The Office of the City Clerk is a team of staff committed to guiding and facilitating the efficient and effective delivery of administrative, legislative and support services for Council and its Committees, the City and the Public. We are located on the fourth floor of City Hall at 10 New Gower Street.
The City Clerks office strives to facilitate effective organization through the delivery of administrative, legislative and support services to Council. It is an effective conduit between Council, City Departments and the general public, providing perspective and guidance on policies and opinions that are independent from those of other City Departments. The Office is central to government transparency as it is the keeper of official records and oversees Access to Information and the Protection of Privacy legislation for the City.
The Office of the City Clerk is responsible for:
- Legislative Services
- Archives and Records Management
- Office Services
- Civic Events and Catering Services
- Corporate Policy Committee
To book a room at City Hall for non-profit or community organizations, complete the Room Usage Agreement form.
View the list of Council committees, working groups and experts panel here.
Contact us at:
P.O. Box 908, St. John’s, NL, A1C 5M2
Legislative Services is a multi-faceted division, serving as the primary link between council and staff. This dynamic group keeps the internal workings of the City moving through effective communication, organization and oversight.
- provides legislative support to Council and its committees
- prepares and coordinates agendas and minutes for all meetings of Council and its committees
- ensures the business of Council, its committees, boards, working groups and expert panels are conducted in accordance with all applicable statues, regulations and by-laws
- oversees the appointment of members to the boards and committees of Council as per their corresponding terms of reference
- provides administrative support to the Assessment Review Court and the Local Board of Appeal
- responsible for conducting the municipal election every four years in accordance with the Municipal Elections Act
- processes official correspondence to and from Council
- keeper of the Corporate Seal
- provides administrative and clerical support services to Councillors as required
- process all requests received under the Access to Information and Protection of Privacy Act
Archives and Records Management
This division preserves, promotes, and makes public the City’s corporate history by archiving documents through systematic records management controls and standards including the following:
- preserves the City’s official records and the collection of material related to its history, for example, government records; collections provided by the public; architectural drawings; and photographic materials and maps dating from the 1830’s
- maintains the Fine Art Collection
- tracks all policies, by-laws, and provides research services for the various City Departments
This division provides corporate wide services throughout the city in the following areas:
- printing services both internally and to nonprofit groups
- collects, sorts and distributes mail to/from Canada Post and all City facilities
- liaises with all City departments to determine their specific office and telecommunications needs
- based on departmental needs, negotiates with third party vendors to determine the most efficient and cost effective solutions to meet those needs
- responsible for the maintenance of databases associated with all equipment
- responsible for the payment of all costs associated with the use of all equipment
Staff and non-profit users can operate effective gatherings in our meeting rooms with the support of Civic Events and Catering Services
- responsible for the coordination, guidance and delivery of services associated with Civic Functions
- coordinates all room rentals activities for outside non-profit groups
- provides for the daily set-up and clean-up of all conference rooms
- facilitates all requirements for meetings including food and equipment
The Corporate Policy Committee was established after approval at a regular meeting of Council held November 9, 2015. The mandate of the Committee is to provide a consistent review and approval process for all corporate policies within the City to ensure they are given full internal consideration prior to being submitted for Council approval. The specific responsibilities of the Committee, and City staff serving on the committee are outlined here.