Access Status Some of these records have been microfilmed. Please use the microfilm copies when possible. How to use the Records Minutes of meetings are arranged in chronological order by date of meeting. Consult the Accession Consignment List to determine which unit contains the minutes for the period in which you are interested. Indexes were occasionally created for minutes. These are found either in the volumes that they index or in a separate volume. Function / Content 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. Recordkeeping System GRS 816: Unit 7 is a Valuation Book. Unit 8 is a Rough Minute Book for the period 8/1908 - 11-1911. The official Council Minutes for that period are recorded in Unit 9 and 10. Notwithstanding the above, the Council Minutes are in order until Unit 41 (which is itself part of a box). Unit 42 is contained within the same A1 box and is in fact an Index to Council Minutes for the Jul 1976 to Dec 1990. Unit 46 consists of Committee Minutes and minutes of council meetings held in camera. Unit 48 - Index to Council Minutes for the period 2/1991 to 4/1994. While it is described as an Index it is not so in the true sense. It is rather a synopsis of papers presented and matters discussed. It is closer to an agenda than an index. The latter index was actually somebody's personal copy.