Archival Services for Neighborhood Associations

Contact the Southwest Neighborhoods, Inc. office to discuss options for archival needs not listed here.

Document Archival

Each neighborhood association's agreement with the City of Portland requires that minutes be taken at all meetings and copies of minutes be forwarded to their district coalition office for archival.  Minutes do not have to be a verbatim transcript of the meeting but shall at least summarize discussion and actions and include the following:

  1. Members in attendance,
  2. All actions, including motions, proposals, and resolutions stated in full and their dispositions; and,
  3. Results of all votes taken, and a summary of minority opinions on all topics on which a vote is taken.

Minutes shall be put in writing and made available to the public, except for minutes from executive sessions, within a reasonable time after the meeting.

Southwest Neighborhoods, Inc. offers electronic archival service. Neighborhood association board members may view these electronic archive folders using Google Drive:

  • Correspondence
  • Events
  • Financials
  • Forms and graphics
  • Governance
  • Land Use and Transportation
  • Meetings 
  • PPS Permits

Neighborhood Association Archives presentation November 28th, 2018

Neighborhood Association Archives Presentation

Click the image to view/download the presentation as pdf or view as Google Slides with speaker notes.


Neighborhood association Photos are archived using Google Photos and stored in albums shared on neighborhood websites. Call the SWNI office for assistance in getting photos archived and posted on websites.

SW News Newspaper

Electronic archives of the SW News newspaper are available online.

Sample Forms