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The City of Portland, Oregon

Community & Civic Life

Promote the common good

Main: 503-823-4519

City/County Info: 503-823-4000

TDD: 503-823-6868

1221 SW 4th Ave, Suite 110, Portland, OR 97204

FAQs

Why is this new policy being implemented?

On November 2017, City Council approved the Resolution 37328 on “Enhance community service opportunities and strengthen the transparency and accountability of City advisory bodies”. With this policy, the City aims to create citywide standards to advance meaningful public involvement, provide consistency and clarity on the role of advisory bodies, and give community members greater confidence in the value of their service.

 

What changes does the policy predict?

The policy predicts a series of mandatory changes. As part of the deliverables, the Office of Neighborhood Involvement is working on revising the following:

  • Uniform application process including a mandatory Conflict of Interest Disclosure form and a volunteer Confidential Demographic Information form;
  • Bylaw template including recommendations regarding required term limits, staggered terms, and subcommittee participation;
  • Mandatory trainings for City staff who facilitates advisory bodies and members of advisory bodies. Trainings will include legalistic onboarding, introduction to equity, and introduction to local government;
  • Formal exit interview or survey to be completed by members at the end of their service.

 

How many advisory bodies or commissions does the City host?

On July 2017, the conducted a survey among the bureaus to quantify its bodies. Results will soon be available (ADD LINK).

 

I’d like to serve on a City body. Where can I find a complete list?

The Office of Neighborhood Involvement is currently working on the inventory of all City bodies. An updated list will soon be available (ADD LINK).

 

What types of advisory boards or commissions and their characteristics?

There are three types of advisory boards and commissions.

Type I: Bodies that advise City Council on perpetual issues/topics;

Type II: Bodies that advise City Council on limited term issues/topics;

Type III: Bodies that advise one elected official, a bureau director, or a designated bureau staff on perpetual or limited term issues/topics.

For more details on each type, please visit here.

 

Are the members of a City advisory body public officials?

Yes. A public official is any person who “is serving the State of Oregon or any of its political subdivisions or any other public body as… and appointed official… irrespective of whether the person is compensated for the services.” ORS 244.020(15)

The Oregon Government Ethics Commission prepared the "Oregon Government Ethics Law - A Guide for Public Officials", a booklet with several ethics topics. It's available at their website and here for download.

 

How does this policy affect me, a City liaison?

As a City body liaison you are expected make sure your advisory board or commission is in compliance with Resolution 37328. The Office of Neighborhood Involvement will support you throughout this process. Please take a look on the implementation plan timeline (SOON TO BE AVAILABLE) to know when to expect documentation, training, and work sessions.

 

How does this policy affect me, a City body member?

As a body member, you are expected to submit a mandatory “Conflict of Interest Disclosure Form” and volunteer “Confidential Demographic Information”. As a public official, you are expected to understand your responsibilities (please check question/answer below) and participate on trainings. The Office of Neighborhood Involvement will support you throughout this process. Please take a look on the implementation plan timeline (SOON TO BE AVAILABLE) to know when to expect documentation, training, and work sessions.

 

How does this policy affect me, a community member?

One of the policy’s goals is to increase participate on City advisory boards and commissions by creating limited terms to increase rotation on participation. As a Portland resident, you are welcome and encouraged to participate on the decision-making process. To apply for a body position, please visit here (LINK SOON TO BE AVAILABLE) or reach out to ONI to learn more at AdvisoryBodies@portlandoregon.gov

 

What are my responsibilities for Public Records Retention?

 Staff are responsible for retaining advisory body records such as agenda, meeting records, applications (both accepted applicants and rejected applications), and email communication between members.

From the City Archives Website:

ADM-0320   Meeting Records, Board, Commission, and Committee - Audio or Visual Recordings

Audio, video or digital recordings of the proceedings of any regularly scheduled, special, work session, executive session or emergency meeting of City boards, commissions, task forces, committees, advisory councils, and other similar groups, as described inOregon's Public Meetings Law (ORS 192.610 to 192.710).

Retention period for Office of Record copy: 1 year after minutes prepared and approved. If written minutes do not exist, the recordings will be considered the official minutes and must be preserved for the entire retention period.  Consult Archives about long term preservation of audio,visual or digital recordings.                               
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Board, Commission or Committee
Confidential? No                              
Authority: OAR 166-200-0235(5)(c)        
Is this a vital record? No

 ADM-0340   Meeting Records, Board, Commission, and Committee - Minutes (except executive session minutes), Agendas, Resolutions, Indexes, and Exhibits

Records document the proceedings of City boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710).  Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, petitions, correspondence, and related documentation.

Retention period for Office of Record copy:  Permanent                                   
Retention Notes: City Archives must be consulted about the preservation of permanent records.
Office of Record: Originating Board, Commission or Committee
Confidential? No                              
Authority: OAR 166-200-0235(5)(a)             
Is this a vital record? Yes

ADM-0580   Public Notice Records

Records document compliance with laws requiring public notice of City government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others. Records include public or legal notices, certificates, affidavits of publication, and similar documents.  SEE ALSO: Competitive Bid Records in the Finance section for public notices related to bid openings and awards.

Retention period for Office of Record copy: 3 years                                 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0255(5)             
Is this a vital record? Yes

Who can I contact for additional information?

Questions on policy implementation:

Ashley Tjaden: Ashley.Tjaden@portlandoregon.gov  

 

Questions on policy legalistic aspects:

Judy Prosper: judy.prosper@portlandoregon.gov