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3.A. City Recorders Office ask Ti CIad TY r gCity Recorder's Office The City Recorder's Office is responsible for coordinating Council meetings, public records, elections, and maintaining the City's Charter and Code under the direction of the City Manager. For City Council meetings,City Recorders will prepare the agenda and packet, publish legal notices, execute documents, and preserve the public records of the meeting for archival purposes.As part of these preparations for meetings,staff also prepare and distribute a Tentative Agenda for upcoming agenda items. 1. Public Meetings Logistically,the City Recorders also handle the meeting set-up with the assistance of IT for phone or video public comment during a meeting.This includes sending your meeting packet electronically, preparing a meeting guide in advance, room set- up and take-down and coordinating Council's meals. Please read more details about these processes below: A. Tentative Council Agendas Tentative Agendas are developed each week and distributed following a weekly Agenda Management Meeting held by staff. Typically,the Tentative Agenda will be sent out before 12 noon on Mondays. Holidays and vacations may impact this timeline, but Council should receive this update on a weekly basis. B. Meeting Packet Distribution The goal of the City Recorders is to publish meeting packets on Tuesdays one week in advance of the meeting.The City Recorders Office will send an email to the Council Agenda list.This is an email list maintained by the Communications team.Any member of the public can be added (or removed)from the list at any time by emailing the City Recorder's Office.An agenda is attached, and a link provided to the Council Agendas page on the website where the entire packet can be reviewed. Instructions on how to submit public comment for the meeting are included on the agenda. Paper copies of the agenda are posted in Town Hall,the Permit Center and the Library Lobby. C. Council Meeting Guide,Written Public Comment and Supplemental Material Distribution A Council Meeting Guide will be emailed by one of the City Recorders by 2 p.m.the day of the meeting. It details staff presenters and any guests and their mode of attendance—in person or remote.The guide will be structured based on the agenda. For a public hearing,the guide will describe each required step to ensure the Council follows all necessary public meetings laws.Anticipated motions will also be drafted for Council's convenience.These motions may be amended by a Council member during the meeting.Also attached to the email will be a summary of public comment submitted by noon the day of the meeting and any supplemental material for agenda items. Supplemental material is that which was not included in or is a change to the original packet. D. Councilor Meals The City Recorder's Office orders meals for every Council member on nights that meetings are held in person.They maintain a list of each Council member's desired orders from a variety of restaurants and the restaurant rotates from week to week. Council members may update or change their orders at any time by emailing the City Recorder's Office. 2. Elections The City Recorder is the City's Elections Official,and files required forms and information with Washington County Elections to place City candidates and measures on the ballot.These may include candidate filing forms,slate of candidates, completed initiative petition filings, and referendums.The City Recorder and Deputy Recorder prepare the candidate packets and meet with prospective candidates to answer questions and assist with the filing process. (continued) City Recorders' Office CITY OF TIGARD 3. SEI Filing The City Recorder is the Jurisdictional Contact for the Oregon Government Ethics Commission Statement of Economic Interest filing. ORS 244.050 requires individuals holding certain public positions to file a Statement of Economic Interest(SEI) report with the OGEC. In mid-March,those persons holding elected City offices, appointed planning commissioners,the City Manager and the Municipal Judge are notified that they need to file their SEI if they will be seated in that position on April 15th.The SEI is for the previous year,even if they were not in that position until after the first of the year. Filings are made online and the City Recorder's role is to set up new people in the system, remove those termed out and send reminders to encourage filing by the deadline.There is a fine for not filing in time. 4. Public Records Requirements Any notes taken as part of the course of any Council meeting are a part of the public record and must be forwarded to the City Recorder's Office(either in hard copy or electronically)within 24 hours of the meeting.This includes any notes taken on agenda items within which deliberations occurred.