Accessing City Hall

Records routinely available from the City Clerk’s Office

The City Clerk’s Office provides a wide range of information relating to: electing government, making government work and making information accessible.

These are the main types of records routinely available from the City Clerk’s Office:

  • Agendas, minutes and reports from meetings of City Council and its committees
  • Assessment rolls
  • Reports on office expenses for Members of Council
  • Statistics about services such as marriage licenses, gaming licenses, polling
  • Election documents including records about candidates, contributors and voters’ lists
  • Historical government records from City divisions

Type of information

How to get the information

Access to information and privacy protection: guidelines and forms

Corporate Information Management Services (CIMS) unit manuals, guidelines and procedures for City divisions on their responsibilities to make information available and to protect privacy.

Forms and procedures for government agencies and the public to request information from City divisions.

Online - CIMS website – link directly to pages:

Type of information

How to get the information

Archival government records

Records created by Toronto's municipal government and its predecessor municipalities that reveal the decisions, policies, and activities of those governments. Records created by some of the City's agencies, boards, and commissions including Boards of Health and the Toronto Transit Commission.

Online: www.toronto.ca/archives provides an overview of holdings, an online database, exhibits, photographs, maps, and other records.

In person: Archives Research Hall, 255 Spadina Rd.

Phone: 416-397-0778

Email: archives@toronto.ca

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Type of information

How to get the information

Assessment rolls – current year and previous year

Property values of land and buildings across the City of Toronto, including current and previous year assessment rolls.

Assessment information is not available by phone or email. Information may be searched in person and printed assessment information may be purchased.

Online: www.toronto.ca/assessment

In person at Toronto City Hall, Etobicoke Civic Centre, North York Civic Centre and Scarborough Civic Centre Registry Services offices (see City Hall and Civic Centre locations tab for details)

Other locations (no Registry Services offices) have self-serve terminals with assessment information:

  • East York Civic Centre, 850 Coxwell Avenue, Main Floor
  • York Civic Centre, 2700 Eglinton Avenue West, 2nd Floor
  • City of Toronto Archives Research Hall, 255 Spadina Rd.

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Type of information

How to get the information

Assessment rolls – historical

Property ownership, tenancy, and assessed value of land and buildings in the City of Toronto. Assessment information is collected each year for use in the following taxation year.

From 1998: assessment rolls for the amalgamated City of Toronto from the 1998 taxation year to two years prior to the current taxation year.

Pre-1998: assessment rolls for six municipalities that existed prior to 1998 (East York, Etobicoke, North York, Scarborough, Toronto, York) as well as those that existed before 1967 (Brockton, East Toronto, Forest Hill, Leaside, Long Branch, Mimico, New Toronto, North Toronto, Parkdale, Swansea, Weston, West Toronto, Yorkville).

Certified copies are available for a fee.

In person: Archives Research Hall, 255 Spadina Rd.

Phone: 416-397-0778

Email: archives@toronto.ca

 

Type of information

How to get the information

By-laws

All by-laws passed by City Council and committees from 1998 to the present.

By-laws passed by former municipalities from their dates of incorporation to December 31, 1997

By-laws from 1998 to present:

Online: www.toronto/council or www.toronto.ca/legdocs/municode/ - see By-law Status Registry

Alternate: Link directly to by-laws page

By-laws of former municipalities:

Online: www.toronto.ca/archives

In person: Archives Research Hall, 255 Spadina Rd.

Phone: 416-397-0778

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Type of information

How to get the information

Budget

Overview of City Clerk's Office operating and capital budgets, including Budget Analyst Notes and budget presentation slides for certain years.

Online: City Clerk's Office (see Reports and Budgets)

Alternate: Link directly to reports page

Email: clerk@toronto.ca

 

Type of information

How to get the information

Conservation treatment reports

Reports that detail the work done by the Archives' conservator on records that are damaged, fragile, or otherwise in need of treatment.

By written request:

Supervisor, Collection Management and Standards
City of Toronto Archives Research Hall
255 Spadina Rd.
Toronto, Ontario, M5R 2V3

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Type of information

How to get the information

Council and committees – agendas

Meeting notices, agendas, items, communications and background information for City Council and its committees.

