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.
Rule 150-309-0020 — Record of Board of Property Tax Appeals Meetings,