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City Council minutes

Series consists of the minutes of City Council meetings. Primary access to these records is through microfilm copies in the Archives; minutes for the most recent years are also available on the City's web site ( www.victoria.ca ).

The series includes one volume of draft minutes from 1867-1870. It also contains one volume of minutes from Feb - Sep 1876 pertaining to committees, such as Committee of the Whole, Board of Health, Water Works, and Finance (due to the fact that there was no clear distinction between the meeting arrangements and recordkeeping of Council and its committees at this time). There is also a DVD of the City's 150 anniversary special Council meeting on August 2, 2012.

The Council minutes can be accessed in several manners: through the index to Council minutes (CR-0002), the topical indexes (CR-0015), and through a subject card index created by Archives staff covering the years 1862 to 1870.

A related series (CR-0048) consists of one volume of minutes of special and closed Council meetings from 1896 to 1900, which contains only 27 pages but includes, among other things, information relating to Council's actions regarding the collapse of the Point Ellice Bridge.

The minutes were handwritten until 1909.

Victoria (B.C.). City Council

City Council minutes index

Series consists of an index to City Council minutes (CR-0001).

Records from 1879 to 1918 consist of single volumes for each calendar year. These volumes consist of separate sections for each letter of the alphabet, with individual entries in these sections listed sequentially by date. Access to the minutes through these volumes sometimes requires inferences about which committee was responsible for a particular activity, since topics tend to be recorded only once and listed (where appropriate) under the name of the responsible committee with the topic given as a sub-heading; the issuing of warrants, for example, is found under 'F' for 'Finance Committee - Warrants' rather than under 'W' for warrants. References are to page numbers in the Council minutes volumes.

Records for 1977 to 1980 are in card index format, arranged alphabetically by subject within each year. Records for 1985-1993, which consist of legal size pages filed with the minutes at the beginning of the specific year to which they pertain, are also arranged alphabetically by subject. The index for these years provides better access than the volumes for 1879-1918, but may still cause difficulty in locating topics due to minimal cross-referencing for some years. The index for 1990-1992 will be found on the microfilm version of the Council minutes for those years. These lists are supplemented by the topical indexes (CR-0015), which also index the Council minutes. A draft index to the minutes for 1862-1871 compiled by Archives staff is also available.

There are gaps in the records for 1892-1893, 1906, 1919-1976, and 1981-1982, and 1989.

Victoria (B.C.). City Council

Bylaws

Series consists of local laws and regulations passed by City Council to control, regulate, and administer affairs within its jurisdiction.

The original bylaws are not generally available for access, though bound duplicates of most of them are located in the Archives. While some of the originals are missing, many of those that are can be found among the bound versions. Only those bylaws located in the Archives are included in the file list.

Registered bylaws are those that have been signed and sealed as certified copies of the originals.

Victoria (B.C.). City Council

City Council committee reports

Series consists of reports to City Council by various committees. Prior to the implementation of the committee system in 1885, ad hoc committees were common, and their reports were recorded in the Council minutes (CR-0001).

The reports began to be numbered in 1891. These numbers were used as references in the indexes: the record of reports of committees (CR-0005) and the topical indexes (CR-0015). A chronological item-level descriptive list provides some subject access to the reports for 1885 to 1892.

There are gaps in this series for the first half of 1887, the first half of 1888 and all of 1890.

Victoria (B.C.). City Council

Record of reports of City Council committees

Series consists of a listing of committee reports to Council.

Arranged by file number but not date or subject, although there is a brief subject description of each committee report. For subject access to reports from 1914-1974, see the topical index (CR-0015)

Victoria (B.C.). City Council

Special Auditorium Committee records

Series consists of minutes, reports, and correspondence of this special committee of Council, which was created to investigate possibilities for development of a multi-purpose civic auditorium.

Victoria (B.C.). Special Auditorium Committee

City Council resolutions

Series consists of formal statements of City Council agreed to after the consideration of a motion.

For indexes to the resolutions, see CR-0008.

Victoria (B.C.). City Council

Record of City Council resolutions

Series consists of an index to Council resolutions (CR-0007). It records the following information: the mover and seconder of each resolution, the result of the motion, the subject of the resolution, and its file number.

Arranged chronologically by individual resolution, with sequential numerical references to each.

Subject access to the resolutions is available through the topical index (CR-0015, 1914-1974). See also the index to Council minutes (CR-0002, pre-dominantly 1879-1918 and 1977-1988), which lists topics dealt with by Council but not specific resolutions.