Exceptions

Personal information may be withheld where permitted or required by the City of Toronto Act, 2006 or the Municipal Freedom of Information and Protection of Privacy Act.

Communications submitted to Council and Committees on behalf of organizations are posted online. Items from individuals are not posted.

Online: www.toronto.ca/council

Email: clerk@toronto.ca or by contacting the relevant City Clerk’s Secretariat office (see City Hall and Civic Centre locations tab for details)

Confidential attachments:
Some confidential information becomes publicly available after decisions are made. The status of confidential Council matters:
 www.toronto.ca/legdocs/tmmis/conf-release-recent.htm

Type of information

How to get the information

Council and committees – minutes and decisions

Decisions and minutes of City Council and its committees.

Minutes include decisions, motions, votes, rulings and attendance.

Exceptions:

Minutes of closed sessions are withheld where permitted or required by the City of Toronto Act, 2006 or the Municipal Freedom of Information and Protection of Privacy Act.

1998 to present

Online: www.toronto.ca/council

  • use the "Committees" or "Search items" tabs for decisions and minutes
  • scroll to bottom and use the open data link for attendance and recorded votes
  • Alternate: link directly to Member Attendance and Member Voting Record

Before 1998*

Online: www.toronto.ca/archives

In person: Archives Research Hall, 255 Spadina Rd.

Phone: 416-397-0778

*Council minutes are available for the seven municipalities that existed prior to 1998 (East York, Etobicoke, Metropolitan Toronto, North York, Scarborough, Toronto, York) as well as those that existed before 1967 (Brockton, East Toronto, Forest Hill, Leaside, Long Branch, Mimico, New Toronto, North Toronto, Parkdale, Swansea, Weston, West Toronto, Yorkville).

Availability of the minutes and reports of the standing committees varies by municipality. To confirm whether the records you need are at the Archives, please consult the online database.

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Type of information

How to get the information

Council and committees – petitions

Public petitions filed by Council Members at City Council meetings.

Public petitions submitted to the Clerk as correspondence on a Council or Committee agenda.

The purpose statement and number of persons listed on a public petition are included in the minutes of Council or committee meetings.

Online: www.toronto.ca/council

Paper copies: Available by request at clerk@toronto.ca or by contacting the relevant City Clerk’s Secretariat office (see City Hall and Civic Centre locations tab for details)

Type of information

How to get the information

Council and committees – speakers and persons who submit communications

Information is included in the minutes of meetings:

  • Names of speakers who make public presentations to committees
  • Names of persons who submit communications to Council and committees

Online: www.toronto.ca/council

Paper copies of written communications and personal information in it – such as postal address, telephone number or e-mail address – are available upon request at clerk@toronto.ca or by contacting the relevant City Clerk’s Secretariat office (see City Hall and Civic Centre locations tab for details)

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Type of information

How to get the information

Council and committees - public appointments to the boards of City agencies and corporations

Number of applications received for a vacancy.

Names and biographies of recommended and appointed candidates.

Exceptions: Actual applications and personal information are not released.

Online:

General information: www.toronto.ca/ServeYourCity

Council and committee decisions on public appointments: www.toronto.ca/council

Type of information

How to get the information

Datasets – information management

Datasets include: code dates, date of creation, status, holder of official record, format, scope notes, key words, archival appraisals, retention information, record classification (records series management tool), subject thesaurus content, service thesaurus content, geographic name authorities, corporate name authorities.

Online: www.toronto.ca/open

Phone: 416-392-4911

Email: infomgmt@toronto.ca. Contact Corporate Information Management Services for more information.

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Type of information

How to get the information

Directory of records

Description of all the types of general records and personal information maintained by each City division

Online: www.toronto.ca/accessingcityinformation (see City Information Management Library and scroll to the bottom of the page).

Alternate: Link directly to the page

Type of information

How to get the information

Education programs

Scripts and related material for educational programs delivered by Archives' staff at the Archives or at City Hall.

By written request:

Supervisor, Reference and Outreach
City of Toronto Archives, 255 Spadina Road
Toronto, Ont. M5V 2V3

Email: archives@toronto.ca

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Type of information

How to get the information

Elections - candidate files

Nomination papers, declarations of qualifications, completed forms, etc. If candidate provides consent, contact information is provided by phone, mail or e-mail as requested during the election year.

