Or. Admin. R. 166-150-0120 - Housing and Community Development Records
(1)Community Development Project
Records Records related to the assessment, funding determination,
planning, design, and construction of various homeowner improvement projects,
including facilities, structures, and systems. Records include work plan, and
specifications, bid and contract information, project management/monitoring
records, feasibility studies, plans, amendments, inspector reports, change
orders, status reports, and related records. May be useful for litigation,
reference, or budget planning. (Minimum retention: 10 years after substantial
completion, or 3 years after final disposition, or as specified in agreement,
whichever is longer)
(2)Environmental Review Records
Series documents individual environmental impact review studies for community
development and transit projects in accordance with the National Environmental
Policy Act (NEPA). Records may include duplicate materials from project
records, environmental assessments, evaluations, determinations, reporting
information to the federal Department of Housing and Urban Development (HUD),
supporting documentation, and related records. (Minimum retention:
Permanent)
(3)Housing
Authority Bylaws, Rules, and Policies Documents defining the powers and
purposes of the housing authority, as well as implementation policies in
accordance with federal and state laws. Includes bylaws. May also include rules
and policies on confidentiality, purchasing, tenant grievances, and other
subjects. (Minimum retention: Permanent)
(4)Housing Authority Individual Tenant
History Records Files documenting the history of individual tenant and
housing authority actions from application to separation from the program. May
contain application, landlord references, rental agreements, leases, periodic
reexamination and hardship data, income verification, billing statements,
maintenance requests, damage complaints, eviction notices, grievance hearing
records, and significant related material. (Minimum retention: 5 years after
separation from program)
(5)Housing Authority Program Management
Records Records documenting 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 significant records 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)
(6)Housing
Authority Property Management Records Records documenting the actions of
the housing authority in managing housing not owned by the agency. May include
applications for funding, sub-grants, insurance policies, contracts, and
non-profit organization records such as articles of incorporation, bylaws,
budgets, minutes, agendas, as well as related significant records. (Minimum
retention: 6 years after expiration)
(7)Housing Authority Rejected
Assistance Application Records Rejected applications and related records
from individuals seeking assistance from the housing authority. Application
information may include name, age, occupation, social security number, size of
unit needed, assets, annual income, and related information. Records may also
include verification forms and related significant records. (Minimum retention:
3 years)
(8)Housing
Development Project Records The Housing Development Program utilizes
funding from the federal HOME Investment Partnership Program to expand the
supply of decent and affordable housing, particularly rental housing, for very
low- and low-income citizens. Records related to the assessment, funding
determination, planning, design, and construction of various housing
development projects, including facilities, structures, and systems, as well as
documentation on the acquisition of existing housing structures for housing.
Information includes work plan, and specifications, bid and contract
information, project management/monitoring records, feasibility studies, plans,
amendments, inspector reports, change orders, status reports, and related
records. (Minimum retention: 10 years after substantial completion of new
structures or acquisition of existing housing units)
(9)Housing Rehabilitation Loan
Records County Housing Rehabilitation Programs provide low-income
homeowners with loans for needed and critical home repairs. To qualify for the
program, a household's total annual gross income must be below HUD's Section 8
income limits. Series documents client application, verification of income,
credit report information, deeds of trust, project specifications and work
plan, copy of agency agreement with homeowner, financial information by loan
type; DPL, CHIP, or Rental Rehabilitation, Cancelled Housing Rehabilitation and
related records/correspondence. (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)
County Home Improvement Program Loans (CHIP): 5 years after loan pay-off or
foreclosure
(c) Rental Rehab Loans:
5 years after loan pay-off or foreclosure
(d) Cancelled Housing Rehabilitation Loans:
10 years after loan cancellation)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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