PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Charter, Code & Policies Portland Policy Documents
Policies & Rules (PPD)
PPD Overview and Procedures
Definitions and how to submit policies
Subject Index
PPD documents by subcategory
Administrative
Archives & Records, Council, Elections, Ombudsman, Purchasing, Public Involvement & Management Systems
Arts & Culture
Cultural Resources, Historic Preservation and Sister Cities
Economy
Small Business
Education & Youth
Education & Youth related policies and rules
Emergency Management
Emergency planning and management
Environment (Built)
Assessments & Liens, Development Services, Green Building, Land Divisions , LIDs, Measure 37, Noise Control, Nuisance, Planning, Regulatory Improvement, Stormwater & Sewer, Urban Renewal Areas and Urban Services
Environment (Natural)
Endangered Species, Energy, Food, Global Warming, Natural Resource Protection, Solid Waste & Recycling, and Sustainability
Finance
Accounting, Budget, Financial Administration, Levies & Taxation, Treasury & Debt
FPDR Administrative Rules
Administrative rules adopted by the Fire & Police Disability & Retirement Fund Board and City Council
Housing
Affordable Housing & Homelessness
Human Resources
Human Resources related policies and rules
Licensing and Income Taxes
Licenses, Private-for-Hire Transportation, Private Property Impound Tows
Parks & Recreation
Park Uses & Urban Forestry
Portland Fire & Rescue
Includes fire prevention policies and rules (category formerly named Fire, Rescue and Emergency Management)
Public Safety
Includes Police & Independent Police Review policies & rules
Technology Services
Technology Services related policies and rules
Transportation
Parking, Right-of-Way, Street Lighting, Streets & Sidewalks, Traffic, Transportation Engineering, Transporation Options, Transportation Planning
Utilities
Cable & Franchises, Water Works, Water Customer Service, Water System Engineering
Assorted Files
Assorted Files linked in PPD
Alphabetical Index
Alphabetical Index of Portland Policy Documents
PPD Overview & Filing Procedures

WHAT IS THE PPD?
 
The Portland Policy Documents (PPD) began as a joint initiative of the Mayor's Office & Auditor's Office to capture all City policies and administrative rules in one central location. Ordinance No. 175959 , effective in October 2001, created the PPD and directed the Auditor to gather all City policies and rules and publish them on the Internet.
 

WHAT TYPES OF DOCUMENTS ARE INCLUDED IN THE PPD?
  • Binding City Policies. Adopted by City Council ordinance or resolution, these policies have a binding effect or serve as mandatory approval criteria for future decision making. (Example: Sister City Criteria )
  • Non-Binding City Policies. Adopted by City Council ordinance or resolution, these policies express the Council's opinion but do not have a binding effect or serve as mandatory approval criteria for future decision making. (Example: Tacoma Main Street Plan )
  • Administrative Rules Adopted by City Council. Adopted by City Council Ordinance or Resolution, these rules are binding requirements, regulations, or procedures which affect citizens or all City employees.  (Equal Employment Opportunity (EEO)/Affirmative Action)
  • Administrative Rules Adopted by Bureaus Pursuant to Rule Making Authority. Adopted by the Bureau pursuant to authority expressly delegated by City Council, these are binding requirements, regulations, or procedures which affect citizens or all City employees. (Example: Unclaimed and Surplus Property, Transfer or Donation of )
WHAT TYPES OF DOCUMENTS ARE NOT INCLUDED IN THE PPD?
  • City Code. The City Code is maintained separately by the City Auditor. However, administrative rules currently contained in the City Code should eventually be moved to the new PPD. (Example: Title 4 Personnel was repealed when HR Rules were enacted).
  • Comprehensive Plan Policy. Comprehensive plan policies are organized and maintained within the framework of the City's Comprehensive Plan.
  • Bureau Policies or Work Rules. Unlike Bureau adopted Administrative Rules, these policies do not have a binding effect on all City employees or the general citizen population.

HOW TO FILE DOCUMENTS IN PPD
 
New Policies & Rules Adopted by City Council.
  • These documents will be captured using the Council document electronic filing procedures.
  • Bureau or Elected Official must indicate on backing sheet that document should be in PPD and in the text of the Ordinance or Resolution that document is binding policy, non-binding policy, or administrative rule.
Filing instructions:
  • New policies or rules adopted by City Council should be filed following the new Council Document filing procedures effective November 26, 2001. The only additions are that the new "PPD" field on the backing sheet be marked and that certain language be included in the resolved or directives section.
  • If the policy or rule is adopted by ordinance, the directives should state whether the document is "Binding City Policy," "Non-Binding City Policy," or an "Administrative Rule." If the policy or rule is adopted by resolution, the resolved section should state whether the document is "Binding City Policy," "Non-Binding City Policy," or an "Administrative Rule."
  • Please remember that documents amending the City Code or Comprehensive Plan are not to be included in the PPD.
  • Paper and electronic copies of new Council approved policies and rules should be filed with the Council Clerk through the office of the Commissioner-In-Charge. The Council Clerk cannot accept paper or electronic copies directly from the Bureau.
Amended Policies & Rules Adopted by City Council.
  • These documents will be captured using the new Council document electronic filing procedures.
  • Bureau or Elected Official must indicate on backing sheet that document should be in PPD and in the text of the Ordinance or Resolution that document is binding policy, non-binding policy, or administrative rule.
Filing instructions:
  • Amendments to binding policies, non-binding policies, and administrative rules adopted by City Council should be filed following the new Council Document filing procedures effective November 26, 2001. The only additions are that the new "PPD" field on the backing sheet be marked and that certain language be included in the resolved or directives section.
  • Please be sure to indicate in the text of the Ordinance or Resolution which policy or rule is being amended, replaced or repealed.
  • If the policy or rule is adopted by ordinance, the directives should state whether the document is "Binding City Policy," "Non-Binding City Policy," or an "Administrative Rule." If the policy or rule is adopted by resolution, the resolved section should state whether the document is "Binding City Policy," "Non-Binding City Policy," or an "Administrative Rule."
  • Please remember that documents amending the City Code or Comprehensive Plan are not to be included in the PPD.