Victoria (B.C.). City Council

City Council letterbook

Series consists of copies of letters sent outward by the City Clerk, mostly communications ordered by Council.

Because the letters were bound chronologically, access is most effective using the alphabetical indexes to the letterbooks. Indexes for 1870 to 1893 are bound in at the beginning of the corresponding letterbooks, providing an alphabetical listing of names of correspondents, whether persons or organizations. Independent indexes providing similar listings are available for 1894 to 1973 (CR-0010), although these indexes also provide in addition a note on the topic of each letter. Subject access can also be obtained through the topical index (CR-0015), which covers the period from 1914 to 1974.

The series is relatively complete, with only a few gaps within years from 1902 to 1908. The first two letterbooks cover 1 April 1870 to 7 April 1873 and 31 March 1870 to 10 June 1875 respectively. The latter volume covers mostly mid 1873 to 1875 but there is still considerable overlap.

Victoria (B.C.). City Council

City Council letterbook index

Series consists of an index to letters sent outward (CR-0009).

Each volume is divided into alphabetical sections. Within each section the names of correspondents, whether persons or organizations, are listed chronologically throughout the year. The index also provides in addition a note on the topic of each letter.

See also the indexes to individual letterbooks before 1893 (CR-0009) and the topical index (CR-0015).

Victoria (B.C.). City Council

City Council correspondence inward

This 31 cm of correspondence is all that remains of the letters received by the City Clerk before 1940.

The correspondence covers a wide range of subjects, but there is no alphabetical subject index to it. A chronological item-level descriptive list, however, provides some access to correspondents and subjects for the existing letters. All correspondence inward from 1893 onwards, whether existing or not, is indexed chronologically in the communications received index (CR-0014).
For other series of letters received, see CR-0012 (1940-1974) and CR-0013 (special correspondence inward).

Victoria (B.C.). City Council

City Council communications received

Series consists of letters received by the Clerk's Office, other than those received primarily from internal and external governmental agencies (for which see CR-0013).

The material is arranged chronologically by received stamp number. "File numbers" (as provided in the file list for this series) combine file and item numbers; for example, "089 001-078" refers to file 89, items 1 through 78. "Reference" numbers are consecutive numbers given to individual items regardless of which file they are part of. In other words, reference numbers "31114-31266" are another way of pointing to the same items indicated by the file numbers "089 001-078".

Access to these records is provided by the communications received index (CR-0014), which is arranged chronologically by received stamp number and includes for each entry the sender and subject. Access can also be obtained through the topical index (CR-0015).
For other series of letters received, see CR-0011 (1862-1916) and CR-0013 (special correspondence inward).

Victoria (B.C.). City Council

Special City Council correspondence inward

Series consists of letters received by the City Clerk from different City departments, community organizations, the federal and provincial governments, professional organizations, and municipalities throughout the world.

Although there are letters dating back to 1908, most of the material dates from the mid 1930's. There are two sequences of records within this series; the first ranging from the earliest material to the 1950s, and the second covering the 1950s through to 1973. This correspondence is arranged by subject and is filed either by received stamp number or chronologically. If the letter received originated within the City administration there will be no received stamp number, it will not be listed in the communications received index (CR-0014), and the file will be arranged chronologically. If the material received originated outside the City administration it will be arranged according to received stamp number and will be listed in the index.

Council meeting agendas, originally described as part of this series, were transferred to CR-0327 (Council Agendas) in 2006.

Victoria (B.C.). City Council

City Council communications received index

Series consists of an index to three series of letters inward: correspondence inward (CR-0011), communications received (CR-0012), and special correspondence inward (CR-0013).

The entries are arranged by received stamp number, and provide information on date of receipt, sender, and topic.

Victoria (B.C.). City Council

Topical index to City Council records

Series consists of an index to the letterbooks, Council minutes, committee reports and resolutions.

Arranged chronologically, one volume per year. Each volume is divided into alphabetical sections. Within each section, topics are entered chronologically throughout the year. In the early volumes the communications inward were indexed, although the material has not survived. The subjects vary over time and are usually well cross referenced.

Victoria (B.C.). City Council

City of Victoria annual reports

Series consists of annual reports of the City.

Clerk's copies for 1927-1957 include typed sheets listing names and positions of some officers and employees that are not included in the published version. For some years, these lists include committee members as well.

"File" numbers provided in the file listing are not original. They refer to numbers given by the Archives to bound volumes (or, for draft copies, folders) for internal inventory control.

