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The City of Portland, Oregon

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

More Contact Info

Sustainability

Use this General Schedule Sustainability Records examples
General Administrative Records  
ADM-0070  
Contracts and Agreements - General
Metro
CES IGAs
hauling contract for public collection, etc.
Franchise Records
Oregon Sustainability Center  - Construction Equity Agreement 
ADM-0160 Grant Records
Application, Administration and Tracking
Clean Diesel Project – grants awarded from ARRA, EPA and DEQ
Metro- RAW and per capita
USDN Cascadia Regional Network (Bullitt)
The Climate Trust - traffic signal optimization
The Climate Trust
HUD - Public Market
National Park Service - Public Market
Various grants applied for but didn't get
USDA - Establish Food Policy Council
USDA - Direct Marketing Promotion
USDA - Specialty Crop Promotion
Farmers Market/Direct Market Analysis
HUD grant for architectural and engineering design work for the Historic Portland Public Market Foundation
Disaster debris / emergency management planning grant

This includes grants we passed thru:
Green Investment Fund - proposals, scoring sheets, RFPs and addendums, annual reports, awards summary and accounting overview (tagging Kyle for this one)
Deconstruction Grant - RFP, proposals, scoring sheets, awards summary
Solarize (mini-grants, federal $ pass-through, some ARRA, some not.)
Clean Energy Works Portland/Oregon
CAP - Climate Equity Working Group (Bullitt)
60th Avenue Green Thumb site
Zenger Farm
Biofuels Investment Fund
Community Collection Events

ADM-0170
Grant Records - Historically Significant
 
ADM-0180
Grant Records - Unsuccessful Applications
 
ADM-0240
Legislative Issues Records
Federal energy and climate policy legislation

Oregon energy and climate policy and legislation
Electric utility municipalization (attempted acquisition of PGE) - meeting minutes, technical analyses and reports, Council documents
Energy franchises - notes from meetings, side agreements
Oregon Public Utility Commission Proceedings - City testimony, technical analyses, etc.
Oregon DEQ SB263
ADM-0250
Liability Waivers
Steve's volunteer waivers, Fix-It Fair waivers
ADM-0310
Master Plans
Disaster debris / emergency management planning
2015 Climate Action Plan
2009 Climate Action Plan
2001 Local Action Plan on Global Warming
ADM-0320
Meeting Records, Board, Commission and Committee (audio or visual recordings)
 
ADM-0330  
Meeting Records, Board, Commission, and Committee - Executive Session Minutes
 
ADM-0340
Meeting Records, Board, Commission and Committee - Minutes
Sustainable Development Commission (historic)
Food Policy Council (minutes, reports, project files)
CAP Equity Working Group
CAP Steering Committees
Master Recycler advisory committee
ADM-0360
Meeting Records, City Staff
Internal groups:
Community Engagement Group
Workplace Excellence Committee
ADM-0350
Meeting Records, Board, Commission, and Committee - Records and Exhibits not pertinent to minutes
Note from City Archives: Work that makes it into the minutes or exhibits will have permanent retention under ADM-0340.  The rest can probably go away after 5 years under ADM-0350.
ADM-0420
Permits - License Records [City-Issued]

Recycling Reports
Monthly logs for non-compliant trucks used for residential collections.
Biodiesel use reports- monthly purchasing receipts for B20.
Clean Fleet- annual list from each hauler listing their vehicles.
ADM-0450
Photographs - General
 
ADM-0460
Policy Statements and Directives

Energy Policy (1979, 1990)
Sustainable City Government Principles (1993)
Fossil Fuel Policy (2015)
City’s Green Building Policy for its own facilities (2005, 2009, 2015) – resolution, status reports and meeting minutes
Energy Performance Reporting Policy - meeting minutes, outreach materials and public comments - Ordinance
Energy Performance Reporting Policy - meeting minutes, outreach materials and public comments - Administrative Rules
Deconstruction requirement – meeting minutes, outreach materials and public comments - Resolution
Deconstruction requirement – will include meeting minutes, outreach materials and public comments - Ordinance
Deconstruction requirement – will include meeting minutes, outreach materials and public comments - Administrative Rules
Ecodistrict – not a lot of background docs - Resolution
High Performance Green Building Policy - meeting minutes, outreach materials, public comments - Proposed Policy
Sustainable City Principles and 2030 Environmental Performance Objectives - Resolution
Home Energy Scoring - Proposed Policy
SW&R administrative rules, code development
ADM-0470
Postal and Delivery Service Records
 
ADM-0480
Press Releases, Speeches, Statements - Policy and Historic
 
ADM-0500
Professional Membership Records
AOR
ADM-0550
Program Projects and Initiatives (Major)
1993 Carbon Dioxide Reduction Strategy
Climate Change Preparation Strategy
Electric Vehicle Strategies

Kilowatt Crackdown
Build it Green
Green Spot/Bright Spot
Home Energy IQ training
District Energy
Green Design Atlas
Green Building Hotline
Construction waste education
Solarize Portland
Solar Forward
Tangerine Power pilot
Clean Energy Works Portland/Oregon
Northwest Solar Communities
City Energy Challenge (CEC)
Green Neighborhood Network
Multifamily Assistance Program (historic)




ADM-0560
Program Projects and Initiatives (Minor)
 
ADM-0600
Publications
program collateral, Curbsider
ADM-0610
Rental and Loan Records
Portland Event Recycling 
ADM-0620
Reports - Annual or Major
City solar feasibility reports
Peak Oil Task Force Report
Portland Climate Action Collaborative (ISS, PSU)
Curbsider Readership Evaluation
Food Scraps rollout- pre and post pilot evaluation
Multifamily property manager evaluation
CES's annual Public Event Recycling report
Master Recycler Report
Recovery reports (1999-2015)



1990-2014 carbon inventories
2011 Consumption-based Inventory
Energy Performance Reporting data
ADM-0630
Reports and Documentations - Periodic Activity (other than annual)
Master Recycler quarterly reports
ADM-0640
Requests and Complaints
Annual tabulations comparing franchisees compliance and issues: banned substance inspection records, customer complaint records, billing dispute records, service inquiries
ADM-0690
Seminar, Conference, Workshop and Event Records - City Sponsored
Fix-It Fairs
Urban Growth Bounty Classes
ADM-0700
Seminar, Conference, Workshop and Event Records - Non-City Sponsored
AOR events
Other conferences
ADM-710
Special Event and Celebration Records- routine aspects of event
 
ADM-720
Special Event and Celebration Records- significant aspects of event
 
ADM-0730
Surveys, Polls and Questionnaires
Did the survey results end up in a report? If not then follow this schedule.
Annual Community Supported Agriculture Survey
Curbside Readership Survey
General Human Resource Records Example Projects / Archive Notes
HUM-0160  
Training Program Records
it's up to the office that is providing the training to retain. 
HUM-0180     
Volunteer Program Records
 
HUM-0190 
Volunteer Worker Records
 
General Financial Records Example Projects / Archive Notes
FIN-0090
Financial Impact Analysis Records
Commercial composting cost of service study
Waste tonnage reports - basis for assessing our fees on haulers, copies of bills sent to haulers & computerized version of invoice records. (confidential -trade secret-consult attorney)
Solid Waste Rate Review-documents used for the rate setting process. Includes detailed cost reports and can weight study.
FIN-0100
Financial Reports - Annual
 
Oregon Administrative Rules (OARs) Example Projects / Archive Notes
OAR 166-200-0290(11)
Ordinance Violation case files
Administrative Rules violations
CROW cases
No service addresses/land lords