Online: www.toronto.ca/elections

In person
Candidate files are available for viewing at Election Services, City Clerk’s Office:
City Hall, 100 Queen St. W., Fl 1 North
and Election Services, 89 Northline Rd.

Phone: 416-338-1111

Email: elections@toronto.ca

Type of information

How to get the information

Elections - candidate financial statements

Candidate financial activities including all expenses and contributions pertaining to the candidate's campaign.

Online: www.toronto.ca/elections

In person
Complete applications are available for viewing as of March 31 in the year after an election at Election Services, City Clerk’s Office:

City Hall, 100 Queen St. W., Fl 1 North
and Election Services, 89 Northline Rd.

Phone: 416-338-1111

Email: elections@toronto.ca

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Type of information

How to get the information

Elections - contribution rebate applications

Application forms from individual contributors to receive a rebate for contributions made to the campaign of a candidate running for Council.

In person:
Applications are available for viewing as of March 31 in the year after an election at Election Services, City Clerk’s Office:

City Hall, 100 Queen St. W., Fl 1 North
and Election Services, 89 Northline Rd.

Phone: 416-338-1111

Email: elections@toronto.ca

Type of information

How to get the information

Elections - proxy certificates and voters' list amendment applications

Proxy certificates that have been certified by the City Clerk.

Applications submitted by eligible electors to have their name added to or deleted from the voters’ list or to have their information changed.

Online: www.toronto.ca/elections

In person:
Available for viewing starting the Tuesday after nomination day through to the 90th day following the City Clerk’s declaration of results in an election year (mid-February of the following year) at Election Services, City Clerk’s Office:

City Hall, 100 Queen St. W., Fl 1 North
and Election Services, 89 Northline Rd.

Phone: 416-338-1111

Email: elections@toronto.ca

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Type of information

How to get the information

Elections - results

Election results from 2003 to present.

The Clerk's Official Declaration of Results listing all candidates and the number of votes for each candidate.

Poll-by-poll results with the number of votes for each candidate in every ward and subdivision.

Online: www.toronto.ca/elections

In person: Election results are available for viewing at Election Services, City Clerk’s Office:

City Hall, 100 Queen St. W., Fl 1 North and Election Services, 89 Northline Rd.

Phone: 416-338-1111

Email: elections@toronto.ca

Type of information

How to get the information

Elections – voters' list

In an election year, a preliminary list of electors is made available beginning the first Tuesday after Labour Day. Revisions to the list are made and the voters' list is produced for election day. Voters can check to see if their name is on the list.

Online: Use the online tool, MyVote, at www.toronto.ca/elections/myvote

In person: Election Services,89 Northline Rd., or at City Clerk's Offices (only during election period):

  • City Hall, 100 Queen St. W., Fl 1 N
  • Etobicoke Civic Centre, 399 The West Mall, Main Floor
  • North York Civic Centre, 5100 Yonge St., Ground Floor
  • Scarborough Civic Centre, 150 Borough Dr. Floor 3

Phone: 416-338-1111

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Type of information

How to get the information

Events supported or led by Protocol Services

Information about events supported by Protocol Services, and public events such as Remembrance Day, ceremonies and commemorations, including costs, who paid for the event, and the group(s) that attended the event.

Exceptions:

In some cases, the City Clerk’s Office is not the owner of the information, so requests must be made to the division that held the event.

Online: www.toronto.ca/protocol (see 'Announcements')

Phone: 416-392-7666

Email: protocol@toronto.ca

Type of information

How to get the information

Exhibit files

Working files for exhibit preparation at the Archives, including exhibit text and image information.

By written request:

Supervisor, Reference and Outreach
City of Toronto Archives Research Hall
255 Spadina Rd.
Toronto, Ontario, M5R 2V3

Phone: 416-397-0778

Email: archives@toronto.ca

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Type of information

How to get the information

Flag – history

History of competitions to select the City of Toronto flag.

