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Office of the City Clerk

City Clerk Reception

The Office of the City Clerk Main Reception (3rd Floor City Hall) is closed to both the public and employees. The City Clerk team is still providing services during regular business hours and can be contacted at:

FOIP
FOIP - Access to Information Requests

Access to Information, or FOIP, requests continue to be accepted online. We will also accept requests by mail, although we will not receive these on a regular basis, and payment for general FOIP requests must be made online. As City Hall is closed to the public we cannot accept requests in person.

We anticipate that there may be additional challenges in filling FOIP requests remotely (example:  retrieval of records, employees providing records will need to do so electronically). Applicants will be notified of any delays.

For more information on making an Access to Information Request, please contact:
780-496-5222
foip@edmonton.ca

FOIP - Privacy 

Privacy breaches continue to be investigated. Any interviews will be conducted via telephone. Investigations may be delayed depending on the accessibility of department colleagues who are relevant to the breach investigation. 

Privacy impact assessment meetings will be completed over the phone, but may be delayed due to pressures on business areas in response to the COVID-19. 

General privacy advice will continue to be offered via email or phone. 
780-496-5222
foip@edmonton.ca

Records Management

The Records Management Team is available by telephone and email to provide advice or consultation on building file plans and records disposition. For more information about Records Management Services, please contact:
780-496-8154
OCMOCCCRMIS@edmonton.ca

Corporate Records Centre 
Limited Service Announcement

The Corporate Records Centre has changed its services due to Covid-19. Delivery services will be limited to one delivery a day for these records only:

  • Building and development permits
  • Legal claims
  • Emergency preparedness records
  • Real estate, land and building files

Records will be delivered daily after 2 pm at these locations:

  • Century Place - Main floor Mailroom
  • Chancery Hall - 9th floor, Law Office, front desk (Law Branch records only)
  • City Centre West - Front desk
  • Edmonton Tower - 3rd Floor Records Area

Box pick up for off-site storage at the Corporate Records Centre is on hold, unless the records are available for pick-up in a limited access location. 

Confidential shred bins will not be picked up, nor delivered, until further notice. Please continue to use the bins at your work location for disposing of confidential transitory records. Confidential Transitory Records contain personal, third-party, financial or sensitive information. If the bin in your work area is full, please secure the confidential records in a locked drawer or cabinet until the bin has been emptied and replaced. 

For further information, please contact the Corporate Records Centre:
780-496-8014
CRSCorporateRecordsCentre@edmonton.ca

Corporate Records and Information Management support a city-wide framework for the management of recorded information. This framework includes policies, standards and strategic direction for the creation, security, accessibility, retention, disposition and preservation of records.

Regular Services
Corporate Records Centre staff provide these services:

Pick up, transfer and storage of physical records that must be maintained by the City
Destroy the following physical records in a secure manner:

  • Grey bin contents
  • Records that have been kept as long as required
  • Ensure appropriate records are transferred to the City of Edmonton Archives
  • Assist staff with accessing stored records as required
     
Tribunals

The Subdivision and Development Appeal Board (SDAB) is using a written hearing or appeal process, as approved by the Board Chair. The process is being managed remotely with Board Members. 

The Assessment Review Board (ARB) is using a written hearing process for residential complaints (Local Assessment Review Board, LARBs) and videoconference hearing process for commercial complaints (Composite Assessment Review Board, CARBs), as approved by the Board Chair.  

The Community Standards and License Appeal Committee (CSLAC) is a Committee of Council. On April 15, 2020, Council passed a motion that all CSLAC meetings be suspended until it is determined that it is safe to hold meetings in person.

For more information on the Subdivision and Development Appeal Board (SDAB), Assessment Review Board (ARB) and Community Standards and License Appeal Committee (CSLAC), please contact:

780-423-7420
assessment.reviewboard@edmonton.ca
sdab@edmonton.ca

Civic Agencies

The Civic Agency Team continues to provide services remotely.

At the March 30 City Council meeting, all citizen members interested in and eligible for reappointment were reappointed to their respective committees. Council made a total of 110 reappointments.

At the March 30 City Council meeting, Council directed Administration to develop, in consultation with the appropriate Standing Committee Chairs, a schedule of Standing Committee meetings required for the month of May to complete any outstanding recruitment activities for the appointment of new members to civic agencies. The schedule will be presented to City Council on April 15 for approval.

For more information about Civic Agencies, please contact:
780-496-8167
vickie.gunderson@edmonton.ca

Committees of Council

On March 20, 2020 Council passed the following motion: “That all Committees of Council not convene in-person meetings and utilize technology, where possible, until 8:00am on Monday, April 27, 2020.”  This motion applies to the following:

  • Accessibility Advisory Committee
  • Anti-racism Advisory Committee
  • City of Edmonton Youth Council
  • Community Standards and Licence Appeal Committee
  • Community Services Advisory Board
  • Edmonton Combative Sports Commission
  • Edmonton Design Committee
  • Edmonton Historical Board
  • Edmonton Salutes
  • Edmonton Transit Service Advisory Board
  • Energy Transition Climate Resilience Advisory Committee
  • Independent Council Compensation Committee
  • Naming Committee
  • Ward Boundary Commission
  • Women’s Advocacy Voice of Edmonton Committee

For more information on Committees of Council, please contact: 

780-496-8167

vickie.gunderson@edmonton.ca

Council and Standing Committee Meetings, including Statutory Public Hearings

The following is a schedule of upcoming meetings, as set at the March 30 City Council meeting.  This schedule may be reassessed at the April 15 City Council meeting.  

