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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100

email: parc@portlandoregon.gov

1800 SW 6th Ave, Suite 550, Portland, OR 97201

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4801 Spectator Facilities

4801-01   Spectator Facilities Purchase Requisitions

Series is created to document public contributions to Spectator Facility Projects.  Series is used to document public funds used to build the city’s share of Spectator Facility Projects.  Records include purchase requisitions, contractors’ information, billings, source documents and other records that show monies spent on the Spectator Facility Projects.

Retention: 5 years after payment of last bond
Record Copy? Yes

 

4801-02   Event Calendars

Series is created to track revenues and determine parking rates for events. Series is used to verify annual summaries. Records include listing of events by month, name, date, type of use, coordinator, etc.

Retention: 2 years
Record Copy? Yes

 

4801-03   Parking Variance/Community Events Records

Series is used to approve/deny suggested parking rates for community events. Series is created to document the waiver of parking fees and revenues for some specific reason or interest. Records include description of the event, request for variance, response, and other similar records.

Retention: 3 years
Record Copy? Yes

 

4801-04   Spectator Facility Revenue Calculation Records

Series is created to document sales for an event. Series is used to document fees due to the City per the Development Agreement with the operator. Records include journal entries, check stubs, attendance figures, box office statements, copies of contracts, correspondence, and other similar records.

Retention: 5 years
Record Copy? Yes

 

4801-05   Spectator Facilities Event Database

Series is created for revenue forecasting of similar events. Series is used to document current events and is used for reference and analysis. Record includes date of function, type of event, ticket prices, attendance, total sales, user fees, and other similar information. Series includes both event and parking databases.

Retention: Until superseded or obsolete
Record Copy? Yes

 

4801-06   Spectator Facilities Annual Event Report

Series is used to summarize and report information from the revenue calculation records. Series is created for reference and analysis of information. Reports include date, facility, totals, and other related information.

Retention: Annual reports: Permanent; All other reports: Until superseded or obsolete.
Record Copy? Yes

 

4801-07   Facility Financial Statements

Series is used to document operations of facilities run under contract. Series is created to fulfill conditions of the development and facility agreements with the contractor or facility operator. Records include balance sheets, income statements, events, revenues, cash flows, year to date totals, parking financial statements, etc.

Retention: Year-end report: Permanent; All other reports: Until superseded or obsolete.
Record Copy? Yes

 

4801-08   Parking Worksheets

Series is created by the parking operator and is to document daily parking revenue for city owned garages/lots. Series is used to ensure that parking contracts are administrated properly. Records include revenue reports, correspondence, memos, tickets sold, receipts, etc.

Retention: 5 years
Record Copy? Yes

 

4801-09   Parking Invoices

Series is used to document costs of managing parking garages and lots that are part of the Facility Agreement. Series is created to review proper billing for parking contracts. Records include invoices, bills, maintenance information, and other records that show costs of maintaining and operating the garage.

Retention: 5 years
Record Copy? Yes