Online: www.toronto.ca/protocol (see Symbols and History)

Alternative: Link directly to page

Phone: 416-392-7666

Email: protocol@toronto.ca

Type of information

How to get the information

Flag raisings

Date and name/subject of flag raisings at City Hall & Civic Centres.

Online: www.toronto.ca/protocol

Alternative: Link directly to page

Phone: 416-392-7666

Email: protocol@toronto.ca

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Type of information

How to get the information

Freedom of Information requests

Online: www.toronto.ca/open (search on "Get the Data")

Alternative: Link directly to page

Email: infomgmt@toronto.ca

Type of information

How to get the information

Gaming/lottery licence information

Confirmation of licence issued including licence holder, licence number, date of event and event location.

In person: Gaming Services
City Hall, 100 Queen St. West, Main Floor

Phone: 416-392-7037

Email: lotterylicences@toronto.ca

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Type of information

How to get the information

Information Management Liaison staff meeting materials

Agendas, minutes and presentations for cross-divisional IML meetings

Phone: 416-392-4911

Email: infomgmt@toronto.ca

Type of information

How to get the information

Key to the City - recipients

Recipients of the ceremonial key to the City starting at amalgamation in 1998.

Online: www.toronto.ca/protocol (scroll down to heading on left side of page)

Phone: 416-392-7666

Email: protocol@toronto.ca

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Type of information

How to get the information

Marriage licences

Confirmation if a licence has been issued to specific individual(s) within the previous three months.

Online: www.toronto.ca/marriage

In person: Registry Services, City Hall, 100 Queen St. West, Main Floor

Phone: 416-392-7036

Email: registryservices@toronto.ca

Type of information

How to get the information

Members of Council – contact information

Contact information, office location and staff names for Council offices. PDF phone directory and open data Excel file.

Online: www.toronto.ca/councillors

Alternatives: Link directly to PDF file
Link directly open data page

Phone: 311

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Type of information

How to get the information

Members of Council – office expenses

Detailed office expense records for each Councillor starting in 2008. Amounts are sorted by expense category and include PDF copies of all invoices, updated quarterly.

For 2007: report shows, on a quarterly basis, office expenses, office travel, business travel and donations to community groups.p>

For 2006-2007: invoices, receipts and supporting documents are available for viewing on request. Notes may be taken or copies made.p>

For 2005 and earlier: must be requested through the Freedom of Information process.

Online: www.toronto.ca/councillors (see Expenses tab)

Alternative: Link directly to the page

Freedom of Information requests: www.toronto.ca/accessingcityinformation (See left navigation list)

In person: Strategic Integration and Excellence
City Hall, 9th floor, west tower
100 Queen St. West

Phone: 416-392-7038

Email: clksupp@toronto.ca

Type of information

How to get the information

Members of Council – general expenses and communications

Expenses from the Council General Expense Budget for Constituency Offices and Other Expenses and from the General Entitlement for Communications with Constituents budget.

For 2013 to present, amounts are posted quarterly, sorted by expense type and include PDF copies of all invoices.

For 2012, amounts are sorted by category per Councillor.

Online: www.toronto.ca/councillors (see Expenses tab)

Alternative: Link directly to the page

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Type of information

How to get the information

Members of Council – travel expenses

Expenses from the Council Business Travel Budget.

For 2014 to present, amounts are posted quarterly, sorted by expense type and include PDF copies of all invoices.

For 2012, amounts are sorted by Councillor and trip.

Online: www.toronto.ca/councillors (see Expenses tab)

Alternative: Link directly to the page

Type of information

How to get the information

Members of Council and Council appointees to local boards and other special purpose bodies – remuneration and expenses

Summary annual reports on remuneration and expenses of Members of Council and of Council appointees to local boards and other special purpose bodies. Posted from 1997 to present.

Supporting transaction documents: personal and other MFIPPA-exempted information is redacted.

Copies are available for 50 cents/page.

