Or. Admin. R. 166-200-0320

Current through Register Vol. 63, No. 9, September 1, 2024

Section 166-200-0320 - Planning and Development

Planning and Development documents the city's objectives and the means for obtaining them.

(1) Comprehensive Plan Records - Minimum retention: Permanent.

(2) Conditional Use Records - Minimum retention: 10 years after expiration, revocation, or discontinuance of use.

(3) Design and Development Review Records - Minimum retention:

(a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records), retain permanently;

(b) Audio or visual recording, retain 1 year after minutes prepared and approved;

(c) Exhibits not pertinent to minutes, retain 5 years;

(d) If no permit issued, retain 180 days;

(e) If permit issued, but structure not started or completed, retain 2 years;

(f) All other records if permit issued and structure completed, retain 2 years after substantial completion [as defined by ORS12.135(3)].

(4) Enterprise Zone Records - Minimum retention:

(a) Reports summarizing results or activities, retain permanently;

(b) All other records, retain 4 years after zone designation expires.

(5) Historic Structures Rehabilitation Project Reviews - Minimum retention: 3 years after project closed.

(6) Housing Authority Individual Tenant History Records - Minimum retention: 5 years after separation from program.

(7) Housing Authority Program Management Records - Minimum retention: 3 years after annual or final expenditure report submitted.

(8) Housing Authority Property Management Records - Minimum retention: 6 years after expiration.

(9) Housing Authority Rejected Assistance Application Records - Minimum retention: 3 years.

(10) Master Plans - Minimum retention: Permanent.

(11) Sewage Sludge Management Plans - Minimum retention: Permanent.

(12) Sign Review Records - Minimum retention: Life of the structure.

(13) Strategic Plans - Minimum retention: 10 years.

(14) Subdivision and Partition Records - Minimum retention:

(a) If approved and city conditions met, retain permanently;

(b) If not approved, retain 10 years after expiration or revocation;

(c) Withdrawal request letters, retain 3 years;

(d) Withdrawn applications, retain 180 days if not returned to applicant at time of withdrawal.

(15) Urban Renewal Project Records - Minimum retention: 25 years after district sunsets.

(16) Variance and Exception Records - Minimum retention: 10 years after life of structure or expiration, revocation, or discontinuance of use.

(17) Wetlands Conservation Planning Records - Minimum retention: Permanent.

(18) Withdrawn Land Use Application Records - Minimum retention: 180 days if not returned to applicant at time of withdrawal.

(19) Zone Change Records - Minimum retention:

(a) Applications, findings of fact, and decision documents, retain permanently;

(b) All other records, retain 10 years after approval or denial.

Or. Admin. R. 166-200-0320

OSA 2-2014, f. & cert. ef. 8-7-14; OSA 25-2018, minor correction filed 11/28/2018, effective 11/28/2018

Statutory/Other Authority: ORS 192 & 357

Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895