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

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
  • Cartographic material

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)

  • 1892 - 2016 (Creation)
    Creator
    Office of the City Clerk

Physical description area

Physical description

348.56 m of textual records and other material.

Publisher's series area

Title proper of publisher's series

Parallel titles of publisher's series

Other title information of publisher's series

Statement of responsibility relating to publisher's series

Numbering within publisher's series

Note on publisher's series

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 multiple 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 the records were processed and arranged based on function, as reflected from RG-8.10 onwards.

  • RG-8.0: The Papers of the Edmonton Town/City Secretary (1892-1912)
  • RG-8.1: Edmonton Financial Accounts (1892-1915)
  • RG-8.2: Debenture (1897)
  • RG-8.3: Office of the City Clerk (1891-1913)
  • RG-8.4: Election Scrapbooks (1918-1963)
  • RG-8.5: Bylaws regarding Royal Visits (1939-1951)
  • RG-8.6: Office of the City Clerk (1935-1972)
  • RG-8.7: Public Affairs Committee (1968-1973)
  • RG-8.8: Office of the City Clerk (1969-1974)
  • RG-8.9: Office of the City Clerk (1965-1973)
  • RG-8.10: Special Committee Reports of the City Clerk (1907-1966)
  • RG-8.11: Civic Elections and Census Enumeration (1895-1974)
  • RG-8.12: Bylaws (1892-2014)
  • RG-8.13: Contracts (1893-1989)
  • RG-8.14: Minutes (1892-1991)
  • RG-8.15: Committee Minutes
  • RG-8.16: Bylaw Committee Reports
  • RG-8.17: Finance Committee Reports
  • RG-8.18: Reports and Publications
  • RG-8.19: Petitions
  • RG-8.20: Executive Committee
  • RG-8.21: Rules and Procedures Committee
  • RG-8.22: Procedures Review Committee
  • RG-8.23: Airport Study Committee
  • RG-8.24: Audit Committee
  • RG-8.25: Land Sales Committee
  • RG-8.26: Legislative Committee
  • RG-8.27: Utilities and Engineering Committee
  • RG-8.28: Economic Affairs Committee
  • RG-8.29: Council Communications
  • RG-8.30: City Crest Committee
  • RG-8.31: Edmonton Coronation Celebration Committee

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

    These records contain information that is protected in alignment with the Freedom of Information and Protection of Privacy (FOIP) Act.

    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, A66-156B, A71-72, A73-83, A74-91, A75-65, A75-134, A75-147, A76-103, A76-138, A76-41, A76-44, A76-166, A77-24, A77-44, A78-18, A78-23, A78-68, A78-87, A79-71, A79-82, A80-12, A80-115, A80-135, A80-136, A81-33a, A81-150, A82-93, A83-16, A83-33, A85-60, A87-148, A88-61, A88-105, A89-39, A91-125, A92-103, A92-152, A93-71, A93-78, A95-191, A96-203, A96-5, A96-43, A96-59, A96-66, A97-64, A97-106, A97-161, A97-172, A97-64, A97-72, A97-82, A98-21, A98-36, A98-177, A99-15, A99-19, A99-70, A99-103, A2000-11, A2000-111, A2000-119, A2000-145, A2001-9, A2001-88, A2002-59, A2002-71, A2002-102, A2002-122, A2003-14, A2003-59, A2003-86, A2003-87, A2004-12, A2004-37, A2004-156, A2005-13, A2005-52, A2005-150, A2007-94, A2008-36, A2008-83, A2009-13, A2009-33, A2009-53, A2009-60, A2010-22, A2011-97, A2011-111, A2012-125, A2013-86, A2013-128, A2013-153, A2015-47, A2016-85, A2016-86, A2016-87, A2016-88, A2016-89, A2016-90, A2016-91, A2016-92, A2016-93, A2016-94, A2016-95, A2016-165, A2017-10, A2018-10, A2018-34, A2018-36, A2018-148, A2019-59, A2019-73, A2020-40, A2021-39

    Physical description

    This fonds also includes 130 photographs, 15 scrapbooks, and 74 maps.

    Alternative identifier(s)

    Standard number

    Standard number

    Access points

    Subject access points

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    Name access points

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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

    Level of detail

    Dates of creation, revision and deletion

    Language of description

      Script of description

        Sources

        Accession area