Fonds RG-8 - City of Edmonton. Office of the City Clerk fonds

The Papers of the Edmonton Town/City Secretary (1892-1912) Edmonton Financial Accounts (1892-1915) Office of the City Clerk (1891-1913) Election Scrapbooks (1918-1963) Office of the City Clerk (1935-1972) Public Affairs Committee Office of the City Clerk (1972-1974) Office of the City Clerk (1962-1973) Special Committee Reports of the City Clerk (1907-1966) Civic Elections and Census Enumeration (1895-1974)
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Title and statement of responsibility area

Title proper

City of Edmonton. Office of the City Clerk fonds

General material designation

  • Textual record
  • Graphic material - photograph

Parallel title

Office of the Treasurer; Office of the Secretary Treasurer; Office of the City Assessor

Other title information

Title statements of responsibility

Title notes

  • Source of title proper: Title based on name of creator.

Level of description

Fonds

Reference code

CA EDM RG-8

Edition area

Edition statement

Edition statement of responsibility

Class of material specific details area

Statement of scale (cartographic)

Statement of projection (cartographic)

Statement of coordinates (cartographic)

Statement of scale (architectural)

Issuing jurisdiction and denomination (philatelic)

Dates of creation area

Date(s)

  • 1891 - 2016 (Creation)
    Creator
    Office of the City Clerk

Physical description area

Physical description

193 m of textual records. - 116 photographs. - 15 scrapbooks

Publisher's series area

Title proper of publisher's series

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Numbering within publisher's series

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Archival description area

Name of creator

(1892-)

Administrative history

The Office of the City Clerk is among the oldest functions within the City. The first clerk, A.G. Randall, was appointed in 1892, shortly after Edmonton was incorporated as a Town. In 1893 Mr. Randall's duties were expanded to include the position of Town Assessor. This situation continued until 1898 when the two positions were separated. Randall was succeeded in 1898 by F.K. Gibson. Following Gibson's death in 1900, the positions of Town Clerk and Town Secretary-Treasurer were amalgamated under G.J. Kinnaird, who continued to fill this position until after Edmonton was incorporated as a City in 1904. F.M.C. Crosskill became City Secretary Treasurer in 1907. In 1912 the number of City officials was greatly expanded and the position of secretary treasurer was divided into those of City Clerk and Treasurer.

Over the years the City Clerk has been responsible for providing legislative, operational and administrative support to City Council. This includes meeting management for Council, including creating agendas and recording minutes; conducting municipal elections and censuses; and records management, including the safekeeping of original or certified copies of bylaws, proceedings, and contracts.

Until at least the 1970s the Office of the City Clerk reported directly to City Council. Around the late 1970s and early 1980s the reporting structure grew contentious - some wanted the City Clerk to report to the Chief Commissioner (later City Manager) to streamline efficiency, while others wanted to maintain the Clerk's relationship with Council to maintain the Office's independence. In 1987 Bylaw 8461 was passed, stating that the City Clerk was now under the direction of the Office of the City Manager. In 1997 the Office of the City Clerk had been moved to the Corporate Services Department, but in 2016 it was moved back to the Office of the City Manager.

Custodial history

Scope and content

Fonds consists of minutes, reports, correspondence, invoices, clippings, scrapbooks, bylaws, contracts, minutes, and records relating to voter and census enumeration.

An order has been imposed on the material. The arrangement includes 15 series. The first 10 (RG-8.0 - RG-8.9) were processed in the 1970s and 1980s. Due to the size of the collection, the processing archivist decided to create a new division for each accession. From the 1990s onward the records were processed and arranged based on function, as reflected in RG-8.10 - RG-8.14.


  • RG-8.0: The Papers of the Edmonton Town/City Secretary (1892-1912). The records include outgoing and incoming correspondence from 1892 until the City of Edmonton's amalgamation with the Town Strathcona in 1912.


  • RG-8.1: Edmonton Financial Accounts (1892-1915). The records consist of four ledgers detailing the profits and expenditures of the Town/City of Edmonton, receipts, cash journals and other materials relating to the financial administration of the Town/City of Edmonton.


  • RG-8.2: Debenture (1897). The records consist of a single debenture issued by the Town of Edmonton payable to the order of the Bank of Hamilton.


  • RG-8.3: Office of the City Clerk (1891-1913). The records consist of a scrapbook, taxation records, legislation, building specifications and other materials.


  • RG-8.4: Election Scrapbooks (1918-1963). The records consist of scrapbooks compiled by the City Clerk's office relating to local elections and election procedures.


  • RG-8.5: Bylaws regarding Royal Visits (1939-1951). The records consist of bylaws relating to visits to Edmonton by members of the British Royal Family.


  • RG-8.6: Office of the City Clerk (1935-1972). The records contain correspondence, financial documents, election materials, personnel correspondence and other materials.


  • RG-8.7: Public Affairs Committee (1968-1973). The records consist of correspondence created by the Public Affairs Committee.


  • RG-8.8: Office of the City Clerk (1969-1974). The records consist of correspondence with the City Clerk concerning news media coverage of city affairs, public notices and university funding.


  • RG-8.9: Office of the City Clerk (1965-1973). The records consist of correspondence, reports, minutes and other materials related to the City of Edmonton's Finance and Budget Committee.


  • RG-8.10: Special Committee Reports of the City Clerk (1907-1966). The records consist of reports submitted by Special Committees appointed to study specific problems and issues.


  • RG-8.11: Civic Elections and Census Enumeration (1895-1974). The records consist of voter's lists, census documents, and other materials created by the Elections Office of the City of Edmonton.


  • RG-8.12: Bylaws (1892-2014). The records consist of repealed municipal bylaws.


  • RG-8.13: Contracts (1893-1989). The records consist of certified copies of municipal agreements for Edmonton and Strathcona with other parties.


  • RG-8.14: Minutes (1892-1991). The records consist of Council minutes.

Notes area

Physical condition

Immediate source of acquisition

This material was transferred to the City of Edmonton Archives beginning in 1964. Material has come both directly from the Office of the City Clerk as well as through the Corporate Records Centre.

Arrangement

The photographs were assigned item numbers with the prefix EA-193.

Language of material

  • English

Script of material

Location of originals

Availability of other formats

Restrictions on access

There are no restrictions on access.

Terms governing use, reproduction, and publication

Copyright may apply.
Reproduction restrictions may apply.

Finding aids

Associated materials

Accruals

Further accruals are expected.

General note

Accession numbers: A64-169, A65-251, A71-72, A73-83, A74-91, A75-65, A75-147, A76-44, A76-138, A78-18, A78-23, A80-115, A80-135, A80-136, A88-61, A91-125, A92-103, A93-71, A93-78, A96-5, A96-59, A96-203, A97-64, A97-82, A97-106, A97-172, A99-15, A2000-11, A2000-119, A2001-9, A2001-88, A2002-71, A2003-14, A2003-59, A2003-86, A2004-12, A2004-156, A2005-13, A2005-150, A2007-94, A2008-36, A2009-33, A2010-22, A2010-123, A2012-125, A2013-128, A2013-153, A2015-47, A2016-85, A2017-10

General note

Location: RG-3-2

Alternative identifier(s)

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Standard number

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Control area

Description record identifier

Institution identifier

City of Edmonton Archives

Rules or conventions

Rules for Archival Description (RAD)
Archives Society of Alberta Subject Terms

Status

Final

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Script of description

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