Council Clerk & Contracts

Source: PDF pp. 591-592 ↗ · raw: 591 · 592

Breadcrumb: Service Area Summaries > Office of the City Auditor > Office of the City Auditor. > Council Clerk & Contracts

City of Portland Fiscal Year 2026-27 Proposed Budget Office of the City Auditor > Office of the City Auditor > Council Clerk & Contracts Council Clerk & Contracts Budget Revenues by Fund 2023-24 Actuals 2024-25 Actuals 2025-26 Revised Budget 2026-27 Proposed Internal Revenues $0 $0 $1,480,587 $1,345,839 General Fund $0 $0 $1,480,587 $1,345,839 Grand Total $0 $0 $1,480,587 $1,345,839 Program Expenses by Major Object Program expenses only include personnel, internal materials and services, external materials and services, and capital. 2023-24 Actuals 2024-25 Actuals 2025-26 Revised Budget 2026-27 Proposed External Materials and $0 $738 $27,920 $27,350 Services Internal Materials and $15,054 $16,851 $6,500 $45,949 Services Personnel $0 $0 $1,457,141 $1,272,540 Grand Total $15,054 $17,589 $1,491,561 $1,345,839 Program Description and Goals The Council Clerk administers City Council business, manages the repository for Portland Policy Documents, and maintains City Charter and Code. In FY 2024-25, the Council Clerk transitioned from a program to a division of the Auditor's Office, which reflects the increase in the scope and scale of the team's responsibilities in the mayor-council form of government and its more complex legislative process. Division success is measured by: compliance with state and City laws governing the noticing and administration of Council meetings, work sessions, and committee meetings; ensuring public access to Council decisions; producing timely and accurate meeting minutes; and supporting meaningful public engagement during Council meetings. Services 591

City of Portland Fiscal Year 2026-27 Proposed Budget The Council Clerk Division is responsible for maintaining public records of Council's official business; producing agendas for and providing required public notice of Council and Council committee meetings; serving as clerk for Council and committee meetings; maintaining and publishing the City Charter and Code, including a record of revisions; maintaining the official repository of Portland Policy Documents; facilitating public participation through verbal and written testimony both in person and virtually; and ensuring public meetings are accessible and compliant with Oregon Public Meetings Law. Equity Impacts The Division's equity goals focus on ensuring fair and inclusive participation in public communications and testimony at Council meetings. The Division collects and analyzes demographic data from public testifiers to assess whether systemically excluded Portlanders have equitable access to these processes. The analysis supports outreach efforts and the Office's work to increase engagement among communities with lower levels of engagement. Improving accessibility to Council information is also a Division priority. The agenda management system is designed to be accessible across devices and compatible with screen readers. The agenda management system has been enhanced to support eight Council committees and their meetings, ensuring timely and transparent public access to public meetings and Council decisions. Additional system improvements integrate agenda items across the City website to increase public and staff awareness. Changes to Program The Division has been significantly impacted by the expansion of Council from five to twelve members and the creation of eight Council committees. In addition, Council approved weekly regular Council meetings, more than doubling the number of full Council meetings held each year. As a result, the administrative workload required to support Council and committee meetings has increased substantially. Each additional committee meeting requires agenda development, clerking support, documentation of Council actions, preparation of meeting minutes, and archiving of official records in accordance with state and City public meetings laws. In FY 2025-26, the Division reclassified an administrative specialist position to a committee clerk position, and Council approved the addition of two new committee clerk positions to address the significant increase in workload and to ensure continued compliance with state and City public meetings requirements. Current staffing levels are adequate to meet the current Council and committee meeting schedule. 592

Parent: Office of the City Auditor. · PDF: pp. 591-592 ↗