Or. Admin. R. 150-309-0020 - Record of Board of Property Tax Appeals Meetings
An administrative record of the proceedings of the board of property tax appeals must be kept by the county clerk.
(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 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.
(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(3);
and
(n) Requests to withdraw a
petition.
Notes
Publications: The publication referred to or incorporated by reference in this rule is available from the Department of Revenue pursuant to ORS 183.360(2) and 183.355(6).
Statutory/Other Authority: ORS 305.100
Statutes/Other Implemented: ORS 309.024
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