Existing Policies & Rules Adopted by City Council.
  • These documents do not need to be reauthorized by Council.
  • Bureaus should research their policies & rules and transmit paper and electronic copies to Auditor's Office by September 30, 2004.
Filing instructions:
  • Binding policies, non-binding policies, and administrative rules which have already been adopted by City Council do not need to be re-filed for Council approval in order to appear in the PPD. Rather, Bureaus should simply make sure to file paper and electronic copies of the policies with the Auditor by September 30, 2004 in order for them to remain in effect.
  • All existing Council approved policies should be filed with the Auditor's Office using the PPD Existing Policy & Rule Transmittal Sheet (in MS Word format). Please attach a paper copy of the document to the sheet and send through interoffice mail to 131/320/Policy. Your electronic copy should be e-mailed to the Auditor, Policy mailbox (mailto:policy@portlandoregon.gov).
  • Paper and electronic copies of existing Council approved policies and rules may be filed with the Auditor's Office directly by the Bureau. They do not need to be filed through the Commissioner-In-Charge.
 
New Rules Adopted by Bureau.
  • Bureau should have expressly delegated authority from Council to develop rules (In Code, Resolution or Ordinance)
    City Code Section 1.07.060 requires new rules be filed with Auditor within 2 weeks of adoption.
Filing instructions:
  • As administrative rules adopted by Bureaus under rule-making authority are not filed with City Council, the Auditor's Office has established a new filing procedure for these documents. New administrative rules adopted by your bureau should be filed with the Auditor's Office using the PPD Administrative Rule Transmittal Sheet (in MS Word format). This form is also available on the Auditor's Intranet. Please attach a paper copy of the document to the sheet and send through interoffice mail to 131/320/Policy. Your electronic copy should be e-mailed to the Auditor, Policy mailbox (mailto:policy@portlandoregon.gov).
  • Please remember that Bureau policies and work rules are not included in the PPD. Unlike Bureau approved administrative rules, Bureau policies are adopted without formally delegated authority and affect only the bureau or office. These documents are maintained by the Bureau.
  • Paper and electronic copies of new Bureau approved administrative rules should be filed with the Auditor by the Bureau. They do not have to be filed through the Commissioner-In-Charge. However, some documentation of designated rule-making authority should accompany the rule.
 
Amendments to Rules Adopted by Bureau.
  • Bureau should have expressly delegated authority from Council to develop rules (In Code, Resolution or Ordinance)
    City Code Section 1.07.060 requires amended rules be filed with Auditor within 2 weeks of adoption.
Filing instructions.
  • Amendments to administrative rules adopted by your bureau should be filed with the Auditor's Office using the PPD Administrative Rule Transmittal Sheet (in MS Word format). This form will also be available on the Auditor's Intranet. Please attach a paper copy of the document to the sheet and send through interoffice mail to 131/320/Policy. Your electronic copy should be e-mailed to the Auditor, Policy mailbox (mailto:policy@portlandoregon.gov). Per Portland City Code Section 1.07.060, amendments must be submitted to the Auditor within 2 weeks of such adoption, amendment, or repeal.
  • Please remember that Bureau policies and work rules are not included in the PPD. Unlike Bureau approved administrative rules, Bureau policies are adopted without formally delegated authority and affect only the bureau or office. These documents are maintained by the Bureau.
  • Paper and electronic copies of amendments to Bureau approved administrative rules should be filed with the Auditor by the Bureau. They do not have to be filed through the Commissioner-In-Charge. However, some documentation of designated rule-making authority should accompany the rule.

Existing Rules Adopted by Bureau.
  • Bureau should have expressly delegated authority from Council to develop rules (In Code, Resolution or Ordinance)
  • Bureaus should research their existing rules and transmit paper and electronic copies to Auditor's Office by September 30, 2004.
    City Code Section 1.07.060 requires new or amended rules be filed with Auditor within 2 weeks of adoption.
 
Filing instructions:
  • If your Bureau has existing administrative rules that were adopted under formally delegated rule-making authority, they must be filed with the Auditor by September 30, 2004 to remain in effect.
  • All existing Bureau approved administrative rules should be filed with the Auditor's Office using the PPD Existing Policy & Rule Transmittal Sheet (in MS Word format). This form will also be available on the Auditor's Intranet. Please attach a paper copy of the document to the sheet and send through interoffice mail to 131/320/Policy. Your electronic copy should be e-mailed to the Auditor, Policy mailbox (mailto:policy@portlandoregon.gov).
  • Please remember that Bureau policies and work rules are not included in the PPD. Unlike Bureau approved administrative rules, Bureau policies are adopted without formally delegated authority and affect only the Bureau or Office. These documents are maintained by the Bureau.
  • Paper and electronic copies of existing Bureau approved administrative rules should be filed with the Auditor by the Bureau. They do not have to be filed through the Commissioner-In-Charge. However, some documentation of designated rule-making authority should accompany the rule.