Office of the City Recorder Overview

The Office of City Recorder acts to maintain the integrity of the Council processes and procedures in the City of Milwaukie. They provide administrative and technical support to the City Council, assist with Council meetings, and disseminate information concerning Council decisions and policy issues. They protect and preserve official City records. 

The City Recorder coordinates and administers the City's municipal election and election related activities. Activities include accepting and verifying filing materials for nominations or petitions; preparing and submitting proposed ballot titles to the County Clerk with the City Attorney; filing certified statements of candidates with the County Clerk at a specified time before an election; accepting, inspecting, verifying, and preserving financial reports; preparing, posting, and publishing election notices; and providing forms and general process information to the public. 

This department is also responsible for ensuring that the Public Records and Public Meetings regulations governed by state statute and administrative rules and the Milwaukie Charter and Municipal Code are followed correctly. Records, including documents, tapes, and photos among others, which the City creates while transacting public business, belong to the public and must be available to the public, with a few exceptions, upon demand. This department's role is one of stewardship by maintaining those records of historical, legal or financial importance and destroying those, which have exceeded the state-established minimum retention period. 

The State of Oregon has a policy of open decision-making that "requires an informed public aware of the deliberations and decisions of governing bodies and the information upon which such decisions were made." The City Council and all of its advisory groups are subject to the Public Meetings law. The City Recorder and staff supports these regulations by advertising meetings times and locations; providing the public with needed documentation; and preparing and maintaining minutes as part of the City's permanent record. 

The Office of City Recorder houses the Risk Management Department. The City of Milwaukie believes that safe working conditions for each of its employees can be attained through use of safety equipment, proper job instruction, frequent review of safe work practices, and adequate supervision. The City has established Safety Committees within each facility in accordance with OAR 437.40.030 through 437.40.055 to address safety and loss control needs. 

Departmental Goals 

• Provide high quality, informed frontline assistance to the public, city departments, and other agencies. 
• Coordinate information flow between the citizens, City Council, and departments by continuing to improve and expand the document imaging program; 
• Improve city record keeping practices and review disaster recovery planning for city records