Series is the official record of items discussed by the Planning Commission and those created to document information compiled for the Planning Commission. Series are summary minutes of items discussed at Planning Commission meetings. Record includes date of meeting, members present, items discussed, summarization of discussions, public testimony (both oral summaries and written testimony) and other similar records. Series is also used to compile the agendas, reports and studies for the Planning Commission and City Council. Records include copies of agendas, studies and reports, staff reports, and other items discussed or presented to the Planning Commission. Series is the background data that accompanies the agenda.

 

Confidential?        No

Vital Record?        Yes

Record Copy?       Yes

 

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0095(19); 166-200-0010(9)

 

Series is the index of matters that have come before the Planning Commission. Series is used to provide access to subjects in Planning Commission Minutes and Agendas. Index generally includes meeting date and topics.  

 

Confidential?        No

Vital Record?        Yes

Record Copy?       Yes

 

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0095(19); 166-200-0010(9)

 

Series is the audio and video tapes of the Planning Commission and its committees. Series is used to compile the summary minutes. Records include tape recordings of Planning Commission meetings. Series includes tapes used to update the Zoning Code (Title 33). 

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       1 year after minutes have been prepared and approved

AUTHORITY:      OAR 166-200-0095(19)

 

Series is created to document the application for appointment to the City Planning Commission or Planning Bureau committees, boards, task forces and advisory groups. Records include applications, resumes, interview notes, staff reports, letters of recommendation, letters of appointment, correspondence and other related records. 

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       6 years after separation, if appointed; 1 year, if not appointed

AUTHORITY:      OAR 166-200-0070(1)          

 

Series is created to document persons that have served on the Planning Commission. Record includes name of Commissioner and dates served. 

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       Permanent – one copy should be sent to archives when commission membership changes occur; additional copies may be retained as needed

AUTHORITY:      OAR 166-200-0010(15)