City Recorders Office City of Tigard
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City Council Procedures: City Recorder's Office
The City Recorders' Office is responsible for coordinating Council meetings, public records, elections, and
maintaining the City's Charter and Code under the direction of the Central Services Director. 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 all the meeting set-up. This includes sending your meeting packet
electronically, preparing a meeting script 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
As soon as a meeting packet is completed,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 Recorders Office. An agenda is
attached, and a link provided to the Council Agendas page on the website where the entire packet can
be reviewed.
C. Council Script Distribution
A Council Script will be distributed by one of the City Recorders by 12 noon the day of the meeting. The
script details staff presenters and any guests who may be in attendance, as well as the meeting structure
based on agenda items. For a public hearing, the script 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. benefit. These motions may be amended by a Council member during the meeting.
D. Councilor Meals
The City Recorders 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 Recorders 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.
City Council Procedures: City Recorder's 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 Recorders' 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.