Overview

The city recorder is clerk of the City Council, the city elections officer, and the city records manager.

As clerk of the Council, in an open-meeting state where access to public meetings is guaranteed by law, the city recorder preserves and makes available to the public all Council records including meeting agendas, ordinances, and Council resolutions (MMC 1988 § 4, 2008; MMC 1812 § 4, 1996: MMC 1480 § 3(G), 1981). 

As the elections officer, the city recorder coordinates city elections (MMC 1463 § 1, 1980) and performs election-related activities including:

• Accepting and verifying filing materials for nomination petitions.
• Preparing and submitting proposed ballot titles to the county clerk.
• Providing forms and general process information to the public.
• Preparing, posting, and publishing election notices.
• Certifying election results.

As the city records manager, the Office of the City Recorder (OCR) stewards all administrative, historical, legal and financial records (MMC 1786 § 1 (part), 1995) in accordance with state-mandated record retention schedules for city governments.

To achieve the city's goals and comply with state public records laws (ORS 192.001), the OCR:

• Administers the city's record management program and participation in the cloud-based Oregon Records Management Solution (ORMS).
• Coordinates records and information management projects.
• Provides assistance with citywide disaster recovery planning.
• Conducts periodic records management training.
• Coordinates public records requests.

Anyone may request to view public records by completing the online e-request form and submitting it electronically, by mail, or in person at City Hall. For more information on requeting a public record see the reference guide below.