BOPTA Clerk’s Training & Roundtable Oregon Association of County Clerks 2014

DOR’s ClerkTraining Agenda Item Manual ReferenceReference  Bopta Clerk ContactsChapter 11  Get to know other Bopta Clerks  Bopta Calendar  Dates to rememberChapter 32  Bopta Timeline Quiz3  Board Members – SelectingChapter 5  August  Contact returning members  New members – start recruitment4  September  Interviews – new members5  October  Governing body appoints members6

DOR’s ClerkTraining Agenda Item Manual ReferenceReference DOR’s ClerkTraining Agenda Item Manual ReferenceReference  BOPTA Clerk Training  Miscellaneous Administrative DutiesChapters 2 & 4  Forms  Petition forms available for taxpayers7  Informational fliers available for taxpayers8  Miscellaneous Forms9  Supplies  Update Webpages10  Update response11

DOR’s ClerkTraining Agenda Item Manual ReferenceReference DOR’s ClerkTraining Agenda Item Manual ReferenceReference  Petitions  Reviewing PetitionsChapters 10 & 11  Standing to AppealChapter 1012  Who is qualified  Who has standing to appeal quiz13  Petition requirementsChapter 11, Page 3  What can be appealedChapter 11, Page 1  Proof of obligation  Who can sign or is authorized to sign petition  Authorization to represent  Power of attorney (with DOR FAQs)14  Can both buyer and seller sign petition  Changes to ownership after tax statements are mailed  Written Authorization Quiz 15  Begin accepting petitions day after tax statements mailed

DOR’s ClerkTraining Agenda Item Manual ReferenceReference DOR’s ClerkTraining Agenda Item Manual ReferenceReference  Petitions (continued)  Reviewing Petitions  Format in which petitions may be received  Electronic Signatures FAQs16  Receipt of petitions from other Departments 17  Date stamp petitions  Assign a petition number  Log petitions  Defective Notices – Guideline for petition review 18  Deadline Adjustment FAQs19  Perfecting Defective Petitions  Petitions Quiz 20

DOR’s ClerkTraining Agenda Item Manual ReferenceReference DOR’s ClerkTraining Agenda Item Manual ReferenceReference  Petitions (continued)  Reviewing Petitions  JurisdictionChapter 11, Page 1  BOPTA jurisdiction FAQs21  DOR vs County appraised industrial property  Appeal directly to magistrate (DOR)  Appeal to BOPTA (County)  DOR Centrally assessed (utilities)  Appeal to DOR (June 15 th deadline)  Jurisdiction Quiz 22  Late filed petitions Chapter 11, Page 2  Late Filing Petition Quiz 23  Withdrawals Chapter 11, Pages 6 & 7  Stipulations and Roll Changes Chapter 15  Adjudicated Values FAQs24

DOR’s ClerkTraining Agenda Item Manual ReferenceReference DOR’s ClerkTraining Agenda Item Manual ReferenceReference  Public Notices – Notice of Session Chapter 825  Posting Period December and January  Six conspicuous locations around county  Libraries  County building  Courthouse  City Hall  Post Office  State Office  Consider posting on web page (does not count toward the “6 locations” above)  Appoint Legal Counsel26

DOR’s ClerkTraining Agenda Item Manual ReferenceReference DOR’s ClerkTraining Agenda Item Manual ReferenceReference  DOR Board Training – JanuaryChapter 6  New members – first year (Computer Module & In-Person)  Returning members – every other year (In-Person Only)  Board Member Training Quiz27  Schedule HearingsChapter 12  Prepare Notices and mail at least 5 calendar days prior to hearing date  ADA Language (Deschutes County)28  Burden of Proof & Hearing Procedures (Deschutes County)29  Notice of Presenting Additional Evidence 30  Certificate of Mailing31  Post hearing and meeting schedules – 48 hours prior  Reschedules

DOR’s ClerkTraining Agenda Item Manual ReferenceReference DOR’s ClerkTraining Agenda Item Manual ReferenceReference  Convening Meeting and in-house training with board members  First meeting checklist Chapter 7, Page 332  Oath of Office AffidavitsChapter 7, Page 4  Secrecy lawsChapter 13, Pages 4 & 5  In-house training  Ethics laws33  Conflict of InterestChapter 2034 & 35  Burden of Proof 36  Copy of DOR letter  Burden of Proof Quiz37  Assessor presentation  Meet appraisal team  Mock hearings  Roundtable discussion  Adopt Hearings Policy (Crook County & Deschutes County examples)38  Prepare petitions and evidence for board members

ODR’s ClerkTraining Agenda Item Manual ReferenceReference  Hearings  BOPTA Session Period – Anytime after Chapter 12 the 1 st Monday in February to April 15 th  Audio Records39  What takes place?  Personal Property Value AppealsChapter 13  Hearings Script  Real Property and Penalty Petitions40  Executive Session - Personal Property 41  Witnesses – DOR FAQsChapter 10, Page 442  Telephone Hearings  Worksheets

DOR’s ClerkTraining Agenda Item Manual ReferenceReference DOR’s ClerkTraining Agenda Item Manual ReferenceReference  Hearings (Continued)  Orders Chapter 16  Specially Assessed Order and 43 M-50 Calculations  Stipulations presented at hearing vs. prior Chapter 15 to convening  Dismissal Orders (includes withdrawals)  Assessor representation  Appeals of undivided interestChapter 1744  Appeal RightsChapter 18  Measure 50 Handouts 45 & 46  Property Value Quiz47  Public Meetings Quiz48  Orders & Appeal Rights Quiz49  Safety Procedures  Discussion on how to prepare for an emergency  Ending Session  Adjournment  Summary of ActionChapter 19

DOR’s ClerkTraining Agenda Item Manual ReferenceReference  Records Retention  Creating Permanent Record (OAR 165)  Minutes  Petitions  Orders  Evidence  DOR GovSpace Training  Concluding Discussion  Preparing/training successor Board Clerks  Appeal Matrix50  How to search for specific statutes51  After Action Review with attendees52  Host County Check List 53  Attendance Sheet54  Quiz Answer Sheet55