Appeals Meetings
(1)
The record must be kept in a manner that meets the retention requirements of OAR chapter 166.(a)
The record of board proceedings may be either a written summary or audio recording.(b)
The records must be organized in a manner that facilitates retrieval of a particular proceeding such as by date of meeting, name of petitioner, or assigned number.(c)
The record may be maintained as a separate record called Board of Property Tax Appeals Proceedings.(2)
The administrative record of the board must include, but is not limited to:(a)
A copy of the order appointing board members to the pools described in ORS 309.067 (Pool of members) or a copy of the minutes of the meeting of the county governing body during which the pools were appointed;(b)
Oaths of office of members;(c)
Verification of training;(d)
Designation of legal counsel, if appropriate;(e)
Affidavit of publication of notice of session and copies of all published notices;(f)
Record of appointment of board appraiser, if applicable;(g)
Daily or weekly agendas; and(h)
Summary of actions required by OAR 150-309-0260 (Administration of Appeals Process).(3)
The individual record of each meeting held during which the board makes a decision or obtains material that will be used in making a decision, must include, but is not limited to:(a)
The date of the meeting;(b)
A list of those present, including all members and any person who presents evidence;(c)
The substance of any discussion on any matter;(d)
All material presented as evidence;(e)
All motions and who made them;(f)
Results of all votes and how each member voted;(g)
Petitions, marked with date received and assigned number;(h)
Authorizations to represent or powers of attorney;(i)
Defective petition notices, if applicable;(j)
Hearing notices, if applicable;(k)
The board’s order, which must contain the original or facsimile signatures, including orders issued pursuant to stipulations filed at or after the time the board convenes;(L)
Stipulations filed at or after the time the board convenes;(m)
Stipulations filed with the clerk of the board under ORS 308.242 (Assessor’s authority to change roll after September 25 limited)(3); and(n)
Requests to withdraw a petition.
Source:
Rule 150-309-0020 — Record of Board of Property Tax Appeals Meetings, https://secure.sos.state.or.us/oard/view.action?ruleNumber=150-309-0020.