Provenance information has been taken from stamps on reports or on volume covers. Where given in square brackets, this information has been inferred from other volumes with similar binding and complementary date ranges which do have stamps.

Victoria (B.C.). City Council

City Council election nomination papers

Series consists of two forms submitted by each candidate for municipal office. First, the actual nomination paper, listing the name, address, and occupation of the nominee, proposer, seconder and witness. Second, for the early years, a declaration by candidates of their qualifications, which included a statement of the nominee's willingness to run for office and a list of property qualifications. This second document was later replaced by a statement of acceptance of nomination.

Victoria (B.C.). City Clerk's Office

Election record books

Series consists of records documenting the results of elections, referenda, loan bylaws and other matters set to a public vote. These records provide the basis for the formal reports sent from the Deputy Returning Officers to the Returning Officer and from the Returning Officer to the City Clerk (CR-0019).

An internal index in the first volume provides some subject access for actions between 1906 and 1913.

Victoria (B.C.). City Clerk's Office

Returning Officer's election reports

Series consists of official reports sent from the Deputy Returning Officers to the Returning Officer and from the Returning Officer to the City Clerk documenting the results of elections, referenda, loan bylaws and other matters set to a public vote. The reports are based on the election record book (CR-0018)

Victoria (B.C.). Returning Officer's Office

City Council credentials

Series consists of declarations by elected officials that they will hold office in good faith and impartially, as well as sworn statements by a member of the Supreme Court of British Columbia witnessing such declarations. In the first few years those people appointed to hold administrative offices (for example, Clerk of the Municipal Council, Assessor, and Chief of Police) were also required to make declarations.

Victoria (B.C.). City Clerk's Office

Voters list

Series consists of lists of all eligible voters.

The lists were updated annually at first and later semi-annually. The only voters lists available before 1908 are those for 1865, 1885, and 1896.

Victoria (B.C.). City Clerk's Office

City Manager's operational files 1

Series consists of records created by the first City Manager. They pertain to virtually all areas of City activity.

Files are arranged primarily by subject within a sequential numerical scheme reflecting a general alphabetical order. Individual descriptions include original file numbers, which range from 1 to 329. Unnumbered files are described after those so numbered.

Victoria (B.C.). City Manager's Office

City Manager's operational files 2

Series consists of records created by the second City Manager. They pertain to virtually all areas of City activity. Earlier Manager's records are described in CR-0022 (predominantly 1950-1963), while later ones are described in CR-0124 (predominantly 1970-1977).

Victoria (B.C.). City Manager's Office

Group 'A' Committee records

Series consists of agendas, minutes, and papers of this standing committee of Council, which dealt with matters of a financial nature.

There are a number of committees that reported to the Group 'A' Committee: the Finance Committee; the Health, Welfare and Personnel Committee; the Lands and Fire Wardens Committee; the Public Transportation Committee; and the Inter-municipal Committee.

Included in addition to the material of the Group 'A' Committee are agendas, minutes, and papers of the Finance Committee (CR-0026) and the Greater Victoria Intermunicipal Committee (CR-0027).

For an alphabetical index to the minutes of the Group 'A' Committee, see CR-0132.

Victoria (B.C.). Group "A" Committee

Group 'B' Committee records

Series consists of agendas, minutes, and papers of this standing committee of Council, which dealt with matters relating to public works.

The following committees reported to the Group 'B' Committee: the Public Works Committee; the Parks and Beautification Committee; the Community Development Committee; the Traffic, Street Design and Street Lighting Committee; and the Urban Renewal Committee. Included in addition to the material of the Group 'B' Committee are agendas, minutes, and papers of the Public Works Committee (CR-0028).

Victoria (B.C.). Group "B" Committee

Finance Committee records

Series consists of agendas, minutes, and papers of the Finance Committee reporting to the Group 'A' Committee regarding all financial matters relating to the preservation and development of the harbour and to public off-street parking.

For an alphabetical index to the minutes of the Finance Committee, see CR-0134.

Victoria (B.C.). Finance Committee

Public Works Committee records

Series consists of minutes and papers dealing with all issues involving Public Works including construction, maintenance and replacement of streets, lanes, sidewalks, bridges, street lighting, civic floats and wharves, and all matters relating to highway access to the City and the regulation of signs on land and buildings owned by the City.

See also CR-0043, Public Works, Lighting, Water and Harbour Committee minutes (1951-1952).

There is a gap in this series from 1942 to 1952.

