Municipal Records at the Archives of Ontario
Archives
of Ontario
Research Guide 209
The Archives of Ontario has a significant collection of
local government records, ranging in date from approximately
1821 to 1971. Although the collection contains records from
all regions of the province, it is by no means comprehensive
and southern municipalities predominate. Lower tier municipalities,
such as townships and villages, may be documented to some
extent at the county level.
Municipal records can include minutes and by-laws, assessment
and collectors rolls, and general financial and administrative
records (see Definitions of municipal
terms).
Many other archives in Ontario hold municipal records.
The Municipal Archives Interest Group of the Archives Association
of Ontario has produced a Directory of Municipal Archives
which provides information on all repositories in the province
that hold municipal records. Information on obtaining a
copy of this Directory is found at the AAO
web site.
How to Find Municipal Records at the Archives of Ontario
The Archives of Ontario holds originals and microfilmed
records for the municipalities listed
below. Click on the reference code to view
a description of those records; alternatively, search the
Archives Descriptive Database (Archival Descriptions option).
Municipal Change and Evolution
The names of some municipalities, and their administrative
levels, have changed considerably over the years. A permanent
on-line exhibit on the Archives of Ontario web site, The
Changing Shape of Ontario: a Guide to Boundaries, Names,
and Regional Governments traces many of the
highlights of municipal evolution.
Has the municipality you are looking for changed its name?
Sources available at the Archives for tracing the names
of municipalities over time:
- Successor and predecessor municipalities are mentioned
in the detailed Administrative Histories provided for
many of the municipalities listed below.
- Series RG 19-20, Ontario Municipality Incorporation
History files include historical background on all existing
municipalities up to the early 1980s.
- The annual Municipal Directory, produced by the Association
of Municipal Managers, Clerks and Treasurers of Ontario
(AMCTO), includes an excellent historical overview of
amalgamations and name changes. The directory is available
in the Archives’ Reading Room. It can also
be ordered from the AMCTO; consult their web-site
http://www.amcto.com/home.asp for ordering
information.
- There are numerous reference books on Ontario place
names in the Archives’ Library, including Places
in Ontario by Nick and Helma Mika and Place Names of Ontario
by Alan Rayburn. Both are available in the Archives’
Reading Room.
Many places in Ontario were never incorporated as municipalities
but included a post office or railway station. These places
often are known by locally-recognized names. When trying
to locate a hamlet, dispersed rural community or other small
centre, consult the Gazetteer of Ontario (a copy is in the
Archives’ Reading Room). Arranged alphabetically
by geographic and settlement names, the Gazetteer will provide
you with the township and county in which these small communities
are located. With that information it should be possible
to determine if relevant records are available.
Levels of Municipalities
Districts, 1793-1849
Districts were the original unit for municipal and judicial
administration in Ontario. From 1793 to 1838 officials of
the Districts were responsible for the assessment of real
and personal property to undertake taxation for local improvements
and district expenses. From 1793 to 1842, local Assessors
reported to the magistrates of the Courts of Quarter Sessions
of the Peace who were responsible for the municipal and
judicial administration of the District. Beginning in 1842
District Councils were established to administer the collection
of local taxes and to manage expenditures on local projects.
The Districts were abolished under Ontario Statutes 1849,
Chapter 78.
Districts, 1867-present
As the Province of Ontario expanded beyond the original
boundaries of Upper Canada it established basic units of
government for the thinly populated areas north of the settled
areas. In the north, these Districts provide a basic administrative
framework for municipal government similar to counties,
though with less autonomy and of a far greater size.
Counties
Counties were originally the basis for ridings in the Legislative
Assembly, but following the passage of the Baldwin Act,
Canada Statutes 1849, Chapter 81, they assumed the role
of upper tier municipality. Administratively townships,
villages, and most towns and cities, form a part of the
County. Counties are governed by councils composed of the
Reeves and Deputy Reeves of the townships, villages, and
non-separated towns and cities that form a part of the county.
Cities
As a unit of municipal government, cities pre-date both
counties and townships (first incorporated city was Toronto
in 1834). Traditionally, classification as a city has depended
upon the size and density of a population. Cities are governed
by elected councils consisting of a mayor and a number of
councillors based on the population of the municipality.
A number of cities in Ontario are classed as "separated",
in that they no longer form a part of the County administration.
Towns
Like cities, a number of Towns were incorporated prior
to the passage of the Baldwin Act reflecting significant
urban concentrations within a geographic township. Towns
are governed by elected councils consisting of a mayor and
a number of councillors based on the population of the municipality.
A number of towns in Ontario are classed as "separated",
in that they no longer form a part of the County administration.
Villages
Like cities and towns, villages are incorporated when a
community within a township reaches a certain population
density that justifies the creation of a separate administrative
structure. Villages are governed by elected councils consisting
of a Reeve, Deputy Reeves and a number of councillors based
on the population of the village. A village is part of the
county administration but not part of the surrounding township.
Townships
Townships are incorporated to provide local municipal government
for rural communities. Townships have a council consisting
of an elected Reeve, Deputy Reeves, and councillors, the
number of which depends on the population of the township.
Townships have always formed a lower tier of government
within the county.
Improvement Districts
Improvement Districts are a form of local government established
in unorganized territory when a rural community reaches
an established size. Although possessing similar powers
to a Township, the Improvement Districts are administered
by an appointed Board of Trustees which is responsible to
the Minister of Municipal Affairs and Housing.
