Rules and Procedures for Hearings

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I. Meetings are Public

All meetings of the Board of Equalization of Real Estate Assessments (BOE) are public.

The BOE follows the Newly Revised Robert’s Rules of Order for small boards. The BOE will convene in late summer or early fall to determine meeting dates and times and to discuss amendments and/or changes to the Rules and Procedures.

The BOE meets on an “as needed basis” normally beginning at 1 p.m. or 6 p.m. in the City of Fairfax City Hall Conference Room number 232. Each meeting is publicly advertised at least ten (10) days prior.

The decisions of the BOE are summarized in minutes prepared by the Secretary and are part of the public record.

Information provided and/or presented by the City of Fairfax Department of Real Estate Assessments regarding the income and expenses of income-producing properties are public only to the extent that they are discussed orally at BOE meetings; the memoranda and/or staff reports themselves are not part of the public record and will remain confidential and are excluded from Freedom Of Information Act (FOIA).

II. Procedures during Hearings

Introduction of BOE, Appellant, City Assessors and Secretary.

The Chair of the BOE shall notify all parties that the meeting is being recorded, this may be audio or by written note taking.

The Chair of the BOE shall confirm that the appellant is the property owner or authorized representative of. The appellant will then be asked for their presentation which should not exceed 15 minutes. The City Assessor’s presentation will follow also not to exceed 15 minutes.

The BOE members will ask questions of either party. The Chair of the BOE will declare the testimony is closed at which time the BOE will begin their deliberations and make a final decision regarding the assessment.

III. Evidence presented at Hearings

Neither the appellant nor the City Assessor shall present new written evidence at the hearing.

IV. Non-Appearance of Appellants

In the event of an unexpected non-appearance of an appellant, the BOE may hear the case based on the material and personnel before in, or the BOE may elect to postpone the case.

V. Non-Emergent Postponements of Cases

The BOE will exercise the normal discretion of such bodies in the cases of emergency-caused postponements. The BOE will make every effort to schedule cases at the appellant’s convenience.

VI. Decisions

Within ten (10) business days the BOE shall issue a written notice to the appealing taxpayer confirming the final decision.