VPRS 12759 Committee Minutes, Rough

Full description

Minutes of council meetings were created in accordance with section 145 of the Municipal Institutions Act 1863 (27 Vic., No.184) and with subsequent legislation relating to local government including the Local Government Act 1958 (No.6299). Many local government bodies in existence prior to 1863 maintained records of their meetings in the form of minutes.

These Acts have required that for each meeting of council, minutes of all proceedings are recorded together with the names of all councillors present and all who vote for and against motions. The master set of minutes is also required to be signed by the mayor or chairman of the meeting once the minutes have been confirmed at the following council meeting. The minutes relate to the wide range of activities for which the council is responsible, including building, community services, collection of rates, property valuation and town planning.

The committee system is employed by most Victorian councils. The Local Government Act 1903 (No.1893) removed the requirement that separate committee minutes be kept and introduced the requirement that committees' reports to council be included in the council minutes. In some cases, the minutes of committees are recorded in the council minute books, either in lieu of or in addition to committee reports. Where committee minutes were maintained in separate volumes they constitute a separate series from the council minutes.

Draft minutes generally record the names of councillors who attended the meeting, decisions made and sometimes, the names of those who voted for or against a motion. Draft minutes were made while the meetings were in progress in note form. Certified minutes are created from the draft minutes.

Some of the draft committee minutes for Eltham have been transferred as a review consignment because the location of the official minutes is unknown as at 2001. The review consignment (R1) contains rough minutes of the following commitees:

Welfare Committee

Parks and Council Properties Committee

Building Works, Parks and Council Properties Committee

Plenty River Action Committee

Design and Planning Committee

Committee of Whole Eltham Business Centre

Community Welfare Foundation

Civic Centre Ad Hoc Committee

Community Recreation and Arts Facilities Interim Committee

Finance, Staff and Health Committee.