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Archival description
City of St. John's Archives
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City Clerk General Administration series

Series consists of correspondence and subject files pertaining to the general administration of the
Department of Administrative Services and City Clerk. Files pertain to all manner of municipal affairs including construction of roads and sewer lines, subdivision development and infrastructural changes to urban planning, labour relations, neighbourhood improvement programs, civic monuments and other related files. The series also contains committee reports.

The majority of the records in this series were destroyed in the early 1980's before the establishment of the City Archives.

Court of Revision Notebooks series

Series consists of a number of ledgers and notebooks related to the activities of the Assessment Review Court. They contain details and financial information concerning appeals made by city residents as well as the outcome of the appeal.

The series consists of 12 ringed or bound ledgers of various sizes, contained in two boxes.

Court of Revision. City of St. John's

Department of Administrative Services and City Clerk fonds

  • CA NL0023 RG 01
  • Fonds
  • 1880-2010

Correspondence and subject files pertaining to the general administration of the Department of Administrative Services and City Clerk; minutes of weekly or biweekly City Council meetings ranging from 1892 to 2006; minutes and correspondence that was created by the various subcommittees of Council; all surviving material relating to the administration of municipal elections in St. John's such as nomination papers, ballots, voting cards, Applications for Deputy Returning Officers, newspaper clippings, swearing in of new city officials, information on wards and polling stations, tally sheets, and other related documentation; a number of ledgers and notebooks related to the activities of the Assessment Review Court; bound letterbooks of out-going correspondence of the Secretary and later Secretary-Treasurer of the St. John's Municipal Council for the period 1892 to 1916; index cards of properties in St. John's; signed official copies of By-Laws of the City of St. John's for the period
1968-1996; correspondence and subject files kept by the City Clerk's Department relating the Mundy Pond Urban Renewal Scheme; memos and correspondence retained by the data Processing Manager; a number of documents used by Assessors in determining the value of a property for taxation purposes; files that have been created relating to specific properties dating back to 1911; various record books and registers maintained by the City Clerk and the City Engineer; City Engineer Record Book, 1918-1943; three volumes of Crown Rent ledgers for the period 1896-1931; files and photographs maintained by the Clerk of the Works and Building Superintendent about the construction of City Hall between 1969-1973; records documenting the rebuilding of St. John's after the Great Fire of July 8, 1892 specifically land expropriated for the purposes of street reconstruction and widening; correspondence, sketches and photographs regarding residential and commercial properties which were considered for inclusion in the Central Area Redevelopment Scheme; miscellaneous subject files maintained by the City Clerk discussing a wide range of issues and programs; items that were created by or for the City of St. John's and is branded with the City name or logo; audio cassettes of the proceedings of the St. John's Local Board of Appeals, also known as the Appeal Board.

Department of Administrative Services and City Clerk

Elections series

Series consists all surviving material relating to the administration of municipal elections in St. John's such as nomination papers, ballots, voting cards, Applications for Deputy Returning Officers, newspaper clippings, swearing in of new city officials, information on wards and polling stations, tally sheets, and other related documentation.

This series also contains Voter Lists for the city for the years 1937, 1941, 1969, as well as Voter Lists for municipal elections and by-elections since 1981. This includes years 1981, 1985, 1990, 1992 (Goulds and Wedgwood Park By-Election), 1993, 1997, 2001, 2005, 2008 and 2009.

Heritage Building Inventory series

Series consists of index cards of properties in St. John's. For the majority of properties, only the civic address and current owner is provided on the index cards. Also included are index cards for seven buildings which were demolished in 1986. The majority of card contain affixed contact prints showing the front and sometimes the sides of the structures.

These cards were assembled as a means of determining the location of properties in St. John's which were deserved of a heritage designation in conjunction with the preparation of the St. John's Heritage By-Law which was enacted in 1977.

Municipal Council Meetings series

Series consists of the minutes of weekly or biweekly City Council meetings ranging from 1892 to 2006. These meetings discuss all public matters, including development schemes, upcoming events, Committee
Reports, citizen complaints, financial matters and other matters and business arising overseen by Council.

There are two types of minutes created by the Municipal Council which comprise this series. "Regular" City Council meetings, usually held weekly or biweekly, are the standard convening of the full Municipal Council. The city also retains minutes from the Special or Private Meetings of Council, adhoc subcommittees within council which oversee various ongoing projects or events. As of 1992-93 onwards, Special Council meetings dealt primarily with business relating to personnel, legal matters, inter-governmental issues and any other matter deemed by Council to be of a sensitive nature. For this reason, Special Meeting minutes and corresponding agendas are restricted.

The series also contains agendas for Council meetings during the years 1978-9, 1982-3 and 1985-2011. Council agendas for the years prior to 1978 are unknown. Starting in 1990, the City Clerk began publishing Council minutes and agenda in a standard single volume format that contains supporting documentation for the meetings.

Also included are audio cassettes for Council meetings for the years 1997-2005. The tapes are boxed by year, and there are 700 audio tapes in total.

Also included is a video cassette of the Regular Meeting of Council on May 24, 1989 when Councillor Eric Gullage resigned his seat on Council.

Outgoing and Incoming Correspondence series

Series consists of bound letterbooks of out-going correspondence of the Secretary and later Secretary-Treasurer of the St. John's Municipal Council for the period 1892 to 1916. Incoming correspondence to the Municipal Council for the period 1907-1917. Letters are concerning legal, personnel, real estate and other related matters, as well as incoming correspondence from residents for requests to build, renovate and requests for new street lines. Also contains correspondence from commercial suppliers who conducted business with Council.