Police Villages
Police Villages were established under County By-Law which
provided for the appointment of a Board of Police, for a
specific area within the county, with limited powers to
pass by-laws and regulations for public order and maintenance.
They formed a part of the surrounding township for all other
purposes. Police Villages had no elected council and no
taxation powers.
Definitions of terms used in municipal records
Assessment Rolls
Assessment Rolls are used to record information about a
resident's property in order to determine the amount of
taxes payable on real property. The following information
is recorded: land and building value; status as residence
or business; religion (for school taxation purposes), age,
and occupation of head of household; number of people living
on the property. Other information is collected from time
to time reflecting local or provincial requirements.
Board of Health
The Municipal Act requires local governments to establish
Boards of Health to monitor and make recommendations to
the municipal council regarding public health issues, including
water quality and sanitation.
By-laws
By-laws are a form of legislation passed at the local level
relating to matters under the jurisdiction of the municipality.
For the most part they relate to land use, public order,
road closings, some expenditures and similar issues. They
are enforceable by the District Court although many classes
of by-law have been subject to approval by the provincial
government (eg. road-closings, capital expenditures and
zoning by-laws).
Cash Books
Cash Books are used to record general cash transactions
by the municipality, incoming and outgoing, relating to
day to day business.
Clerk-Treasurer's Records
This is a generic term used to describe records such as
Journals, Ledgers, Day Books, and Cash Books which record
the day to day financial and administrative management of
the municipality.
Collectors Rolls
These volumes record much of the same information found
in Assessment Rolls, but provide additional information
relating to payments and tax arrears.
Combined Rolls
Combined Rolls were introduced in many municipalities around
the 1920s to replace the separate Assessment and Collectors
Rolls.
Committee of Adjustment
These local committees were established to examine requests
to make changes to properties or buildings that were in
partial violation of existing planning by-laws and to negotiate
agreements between neighbours over conflicts in these matters.
Council Minutes
Council Minutes record the decisions, sometimes with supporting
documentation, reached by the Municipal Council.
Councillor
Municipal representative elected either at large or by
ward.
Court of Revision
The hearings of this court relate to appeals against property
tax assessments. In general the Court of Revision consist
of the Mayor or Reeve and several councillors.
Debentures
Debentures are issued as a means of raising money, generally
for the purposes of specific capital projects such as municipal
roads or other types of infrastructure. Purchasers of debentures
are paid back their initial investment plus a specified
rate of interest over a period of years.
Journals
Journals are used to record day to day receipts and disbursements
by the Municipality from all sources and in all forms.
Ledgers
Ledgers record credit and debit balances for the municipality
and are used to maintain general control over the financial
situation of the local government.
Legislative Franchise
Property/income qualifications for municipal elections
remained in place in Ontario well into the 20th century.
The Legislative Franchise rolls list individuals who qualified
for the municipal franchise, with details extracted from
the assessment rolls. The voters lists are a less detailed
version of the same type of document.
Mayor
The elected head of a town or city.
Mother's Allowance Board
Provincial legislation allowed municipalities to establish
local committees to assess applications for support by widowed
or abandoned parents.
Municipality
Municipalities are incorporated organizations with broad
powers to administer local affairs and to raise money for
these purposes through direct taxation on property and through
debentures. The Archives of Ontario has records relating
to districts, counties, cities, towns, villages, townships
and local improvement districts.
Old Age Pension Board
Provincial legislation allowed municipalities to establish
local committees to assess applications for support by the
elderly.
Reeve
The elected head of a village or township.
Statute Labour
Prior to the development of a comprehensive system of property
taxes, repair work on bridges and roads was the responsibility
of the fronting property owners. This work was described
as statute labour. As an alternative, the property owner
could make a cash payment in lieu of the physical work.
Over time, the cash payments became the norm and the work
was carried out by contract labour.
Ward
Electoral district within a municipality.
Making Contact
Ready and Willing
Although unable to do your land records research for you, our reference archivists are waiting to assist you. You may telephone or write to them by mail or email or
- best of all - visit the Archives of Ontario.
Contact us
Telephone: 416-327-1600 Toll free (Ontario): 1-800-668-9933
Fax: 416-327-1999
Email: reference@ontario.ca
Address: Archives of Ontario, 134 Ian Macdonald Blvd., Toronto, ON M7A 2C5
Website
For information about the Archives holdings, as well as access to research guides and other customer service materials available through the Archives of Ontario, please visit our website
www.ontario.ca/archives.
Customer Service and Research Guides
The Archives of Ontario has published a series of in-depth research guides on a variety of specific topics. For more information, please see
Research Guides and Tools under
Start Your Research on the home page of the Archives website.
List of Municipalities with Records at the Archives of Ontario
Click on a letter for a list of the
municipalities starting with that letter of the
alphabet; then click on the reference code to view a
description and instructions for viewing the
records. Alternatively, search the Archives
Descriptive Database (Archival Descriptions option)
using the reference code or the name of
municipality; for codes beginning with F, finding
aids are also available in the Reading Room.
Please note that clicking on the
municipality links below will open a new browser
window.
Explanation of Reference Codes
| F |
(eg. F 1565 Township of Brunel fonds) - original records
and/or microfilm created by the Archives of Ontario. |
| D |
(eg. D 115 Village of Ayr diffusion material) - diffusion
microfilm created by the Genealogical Society of Utah
of records for which the Archives of Ontario does not
hold the originals.
|
| RG 21 |
formerly all municipal records had an RG 21 reference
code. Some older microfilm and published material will
use this old reference; however this listing uses current
codes and titles. |
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