166-200-0480 Planning Records (1) Comprehensive Plan Records: Series documents the types of uses and activities allowed in particular land designations. Records may contain public hearings records, plans, amendments, staff reports, periodic review records, maps, photographs, and related documentation. Minimum retention: Permanent. (2) Conditional Use Records: Series documents applications and decisions related to requests for certain land uses within a zone that require special review and approval. Records may include applications, site plans, zoning maps, staff reports, administrative action reports, and related documentation. Minimum retention: 10 years after expiration, revocation, or discontinuance of use. (3) Design and Development Review Records: Series documents reviews of exterior renovations or new construction within particular city zones or the entire city. Records may include design review board or commission records, applications, site plans, staff reports, maps, review and appeal records, and related documentation. Note: Three-dimensional exhibits such as sample boards of brick, tile, and other building materials are not public records. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records), permanent; (b) Audio and video recordings, 1 year after minutes prepared and approved, if no minutes approved recordings are treated as minutes; (c) Exhibits not pertinent to minutes, 5 years; (d) If no permit issued, 180 days; (e) If permit issued, but structure not started or completed, 2 years; (f) All other records if permit issued and structure completed, 2 years after substantial completion [as defined by ORS 12.135]. (4) Enterprise Zone Records: Series documents the creation and management of enterprise zones by the city or in conjunction with other cities and counties. Records may include reports, applications for zone status, nominations for federal status, and related documentation. Minimum retention: (a) Reports summarizing results or activities, permanent; (b) All other records, 4 years after zone designation expires. (5) Flood Plain Permit Records: Series documents permits issued for construction within a flood plain zone. Records may include elevation certificates, applications, review records, checklists, and related documentation. Minimum retention: (a) Permits and elevation certificates, 10 years after the life of structure or until area determined not to be a flood plain, whichever is longer; (b) All other records, 10 years. (6) Historic Structures Inventory Records: Series documents the results of inventory projects to designate historic properties within the city in conjunction with Oregon Land Conservation and Development Commission Goal 5 procedures. Minimum retention: Until superseded or obsolete. (7) Historic Structures Rehabilitation Project Reviews: Series documents routine reviews of proposals for rehabilitation of structures that have been designated historically significant or are 50 years old. Records may include work proposals, rehabilitation evaluations, violations, photographs, and related documentation. Minimum retention: 3 years after project closed. (8) Housing Authority Individual Tenant History Records: Series documents the history of individual tenant and housing authority actions from application to separation from the program. Records may include applications, landlord references, rental agreements, leases, periodic re-examination and hardship records, income verification, billing statements, maintenance requests, damage complaints, eviction notices, grievance hearing records, and related documentation. Minimum retention: 5 years after separation from program. (9) Housing Authority Program Management Records: Series documents the activities and status of various programs administered by the housing authority (Section 8, etc.). Records may include staff meeting records and reports, waiting lists, maintenance records, tenant statistics, and related documentation generated in the administration of housing authority programs not specified elsewhere in the schedule. Minimum retention: 3 years after annual or final expenditure report submitted. (10) Housing Authority Property Management Records: Series documents the actions of the housing authority in managing housing not owned by the city. Records may include applications for funding, sub-grants, insurance policies, contracts, and non-profit organization records such as articles of incorporation, bylaws, budgets, minutes, agendas, and related documentation. Minimum retention: 6 years after expiration. (11) Housing Authority Rejected Assistance Application Records: Series documents rejected applications and related records from individuals seeking assistance from the housing authority. Records may include verification forms and related documentation. Minimum retention: 3 years. (12) Housing Rehabilitation Loan Records: Series documents Housing Rehabilitation Programs for low-income homeowners with loans for needed and critical home repairs. Records may include client application, verification of income, credit reports, deeds of trust, project specifications and work plan, copy of agency agreement with homeowner, financial records, and related documentation. Minimum retention: (a) Deferred Payment Loans (DPL), 5 years after homeowner leaves home, sells home, transfers the title, refinances the mortgage, or a change of use; (b) Rental Rehabilitation Loans, 5 years after loan pay-off or foreclosure; (c) Cancelled Housing Rehabilitation Loans, 10 years after loan cancellation. (13) Infrastructure Master Plan Records: Series documents the present and projected needs of the city for water, sewer, storm drainage, street, bike path, and other systems. Records may include plans, reports, evaluations, cost analyses, drawings, and related documentation. Minimum retention: Permanent. (14) Sewage Sludge Management Plans: Series documents plans submitted to the Oregon Department of Environmental Quality by the city to engage in sludge disposal or application activity. Minimum retention: Permanent. (15) Sign Review Records: Series documents planning department review of sign construction. Records may include reports, applications, and related documentation. SEE ALSO: Building Permits; Building Board of Appeals Records; Building Code Compliance and Violation Records; and Street Banner Records. Minimum retention: Life of the structure . (16) Subdivision and Partition Records: Series documents actions on requests to divide an existing piece of land into smaller lots. Records may include applications, site plans, staff reports, appeals reports, decision statements, maps, and related documentation. Minimum retention: (a) If approved and city conditions met, permanent; (b) If not approved, 10 years after expiration or revocation; (c) Withdrawal request letters, 3 years; (d) Withdrawn applications, 180 days if not returned to applicant at time of withdrawal. (17) Urban Renewal District Project Records: Series documents individual renewal projects within urban renewal areas. Projects may include construction, demolition, and rehabilitation of buildings, streets, and utilities. Records may include project area committee documents, reports, project plans, design reviews, maps, photographs, consultant studies, feasibility studies, agreements, and related documentation. Some records may have historic value. For appraisal assistance, contact the Oregon State Archives. Minimum retention: 25 years after district sunsets. (18) Urban Renewal Plans and Reports: Series documents descriptions and justifications for proposed development in urban renewal areas within the city as mandated by ORS 457.085. Records may include plans, amendments, reports, hearings records, impact statements, feasibility studies, maps, relocation studies, and related documentation. Minimum retention: Permanent. (19) Variance Records: Series documents applications and decisions in cases of minor deviations from zone code requirements. Records may include applications, site locations, description of requests, site plans, zoning maps, staff reports, and related documentation. Minimum retention: 10 years after expiration, revocation, or discontinuance of use. (20) Wetlands Conservation Planning Records: Series documents the identification, delineation, and management of wetlands on city property or rights-of-way. Records may include plans, amendments, annual reports, consultant reports, and related documentation. See ORS 196.678 for further description. SEE ALSO: Wetlands Removal and Fill Permit Records. Minimum retention: Permanent. (21) Withdrawn Land Use Application Records: Series documents land use applications and supporting documentation withdrawn by the applicant before a decision has been issued by the city. Records may include applications, site location descriptions, site plans, maps, and related documentation. Minimum retention: 180 days if not returned to applicant at time of withdrawal. (22) Zone Change Records: Series documents rezoning land within the scope of an existing comprehensive plan. Records may include applications, staff reports, technical notes, approval orders, and related documentation. Minimum retention: (a) Applications, findings of fact, and decision documents, permanent; (b) All other records, 10 years after approval or denial. Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895 Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895 History: OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025