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2001 City Recorder

2001-01 CITY CHARTER RECORDS

Constitution, bylaws, and all amendments to city charters approved by the State Legislature.  Generally includes original charter, amendments and related records.
State Schedule Number: OAR 166-200-0135(2)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION: Permanent

2001-02 COUNCIL AGENDA

Series is the summary of legislative and administrative matters scheduled for consideration by Council during regular sessions.  Agenda includes date of meeting, agenda/item number, short description of agenda item, action taken and other related information.
State Schedule Number: OAR 166-200-0135(5)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION: Permanent

2001-03 COUNCIL MINUTES

Series documents the official actions of Council proceedings.  Series consists of summaries of meetings which include date and time of meeting, members present, motions, proposals, resolutions, orders, ordinances and measures proposed and their dispositions, results of votes of each member by name, and action taken.  Series also includes closed captioning transcripts which include the detail of discussion and testimony before Council.
State Schedule Number: OAR 166-200-0135(5)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION: Permanent

2001-05 COUNCIL INDEX

Series is a computer database created to access matters that became before Council.  Record includes index to Council minutes and Council documents.  Items are grouped into approximately 100 major subject classifications such as annexations, audits, bonds, etc. WIthin each classification, subject matter is listed with action under discussion, date discussed, calendar number, ordinance/resolution number, or other action taken.
State Schedule Number: OAR 166-200-0135(5)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION: Permanent

2001-06 COUNCIL RESOLUTIONS

Formal statements of decisions or expressions of opinions adopted by the city council.  Information includes date, number and text.
State Schedule Number: OAR 166-200-0135(6)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION: Permanent

2001-07 COUNCIL ORDINANCES

Legislative action of the city council to regulate, require, prohibit, govern, control or supervise any activity, business, conduct, or condition authorized by Oregon Revised Statutes.  Ordinances typically include a title, preamble, ordaining clause, subject clause, penalty for violation (when applicable), effective date, signature of mayor, and municipal seal.  May also include indexes, calendars, and documentation presented to support action.
State Schedule Number: OAR 166-200-0135(14)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION: Permanent

2001-08 OATHS OF OFFICE

Signed oaths taken by various elected and appointed officials before discharging duties of office.  Information typically includes date, name, office held, text and signatures.
State Schedule Number: OAR 166-200-0135(13)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION: 6 years after most recent oath expired

2001-09 COUNCIL DOCUMENTS

Series consists of supporting documentation presented to Council for their consideration and action during regularly scheduled meetings.  Records may include reports, letters, bids, printout of statistics, communications from bureaus or individuals, photos, exhibits, contracts, audio tapes, video tapes, etc.
State Schedule Number: OAR 166-200-0135(5)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION:
(A) Council packet materials: Permanent;
(B) Audio and video tapes: 1 year after minutes approved
(C) Records and exhibits not pertinent to minutes: 5 years

2001-10 CITY CODE

Codified ordinances passed by the city council.  Provides reference to all city laws for information and enforcement.  Information may include ordinance numbers, amending ordinance numbers, code numbers and text.
State Schedule Number: OAR 166-200-0135(3)
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
RETENTION: Permanent

2001-11 COUNCIL MEETING RECORDINGS

Series is created to record council meetings on audio and video tapes. Series  is used to aid in the creation of summaries and answer reference requests  for the general public. Series includes recordings of Council meetings and standard  audio cassette and video tapes.
State Schedule Number: OAR 166-200-0135(5)
Confidential?  No
Vital Record?  No
Record Copy? Yes
RETENTION: 1 year after council meeting minutes approved

2001-12 PORTLAND POLICY DOCUMENTS

Series is created to document all binding city policies, non-binding city policies, and administrative rules adopted by City Council or by Bureaus pursuant to rule-making authority. Series provides reference to binding requirements, regulations or procedures that influence city decision making and operations. Series is used to certify which policies are or were in effect during certain time periods for use in court or as historical material for Bureaus researching past policies and rules. Records include text, date, ordinance or resolution number, repealing ordinance or resolution information etc. Series includes repealed and amended Portland Policy Documents.
 
Confidential?  No
Vital Record?  Yes
Record Copy? Yes
 
RETENTION: Permanent. Current policies maintained in City Auditor’s Office. Send one copy of superseded/repealed policies to be archived at SPARC.
AUTHORITY: OAR 166-200-0135(15); OAR 166-200-0135(16)

Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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