Chapter 2.24
RECORDS1
Sections:
2.24.010 Records retention designated.
2.24.020 Council and planning commission meetings--Record of proceedings.
2.24.030 Preparation and approval of minutes.
2.24.010 Records retention designated.
Pursuant to OAR 166-30-016, the city recorder is designated as the records officer for the city. (Ord. 1838 §4, 2003; Ord. 1537(part), 1984).
2.24.020 Council and planning commission meetings--Record of proceedings.
A. The city manager shall cause written minutes to be kept of all city council and planning commission meetings, at which a quorum is present, which minutes shall provide a true reflection of the matters discussed at the meeting and the views of the participants, and which shall be made available to the public within a reasonable time after the meeting. The minutes shall include the following:
1. The names of all members of the public body present;
2. All motions, resolutions, orders, ordinances and measures proposed and their disposition;
3. The results of all votes and the vote of each member by name;
4. The substance of any discussion on any matter;
5. A reference to any document discussed at the meeting.
B. In addition to the requirements of subsection A of this section, the city manager shall cause to be recorded all of the proceedings of all regular, special or adjourned meetings of the public body at which a quorum is present, by means of magnetic tape or other sound recording device. All such records with the exception of executive session records, shall be maintained as public and official records. The record of executive sessions of the city council meetings shall not be released to the public unless directed by the council or unless such disclosure is required by a court in the course of legal proceedings.
C. Meetings such as study sessions, committee meetings, advisory board meetings and budget committee meetings need not be sound recorded unless the council expressly so directs, but minutes shall be kept thereof as required by this section and by law. (Ord. 1969 §1(part), 2013; Ord. 1537(part), 1984).
2.24.030 Preparation and approval of minutes.
When minutes are required by this chapter, and the charter of the city, or by other ordinances, the person charged with the responsibility of keeping the minutes shall prepare the same in the typewritten form and present them to the public body prior to their corresponding regularly scheduled meeting in the following month, for approval. The approval procedure shall be as follows:
A. As to spelling or typographical changes, the public body shall direct the person responsible for keeping minutes to make such spelling or typographical corrections as they shall deem appropriate, to present the same to the mayor or the chairman of the public body for signature, and to enter the same into the official minute book of the public body with the spelling or typographical corrections.
B. As to substantive corrections, the public body shall direct the person in charge of keeping such minutes to make an annotation on the margin of the minutes indicating that the public body has made a substantive correction thereto, and shall reference the date of the meeting in which the substantive corrections were discussed. The person in charge of keeping the minutes shall file the minutes, as annotated, in the official minute book.
C. It is the intention of this section that the minutes, as approved by the public body, shall be identical to those minutes filed in the official minute book, with the exception that spelling and typographical errors be corrected and that annotations be made to subsequent meetings in which substantive corrections were discussed. (Ord. 1537(part), 1984).
Prior ordinance history: Ords. 567, 1081, 1396 and 1413.