An administrative record of the proceedings of the property value appeals board must be kept by the county clerk.

1. (1) The record must be kept in a manner that meets the retention requirements of OAR chapter 166.

   1. (a) The record of board proceedings may be either a written summary or audio recording.
   2. (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.
   3. (c) The record may be maintained as a separate record called Property Value Appeals Board Proceedings.

2. (2) The administrative record of the board must include, but is not limited to:

   1. (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;
   2. (b) Oaths of office of members;
   3. (c) Verification of training;
   4. (d) Designation of legal counsel, if appropriate;
   5. (e) Affidavit of publication of notice of session and copies of all published notices;
   6. (f) Record of appointment of board appraiser, if applicable;
   7. (g) Daily or weekly agendas; and
   8. (h) Summary of actions required by OAR 150‐309‐0260.

3. (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:

   1. (a) The date of the meeting;
   2. (b) A list of those present, including all members and any person who presents evidence;
   3. (c) The substance of any discussion on any matter;
   4. (d) All material presented as evidence;
   5. (e) All motions and who made them;
   6. (f) Results of all votes and how each member voted;
   7. (g) Petitions, marked with date received and assigned number;
   8. (h) Authorizations to represent or powers of attorney;
   9. (i) Defective petition notices, if applicable;
   10. (j) Hearing notices, if applicable;

   11. (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;

       1. (L) Stipulations filed at or after the time the board convenes;
   12. (m) Stipulations filed with the clerk of the board under ORS 308.242(3); and

   13. (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).]

Statutory/Other Authority

ORS 305.100

Statutes/Other Implemented

ORS 309.024

History

REV 21-2024, minor correction filed 06/25/2024, effective 06/25/2024
REV 19-2020, minor correction filed 09/25/2020, effective 09/25/2020
Renumbered from 150-309.024, REV 26-2016, f. 8-12-16, cert. ef. 9-1-16
REV 9-2006, f. 12-27-06, cert. ef. 1-1-07
REV 12-2004, f. 12-29-04, cert. ef. 12-31-04
Renumbered from OAR 150-309.012(5), RD 9-1997, f. & cert. ef. 12-31-02
RD 6-1993, f. 12-30-93, cert. ef. 12-31-93
RD 8-1992, f. 12-29-92, cert. ef. 12-31-92