City Council:
  • April 15, from 9:30am to 5:30pm

  • April 27, from 9:30am to 5:30pm

  • May 11, from 9:30am to 5:30pm

City Council Public Hearings:

 

  • April 28, from 9:30am to 5:30pm
  • May 12, from 9:30am to 5:30pm

Procedures for remote public participation at Statutory Public Hearings have been developed.

Standing Committees:

All meetings are cancelled until May 15, with the exception of meetings of the Emergency Advisory Committee (as below).

Emergency Advisory Committee:

Meetings will be held weekly on Thursdays, from 1:30-4:30pm, until the declaration of a state of local emergency is terminated.

For more information on Council and Standing Committee meetings, please contact:
780-496-8178
ocmoccmmt@edmonton.ca
 

 

Election and Census Office

The Election and Census Office is closed to the public. Election and Census staff continue to provide the same services remotely. The team can be contacted by phone or email at:
780-496-8008
elections@edmonton.ca

Branch Mandate

The Office of the City Clerk is the primary contact regarding City Council business. The Office manages Council and Committee meetings, quasi-judicial boards, municipal elections, the municipal census and appointments to civic agencies. It also manages corporate records and oversees Freedom of Information inquiries for the organization.

The City Clerk administers the legislative process for municipal government. The Clerk is responsible for ensuring Council meetings are conducted legally and provides procedural advice during meetings. The City Clerk is also the Returning Officer for municipal elections.

Branch Organization

Office of the Branch Manager

Mandate

The Office of the Branch Manager provides a strategic approach to branch work. The team works closely with Branch Leadership to support functions related to budget, employee engagement, technology, internal communications, and culture. This work helps ensure productive and knowledgeable staff with a broad understanding of the branch and how it aligns with Council’s direction.

 

FOIP and Records Management

Mandate

The Corporate Information Governance section supports a city-wide framework for the management of recorded information. It includes developing policies, standards and strategic direction for the creation, security, accessibility, retention, disposition and preservation of records. It is applicable to all City departments, employees, and volunteers, as well as the Office of the City Auditor, contractors, boards, agencies, and commissions.

The section also manages the City’s Freedom of Information and Protection of Privacy (FOIP) program by assigning and tracking FOIP requests and representing the City in mediations and inquiries with the Office of the Information and Privacy Commissioner. We also process FOIP requests, provide consultation and advice to the City’s FOIP Coordinators, and conduct the “FOIP in the City” training course.

 

Councillors Office Liaison Team

Mandate

The Council and Administrative Services section provides a broad range of administrative and operational supports to Elected Officials and the Office of the City Clerk; including accounting and budget support, Council correspondence distribution, Council meeting notices and calendaring, travel and training administration, and general reception services.

 

Elections and Census

Mandate

The Elections and Census section is responsible for conducting Edmonton’s civic election every four years and a city-wide census every two years. In the intervening years we review our election processes, develop technology requirements for future elections, look at data to determine if a ward boundary review should be recommended to Council, and are prepared to conduct by-elections. The Director also reports to two city school boards (as contributing partners in elections) and is responsible to the Minister of Municipal Affairs for the operation of the election (in Local Authorities Election Act).

The biennial city-wide census is conducted to determine the population of the city and to collect demographic data from residents. We rely on census data in considering ward boundary reviews. It is also used for planning purposes by various City departments, the library, police, businesses, schools, community organizations, and others. Located in the west end (16304-114 Avenue), we have a regular staff of up to nine people. We are responsible for hiring up to 3,000 temporary workers during elections and 1,200 during census.

 

Governance and Legislative Services

Mandate

The Governance and Legislative Services section manages all aspects of City Council and Committee meetings. We assist the corporation and City Council in complying with legislation in the decision-making process, which also applies to the extended governance model for civic agencies, boards, and commissions.

 

Tribunals

Mandate

The Tribunals Section supports the Assessment Review Board, the Subdivision and Development Appeal Board, and the Community Standards and Licence Appeal Committee. These quasi-judicial tribunals are independent venues where citizens can appeal decisions made by City Administration allowing them the opportunity to be heard on matters that affect them.

 

Locations

City Hall

Map of 3rd Floor, 1 Sir Winston Churchill Square
3rd Floor, 1 Sir Winston Churchill Square
Edmonton, Alberta

Edmonton Tribunals

Map of Churchill Building, 10019 - 103 Avenue
Churchill Building, 10019 - 103 Avenue
Edmonton, Alberta

Edmonton Elections

Map of 16304 - 114 Avenue
16304 - 114 Avenue
Edmonton, Alberta

For More Information

Office of the City Clerk

3rd floor, City Hall
1 Sir Winston Churchill Square
Edmonton, AB  T5J 2R7

Telephone

780-496-8178

Fax 780-496-8175
Email city.clerk@edmonton.ca

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