Online: www.toronto.ca/councillors (see Expenses tab)

Alternative: Link directly to the page

In person: Strategic Integration and Excellence
City Hall, 9th floor, West tower
100 Queen St. West

Phone: 416-392-7038

Email: clksupp@toronto.ca

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Type of information

How to get the information

Members of Council – gifts and benefits

  • Donations to Council Member-organized community events including copies of Donor Declaration forms and event flyers
  • Travel paid by a third party
  • Other gifts and benefits

Online: www.toronto.ca/councillors (see Members of City Council | Gifts, Benefits & Donations link)

Alternative: Link directly to the page

Type of information

How to get the information

Members of Council – legal expenses

Fees related to:

  • access to records held by a Member
  • matters as per the Indemnification Policy for Members of Council
  • complaints or investigations handled by accountability officers
  • investigations by Toronto Polices for matters related to a Councillor's duties and responsibilities, but excluding criminal investigations

Beginning in 2012: Amounts are disclosed as a total, including the Members' names on a summary basis.

Beginning in 2014: Amounts are disclosed as a total, without Member names.

Online: www.toronto.ca/councillors (see Expenses tab)

Alternative: Link directly to the page

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Type of information

How to get the information

Members of Council – out-of-province conference reports

Beginning in 2014, reports filed by Members of Council who attend out-of-province conferences.

Online: www.toronto.ca/councillors (see Expenses tab)

Alternative: Link directly to the page

Type of information

How to get the information

Municipal clearance for liquor licences

Information about requests by businesses for clearance from City for a liquor licence, and confirmation on whether an application has been submitted.

In person: Registry Services, City Hall,
100 Queen St. West, Main Floor

Phone: 416-392-7036

Email: registryservices@toronto.ca

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Type of information

How to get the information

Polling – current polls

Name of poll (address), tracking number, subject, division requesting poll, geographic area, affected wards, languages available for translation, date ballots mailed out, poll end date.

Typical topics for polls include: creation of a business improvement area, front yard parking, permit parking, traffic calming, boulevard cafes.

Online: www.toronto.ca/polling (see left navigation for "Poll listing")

Alternative: Link directly to page

In person: Registry Services, City Hall,
100 Queen St. West, Main Floor

Type of information

How to get the information

Polling – closed polls

Name of poll (address), affected wards, subject, division requesting poll, geographic area, languages available for translation, date ballots mailed out, poll end date, number of ballots sent and received, detailed results.

Specific details such as voter names will not be released.

Typical topics for polls include: creation of a business improvement area, front yard parking, permit parking, traffic calming, boulevard cafes.

Online: www.toronto.ca/polling 

For polls conducted before April 20, 2015: Link to page
For more recently closed polls: Link to page

In person: Registry Services, City Hall,
100 Queen St. West, Main Floor

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Type of information

How to get the information

Privacy – reviews of forms

Information about City forms and how data collected from them is protected.

Phone: 416-392-4911

Email: infomgmt@toronto.ca
Contact Corporate Information Management Services for more information.

Type of information

How to get the information

Proclamations

Date and text of proclamations issued for the Mayor's office (via Protocol Services) for public awareness and fundraising campaigns, arts and cultural celebrations and special honours.

Online: www.toronto.ca/proclamations

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Type of information

How to get the information

Record destruction authorization forms

Summarized descriptions of records authorized for destruction. Does not include detailed inventories of box contents, which may contain personal information.

Phone: 416-392-4911

Email: infomgmt@toronto.ca
Contact Corporate Information Management Services for more information.

Type of information

How to get the information

Records retention authorization forms

Description of a category of records and the rules for how long records of that category are kept. Forms include the title, date of submission, vital record status, holder of official record, analysis and scope notes, retention schedule, applicable legislation, archival review notes, retention information, approvals.

Phone: 416-392-4911

Email: infomgmt@toronto.ca
Contact Corporate Information Management Services for more information.

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Type of information

How to get the information

Statistics

Statistical information about City Clerk's Office services including open data publishing, staff training, privacy (investigations and consultations), freedom of information requests, birth and death registrations, lottery licensing, marriage licenses, travel letters.

Email: clerk@toronto.ca

Type of information

How to get the information

Wedding chamber bookings

Statistics about bookings for City-run wedding chambers at North York, Scarborough and York Civic Centres.

In person: Registry Services, City Hall,
100 Queen St. West, Main Floor

Phone: 416-392-7036

Email: registryservices@toronto.ca

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