Victoria (B.C.). Public Works Committee

Recreation and Community Services Committee records

This committee was one of the three standing committees reporting directly to City Council (the others being the Group 'A' and Group 'B' Committees).

The committee oversaw the management of the Memorial Arena, Crystal Gardens, McPherson Playhouse, and Royal Athletic Park as well as general recreation planning and program development.

Victoria (B.C.). Recreation and Community Services Committee

Entertainment Committee records

Series consists of papers pertaining to the planning of City social events, including an official centennial dinner and the plans for a retirement party for long-time City Clerk, Frank Hunter.

Victoria (B.C.). Entertainment Committee

Victoria Town Planning Commission records

Series consists of minutes, annual reports, discussion materials, correspondence and articles of this agency, which was designed to advise Council on overall planning and development within the City.

The Commission was established in 1945 under bylaw 3122 (revised by bylaw 3652), under the authority of the Town Planning Act of BC (SBC 1925, C. 55). It was superseded by the Advisory Planning Commission in 1958.

Victoria (B.C.). Town Planning Commission

Victoria Parking Commission records

Series consists of the records of this agency, which was formed to oversee the planning and development of parking facilities in the City of Victoria.

Victoria (B.C.). Parking Commission

Central Business District Advisory Committee records

Series consists of agendas and papers of this committee of Council.

The committee included members from the City as well as from various local businesses. Issues discussed include planning and zoning in the central business district, transportation, transit, the inner harbour, the downtown economy, and housing development in the downtown area.

Victoria (B.C.). Central Business District Advisory Committee

Victoria and Saanich Beaches and Parks Committee records

Series consists of correspondence and papers of this committee of Council.

The committee was formed because the City of Victoria owned several parks within the boundaries of the Municipality of Saanich, the most notable being Mount Douglas Park. This committee was also known as the Victoria Saanich Mount Douglas Park Committee.

Victoria (B.C.). Victoria and Saanich Beaches and Parks Committee

Capital Regional District Committee records

Series consists of minutes and papers of this committee of Council.

The committee was originally designed to deal with the Capital Region sewerage issue. The title and probably the responsibilities of this committee have changed. This committee has also been known as Engineers Technical Advisory Committee, Technical Advisory Committee, and Regional District Technical Committee.

Victoria (B.C.). Capital Regional District Committee

Transportation, Traffic and Public Safety Committee minutes

Series consists of mainly of the minutes of this City Council committee.

Includes minutes from two meetings of the Greater Victoria Transportation Committee, one in 1951 and one in 1952. Also includes copies of agendas for the last half of 1951 that were originally filed with the City Clerk for information.

Victoria (B.C.). Transportation, Traffic and Public Safety Committee

Buildings Committee minutes

Series consists of one sheet containing minutes 51-17 to 51-20 from the meeting of 15 August 1951.

For an alphabetical index to the minutes of the Building Committee, see CR-0140.

Victoria (B.C.). Buildings Committee

Centennial Advisory Committee records

Series consists of a list of the officers of the Victoria Centennial Celebration Society, 1962 and a report of this special committee of Council, which was created to investigate possible projects to celebrate the 1962 Victoria centennial.

Victoria (B.C.). Centennial Advisory Committee

Public Works, Lighting, Water and Harbour Committee minutes

Series consists of the minutes of this City Council committee. Also includes some agendas originally filed with the City Clerk for information.

For an alphabetical index to the minutes of this Committee, see CR-0137.

See also CR-0028, Public Works Committee records (1926-1962).

Victoria (B.C.). Public Works, Lighting, Water and Harbour Committee

Inner Harbour renewal files

Series includes accounts, clippings, minutes, reports, and plans pertaining to inner harbour renewal projects.

For related records, see the City Manager's records for this period, CR-0124.

Victoria (B.C.). City Manager's Office

Convention Centre files

Series includes clippings, reports, site information, statistics, plans, and draft agreements pertaining to the development of a convention centre.

Victoria (B.C.). City Manager's Office

Architectural and Special Projects Division project files

Series consists of the following project files: centennial decorations, Centennial Square, centennial projects, downtown beautification (includes display panels with black and white photographic panoramas, by downtown block, recording the current state of buildings), Fire Hall, floats, Humber Green, parks, and special projects. Records dating from 1943 to late 1963 were created in the Engineering or Building Inspector's Departments. They were merged with the rest of the files in 1963 as a result of the division head's continuing responsibilities despite his change of position.

Victoria (B.C.). City Manager's Office

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