City Records/City Recorder

The City Recorder's Office is located within the City Manager's Office and is responsible for supporting the City Council by facilitating meetings and coordinating Council activities. The City Recorder also serves as the elections officer for the City and administers oaths of office.

In addition, as records manager for the City, the City Recorder oversees all records and the City's archives, updates the municipal code, preserves historical records, manages the Pioneer Cemetery and processes public records requests.

All general correspondence should be addressed to:

Hillsboro City Recorder
City Manager's Office
Civic Center, 5th Floor
150 E. Main Street
Hillsboro, Oregon 97123

Send an email

Public Records Requests

How to Make a Public Records Request

You are entitled to access public records of the City of Hillsboro, unless specifically exempted by law, under reasonable conditions, and to copies of those records upon paying the costs of making the copy.

Persons with disabilities who require accommodation for obtaining access to City public records should notify us of their accommodation needs in their written request.

Hillsboro's Development Services & Permitting Center: Complete the Records Request Form or call 503-681-6153.

Certificates of Occupancy, Permits, Drawings

Police Department Records: Complete the Police Department Records Request Form or call 503-681-6175.

Police Reports

Fire & Rescue Department Records: Complete the Fire & Rescue Department Records Request Form or call 503-618-6166

Inspections and Fire Reports

General Records: Complete the General Public Records Request Form, download the print Public Records Request Form, or contact the City Recorder's Office at 503-681-6117.

Financial Reports, Agreements, Aboveground Storage Tanks, Underground Storage Tanks

State Law

A public record includes, but is not limited to, a document, book, paper, photograph, file, sound recording or machine readable electronic record, regardless of physical form or characteristics, made, received, filed or recorded in pursuance of law or in connection with the transaction of public business, whether or not confidential or restricted in use (ORS 192.005(5)). The public has the right to inspect any public record of the City of Hillsboro that is not exempt from disclosure (ORS 192.420).

Download the Public Records Request Policy

Download the Current Public Records Request Fee Schedule

Records Available Online

The City of Hillsboro participates in the Oregon Records Management Solutions project, which allows staff to increase citizen access to many records. You can access the system here. See the Help menu for information on performing advanced searches. Simple searching instructions are found below.

Basic Searching Instructions

You will need to choose "Hillsboro, City of" from the dropdown menu. Recommended searched include selecting "Document Content" for records related to a particular subject or "Meeting Date" for Council meeting records.

Search Type	Description
Any Word	Any word in either the Title field or the Notes field for a record.
Meeting Date	Use format mm/dd/yyyy
Document Content	Text contained in any text-based file that has been run through optical character recognition (OCR). Expect a longer search time.
Title (free text part)	This search is an exact match search of the Title field for a record. It is not recommended unless you have the exact title.
Title Word	Any word in the Title field for a record.

Once you get search results, click on the link to the document. Choose "View" or "Download" in the top right hand corner of the screen.

Links to Saved Searches

Saved searches are available for many frequently requested documents. Click on one of the links below to access these saved searches.

Ordinances

Resolutions

City Council Meeting Records

Annual Reports

To see all City records in the system, search by Date Created and enter "1/1/2011 to today" in the Equal To field.

Records not located in the system can also be requested through the public records request process.

Elections

Election Information

For the purposes of civic representation on the City Council, the City is divided into three wards, with two councilors residing within each ward. All councilors represent the entire City once elected. City Council is elected to four-year terms, and no person may serve more than two consecutive terms. Candidates must be registered voters in the State of Oregon who have resided in the City during the 12 months immediately preceding the election. Terms begin at the first City Council meeting of the calendar year following election, where the Oath of Office is administered.

Council Position and Term Information
Council Positions	Term Expiration	Term Length	Held By	Status
Mayor	December 31, 2024	Four years	Steve Callaway	Year four of last term
Ward 1 Position A	December 31, 2026	Four years	Beach Pace	Year two of last term
Ward 1 Position B	December 31, 2024	Four years	Rick Van Beveren	Year four of last term
Ward 2 Position A	December 31, 2026	Four years	Kipperlyn Sinclair	Year two of first term
Ward 2 Position B	December 31, 2024	Four years	Anthony Martin	Year four of last term
Ward 3 Position A	December 31, 2026	Four years	Olivia Alcaire	Year two of second term
Ward 3 Position B	December 31, 2024	Four years	Gina Roletto	Year four of first term

Important Dates

2026 General Election Key Dates	Date
Candidate filing begins	TBD
Candidate filing ends	TBD
Last date for candidate to withdraw	TBD
Last date to file statement for county voter's packet	TBD
Election Day	November 3, 2026