4813          DEBT MANAGEMENT 

4813-01         RATING RECORDS (RATING HANDBOOKS)

Series is used to provide rating agencies with information to establish ratings for City bond issues and rating reports provided by the various rating agencies.  It includes information on the bureau or agency, City ofPortland, and area economic information.  Rating report includes information on scope of issues and rationale for the rating.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       3 years after final payment

AUTHORITY:      OAR 166-200-0035[7]

4813-02         OFFICIAL STATEMENTS

(Note: records are no longer being added to this series, but existing records will be retained permanently) Records are disclosure documents distributed to potential investors for each financing undertaken by the city.  Statement includes information on bond, description of bond, issuer of bond, and financial and economical information.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0035[7]

4813-03         DEBT ISSUANCE TRANSCRIPT

Series is used to maintain record of each issue of bonds sold by the City.  Bound volumes include transcript certification, lease-purchase agreement, escrow agreement, specimen certificate, City proceedings and documents, issue price, certificate, receipt for certificates, preliminary official statement, final official statement, escrow agents documents, certificate of legal operation and closing memorandum.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0035[7]

4813-05         BOND ISSUE DEVELOPMENT RECORDS

Records are used to compile information prior to the issuance of a bond.  Records include meeting records, correspondence, notes, analysis, working documents and other information used in the development of a bond issue.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       5 years after issue or 3 years after annual audit report, whichever is longer.

AUTHORITY:      OAR 166-200-0035(8) 

4813-06         BOND COMPLIANCE RECORDS

Records are created to document arbitrage rebate requirements.  Records are used for payment of rebates on bond interest as defined in the US Tax Code.  Records include computer analysis and summary of rebate calculations.  Records are used to file report every five years.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0035[7]