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Procedures for Filing Portland Policy

Guide
For new policies and rules as well as amendments.
On this page

New Policies & Rules Adopted by City Council

These documents will be captured using the Council document electronic filing procedures. The Bureau or Elected Official must indicate on the backing sheet that the document should be in PPD, and in the text of the Ordinance or Resolution that the document is binding policy, non-binding policy, or administrative rule.

Filing instructions

  • New policies or rules adopted by City Council should be filed following the new Council Document filing procedures effective November 26, 2001. The only additions are that the new "PPD" field on the backing sheet be marked and that certain language be included in the resolved or directives section.

  • If the policy or rule is adopted by ordinance, the directives should state whether the document is "Binding City Policy," "Non-Binding City Policy," or an "Administrative Rule." If the policy or rule is adopted by resolution, the resolved section should state whether the document is "Binding City Policy," "Non-Binding City Policy," or an "Administrative Rule."

  • Please remember that documents amending the City Code or Comprehensive Plan are not to be included in the PPD.

  • Paper and electronic copies of new Council approved policies and rules should be filed with the Council Clerk through the office of the Commissioner-In-Charge. The Council Clerk cannot accept paper or electronic copies directly from the Bureau.

  • See the Drafting Manual for Ordinances, Resolutions & Reports for more information.

Amended Policies & Rules Adopted by City Council

These documents will be captured using the new Council document electronic filing procedures. The Bureau or Elected Official must indicate on the backing sheet that the document should be in PPD, and in the text of the Ordinance or Resolution that the document is binding policy, non-binding policy, or administrative rule.

Filing instructions

  • Amendments to binding policies, non-binding policies, and administrative rules adopted by City Council should be filed following the new Council Document filing procedures effective November 26, 2001. The only additions are that the new "PPD" field on the backing sheet be marked and that certain language be included in the resolved or directives section.

  • Please be sure to indicate in the text of the Ordinance or Resolution which policy or rule is being amended, replaced or repealed.

  • If the policy or rule is adopted by ordinance, the directives should state whether the document is "Binding City Policy," "Non-Binding City Policy," or an "Administrative Rule." If the policy or rule is adopted by resolution, the resolved section should state whether the document is "Binding City Policy," "Non-Binding City Policy," or an "Administrative Rule."

  • Please remember that documents amending the City Code or Comprehensive Plan are not to be included in the PPD.


Existing Policies & Rules Adopted by City Council

These documents do not need to be reauthorized by Council. Bureaus should research their policies & rules and transmit paper and electronic copies to the Auditor's Office.

Filing instructions

  • Binding policies, non-binding policies, and administrative rules which have already been adopted by City Council do not need to be re-filed for Council approval in order to appear in the PPD. Rather, Bureaus should simply make sure to file paper and electronic copies of the policies with the Auditor by September 30, 2004 in order for them to remain in effect.

  • All existing Council approved policies should be filed with the Auditor's Office using the PPD Existing Policy & Rule Transmittal Sheet   (see the bottom of this page.) Please attach a paper copy of the document to the sheet and send through interoffice mail to 131/320/Policy. Your electronic copy should be e-mailed to the Auditor, Policy mailbox.

  • Paper and electronic copies of existing Council approved policies and rules may be filed with the Auditor's Office directly by the Bureau. They do not need to be filed through the Commissioner-In-Charge.

New Rules Adopted by Bureau

The Bureau should have expressly delegated authority from Council to develop rules (In Code, Resolution or Ordinance.) City Code Section 1.07.060 requires new rules be filed with Auditor within 2 weeks of adoption.

Filing instructions

  • As administrative rules adopted by Bureaus under rule-making authority are not filed with City Council, the Auditor's Office has established a new filing procedure for these documents. New administrative rules adopted by your bureau should be filed with the Auditor's Office using the PPD Administrative Rule Transmittal Sheet (see the bottom of this page.) This form is also available on the Auditor's Intranet. Please attach a paper copy of the document to the sheet and send through interoffice mail to 131/320/Policy. Your electronic copy should be e-mailed to the Auditor, Policy mailbox.

  • Please remember that Bureau policies and work rules are not included in the PPD. Unlike Bureau approved administrative rules, Bureau policies are adopted without formally delegated authority and affect only the bureau or office. These documents are maintained by the Bureau.

  • Paper and electronic copies of new Bureau approved administrative rules should be filed with the Auditor by the Bureau. They do not have to be filed through the Commissioner-In-Charge. However, some documentation of designated rule-making authority should accompany the rule.

Amendments to Rules Adopted by Bureau

The Bureau should have expressly delegated authority from Council to develop rules (In Code, Resolution or Ordinance.) City Code Section 1.07.060 requires amended rules be filed with Auditor within 2 weeks of adoption.

Filing instructions

  • Amendments to administrative rules adopted by your bureau should be filed with the Auditor's Office using the PPD Administrative Rule Transmittal Sheet (see the bottom of this page.) This form will also be available on the Auditor's Intranet. Please attach a paper copy of the document to the sheet and send through interoffice mail to 131/320/Policy. Your electronic copy should be e-mailed to the Auditor, Policy mailbox. Per Portland City Code Section 1.07.060, amendments must be submitted to the Auditor within 2 weeks of such adoption, amendment, or repeal.

  • Please remember that Bureau policies and work rules are not included in the PPD. Unlike Bureau approved administrative rules, Bureau policies are adopted without formally delegated authority and affect only the bureau or office. These documents are maintained by the Bureau.

  • Paper and electronic copies of amendments to Bureau approved administrative rules should be filed with the Auditor by the Bureau. They do not have to be filed through the Commissioner-In-Charge. However, some documentation of designated rule-making authority should accompany the rule.


Existing Rules Adopted by Bureau

The Bureau should have expressly delegated authority from Council to develop rules (In Code, Resolution or Ordinance.) Bureaus should research their existing rules and transmit paper and electronic copies to the Auditor's Office. City Code Section 1.07.060 requires new or amended rules be filed with Auditor within 2 weeks of adoption.

Filing instructions

  • If your Bureau has existing administrative rules that were adopted under formally delegated rule-making authority, they must be filed with the Auditor by September 30, 2004 to remain in effect.

  • All existing Bureau approved administrative rules should be filed with the Auditor's Office using the PPD Existing Policy & Rule Transmittal Sheet (see the bottom of this page.) This form will also be available on the Auditor's Intranet. Please attach a paper copy of the document to the sheet and send through interoffice mail to 131/320/Policy. Your electronic copy should be e-mailed to the Auditor, Policy mailbox.

  • Please remember that Bureau policies and work rules are not included in the PPD. Unlike Bureau approved administrative rules, Bureau policies are adopted without formally delegated authority and affect only the Bureau or Office. These documents are maintained by the Bureau.

  • Paper and electronic copies of existing Bureau approved administrative rules should be filed with the Auditor by the Bureau. They do not have to be filed through the Commissioner-In-Charge. However, some documentation of designated rule-making authority should accompany the rule.

Contact

Portland Policies Information

Auditor's Office