Or. Admin. R. 166-150-0165 - Planning
(1)Comprehensive Plan Records
Records indicating the types of uses and activities allowed in particular land
designations. Used to guide long term growth and development and to comply with
state and federal laws. Usually contains public hearings records, plans,
amendments, staff reports, periodic review records, maps, photographs, and
other significant records. (Minimum retention: Permanent)
(2)Conditional Use Records
Applications and decisions related to requests for certain land uses within a
zone that require special review and approval. May include applications, site
plans, zoning maps, staff reports, administrative action reports, and related
significant records. (Minimum retention: 10 years after expiration, revocation,
or discontinuance of use)
(3)Design and Development Review
Records Architectural reviews of exterior renovations or new
construction within particular geographical areas. Used to ensure integration
of visual architectural standards. May include design review board or
commission records such as minutes, agendas, and exhibits. Records also may
include applications, site plans, staff reports, maps, review and appeal
records, tape recordings, and related significant documents. Three
dimensional exhibits such as sample boards of brick, tile, and other building
materials are not public records. (Minimum retention:
(a) Retain minutes, agendas, resolutions,
indexes, and exhibits (not retained permanently elsewhere in agency records):
Permanently
(b) Retain audio or
visual recordings: 1 year after minutes prepared and approved
(c) Retain exhibits not pertinent to minutes:
5 years
(d) Retain all other
records if permit issued and structure completed: 2 years after substantial
completion (as defined by ORS
12.135(3))
(e) Retain if no permit issued:
180 days
(f) Retain if permit
issued, but structure not started or completed: 2 years)
(4)Enterprise Zone Records
Records documenting the creation and management of enterprise zones by the
agency or in conjunction with other agencies. Designation used to encourage
business growth by providing tax, permit, and regulatory relief to development
within the zone. May include reports, applications for zone status, nominations
for federal status, and significant related records. (Minimum retention:
(a) Retain reports summarizing results or
activities permanently
(b) Retain
other records 4 years after zone designation expires)
(5)Flood Plain Permit Records
Permits issued for construction within a flood plain zone. Records also may
include elevation certificates, applications, review records, check lists, and
other significant documents. Permit information usually includes date, permit
holder's name and address, U.S. map number, type of structure, and related
data. (Minimum retention:
(a) Retain permits
and elevation certificates, 10 years after the life of the structure or area
determined not to be a flood plain, whichever is longer
(b) Retain other records 10 years)
(6)Historic Structures
Inventory Records Records documenting the results of inventory projects
to designate historic properties within a particular geographic area. Inventory
is in conjunction with Oregon Land Conservation and Development Commission Goal
5 procedures. Information usually includes street address, legal description,
neighborhood, owner's name and address, date constructed, historic and
architectural significance, and references used. (Minimum retention: Until
superseded or obsolete)
(7)Historic Structures Rehabilitation
Project Reviews Routine reviews of proposals for rehabilitation of
structures that have been designated historically significant or are 50 years
old. Used to meet grant funding conditions and to protect the historical
integrity of structures. Reviews often include address of structure, legal
description, owner's name and address, proposed work, rehabilitation
specialist's evaluation, violations noted, photographs, and related
information. May also contain significant related correspondence. (Minimum
retention: 3 years after project closed)
(8)Land Use Hearings Officer
Records Records documenting appeals to the agency's hearings officer and
decisions reached concerning variances and changes to the zoning code and
comprehensive plan. May refer to conditional uses, zone changes, partitions,
code variances, and other proposed actions. Records may include applications,
hearings minutes, findings of fact, agendas, exhibits such as maps, reports,
photographs, etc., tape recordings, and significant related records. (Minimum
retention:
(a) Retain minutes, agendas,
resolutions, indexes, and exhibits (not retained permanently elsewhere in
agency records): Permanent
(b)
Retain audio or visual recordings: 1 year after minutes prepared and approved
(c) Retain exhibits not pertinent
to minutes: 5 years)
(9)Neighborhood/Citizen Association
Charters and Bylaws Charters and bylaws documenting the creation and
organization of neighborhood associations designed to meet citizen involvement
requirements and goals set by state and federal agencies concerned with urban
development and land use issues. Usually includes articles of incorporation,
amendments, and significant related records. (Minimum retention:
Permanent)
(10)Partition
Records Records documenting the partitioning of land into two or three
parcels. Includes both major and minor partitions. Records often contain
applications, staff reports, technical notes, approval orders, maps, and
related significant records. (Minimum retention:
(a) If approved and agency conditions met:
Permanent
(b) If not: 10 years
after expiration or revocation)
(11)Sign Review Records Records
documenting planning department review of sign construction. Often contains
descriptions, drawings, photographs, reports, applications, and related
significant records. (Retention: For the life of the structure)
(12)Subdivision Records Records
documenting actions on requests to divide one piece of land into four or more
lots. Often includes applications, site locations, descriptions of requests,
site plans, staff reports, appeals reports, decision statements, maps, and
related significant records. Records documenting actions on requests to divide
one piece of land into four or more lots. Often includes applications, site
locations, descriptions of requests, site plans, inspection reports, appeals
reports, decision statements, maps, photographs, bonds and assurances,
insurance records, engineering reports, test records, and related significant
records. (Minimum retention:
(a) If approved
and agency conditions met: Permanent
(b) If not: 10 years after expiration or
revocation)
(13)Temporary Use Records
Records documenting action on permits for temporary activities in commercial
and industrial zones such as allowing temporary placement of structures
incidental to construction. Records often contain applications, permits, staff
reports, technical notes, approval orders, and other significant documents.
(Minimum retention: 5 years after permit expiration)
(14)Urban Renewal Plans and
Reports Plans and reports mandated by ORS
457.085 to provide descriptions
and justifications for proposed development in urban renewal areas within a
particular geographic area. Includes plans, amendments, reports, hearings
records, impact statements, feasibility studies, maps, relocation studies, and
related significant records. (Minimum retention: Permanent)
(15)Urban Renewal Project
Records Records documenting individual renewal projects within urban
renewal areas. Projects include but are not limited to construction,
demolition, and rehabilitation of buildings, streets, and utilities. May
include project area committee documents, reports, and related records, project
plans, design reviews, maps, photographs, consultant studies, feasibility
studies, agreements, and other significant records. Some records may have
historic value. (Minimum retention:
(a)
Retain agreements: 10 years after substantial completion (as defined by ORS
12.135(3))
(b) Retain other records: 50
years)
(16)Variance Records
Applications and decisions in cases of minor deviations from zone code
requirements. Often includes applications, site locations, description of
requests, site plans, zoning maps, staff reports, and significant related
records. (Minimum retention: 10 years after expiration, revocation, or
discontinuance of use)
(17)Withdrawn Land Use Application
Records Records document land use applications and supporting
documentation withdrawn by the applicant before a decision has been issued by
the county or special district. Records may include but are not limited to
applications, site location descriptions, site plans, maps and correspondence.
(Minimum retention: 180 days if not returned to applicant at the time of
withdrawal).
(18)Zone Change
Records Applications and decisions related to rezoning land within the
scope of an existing comprehensive plan. Often includes applications, staff
reports, technical notes, approval orders, and related significant records.
(Minimum retention:
(a) Applications,
findings of fact, and decision documents: Permanent
(b) Other records: 10 years after approval or
denial)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895
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