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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

More Contact Info

4801 Spectator Venues

4801-03 Community Events & Variances Records

Series is used to approve/deny community events at discounted rates, also includes parking variances. Records document the reduction in booking fees or waiver of parking fees and revenues for a specific event. Records include description of the event, event forms, request for variance, response, and other similar records.

Retention period for Office of Record copy: 3 years
Office of Record: Spectator Venues
Confidential? No                             
Authority: OAR 166-200-0245(3)              
Is this a vital record? No

 

4801-04 Event Revenue Calculation Records

Series documents sales for events as provided by operators. Series is used to document fees due to the City per the Agreements with the operator. Records include journal entries, check stubs, attendance figures, box office statements, copies of contracts, correspondence, and other similar records.

Retention period for Office of Record copy: 5 years
Office of Record: Spectator Venues
Confidential? Yes                             
Authority: OAR 166-200-0230(1)              
Is this a vital record? No

 

4801-07 Facility Financial Statements

Series is used to document operations of facilities run under contract. Records include balance sheets, income statements, events, revenues, cash flows, year to date totals, parking financial statements, and any and all materials, meeting minutes, reports, or correspondence as they relate to the financial standing of the operator.

Retention period for Office of Record copy: Year-end report: Permanent; All other records: Retain 6 years after expiration of agreement.
Office of Record: Spectator Venues
Confidential? Yes                             
Authority: OAR 166-200-0215(8); OAR 166-200-0265(3)              
Is this a vital record? No

 

4801-10 Spectator Venue Agreements

Series covers all Agreements made that govern the terms of the relationship between the City as owner and the Operator of a venue. Records include Redevelopment Agreements, Memorandums of Understanding, Operating Agreements, Amendments to the Operating Agreement, exhibits, and any and all negotiation materials, development stages, meeting minutes, reports, or city activities that prefaced and led to the signing of an Agreement. Agreements maintained by the Auditor's Office are record copy.  Copies of those agreements in this series are convenience copies.

Retention period for Office of Record copy: Permanent
Office of Record: Spectator Venues
Confidential? No                            
Authority: OAR 166-200-0215(8); OAR 166-200-0265(3)              
Is this a vital record? Yes

4801-11 Event & Parking Revenue Tracking & Analysis Records

Series is created for Bureau's purposes to track event revenues, including user fees and parking. Series is used to verify event and annual summaries as provided by the operator. Records are used both for documentation and analyzing for revenue forecasting. Records include listing of events by month, name, date, type of event, ticket prices, attendance, total sales, user fees, parking rates, fees, etc.

Retention period for Office of Record copy: 6 years after expiration of agreement                                 
Office of Record: Spectator Venues
Confidential? No                             
Authority: OAR 166-200-0265(3)              
Is this a vital record? No

 

4801-12 Parking Records

Series is used to ensure that parking contracts are administrated properly, to review proper billing for parking contracts, and document the costs of managing the parking garages and lots.  Records include revenue reports, correspondence, memos, tickets sold, receipts, invoices, bills, maintenance information, and other records that show costs of maintaining and operating the garage.

Retention period for Office of Record copy: 6 years after expiration of contract or agreement
Office of Record: Spectator Venues
Confidential? No                            
Authority: OAR 166-200-0215(8); OAR 166-200-0265(3)              
Is this a vital record? No