OAR 150-309-0020: Record of Property Value Appeals Board Meetings

An administrative record of the proceedings of the property value appeals board 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 Property Value Appeals Board 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. [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).]