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City of Coquitlam. Council and Office of the City Clerk
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Regular Council Minutes

Series consists of Council meeting minutes, the official record of the discussion and decision-making activities of the governing body of the City of Coquitlam and its predecessors (The District of Coquitlam and the Corporation of the District of Coquitlam). The minutes address all aspects of local municipal government, including municipal taxation, land and building regulation, public health, safety, culture and recreation, and public works. Confidential or sensitive issues are addressed in Executive (Closed) Council meetings, the minutes of which are maintained as a separate series.

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Council Resolutions Indexes

Series consists of Council resolutions indexed alphabetically by subject with pertinent resolutions numbers listed after each topic. Resolutions that arise from regular and executive council meetings are numbered consecutively on an annual basis. For the year 1952, the Council resolutions are arranged according to name, place and department; in subsequent years, they are alphabetized by subject. The indexes were made by the Clerk's office contemporaneously with the minutes using their own indexing vocabulary.

The indexes take the form of bound volumes until 1962, 3x5 index cards for the years 1963 to1982 and small thee ring binders for 1983-1994.

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Public Hearing Minutes

Series consists of the minutes of public hearings that usually concern zoning law changes. Public hearings are open to the public and are attended by the Mayor and Council and appropriate staff including the Planning Director, Municipal Engineer, Municipal Clerk and their deputies. Arrangement of the records is chronological. Prior to 1978, public hearing minutes were kept as part of Committee and Commission minutes, and began in 1959.

Zoning and land use legislation cannot be adopted without a public hearing to address their possible effects on property owners. The minutes are the legally required reports on these hearings.

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Clerk's Office Files

Series consists of Clerk's correspondence arranged alphabetically by subject. Subjects range from permit applications, auctions, air pollution, budgets, electrical and water service, elections, finance, garbage disposal, the Historical Society, insurance claims, the library, parks, public hearings, schools, recreation, superannuation, voters? lists, tax assessment and zoning. Alphabetic miscellaneous files proceed each letter block and in some years as a block of "miscellaneous A-Z" files are located together at the beginning of annual block.

Earliest material was filmed in 1961 and subsequent filming was done roughly on an annual basis. Filming was done in batches, with closed files pulled for filming and active ones carried forward to the next year. Specific titles of filmed files are listed along with
notes regarding their annual status (i.e. pulled or brought forward), in a series of annual indexes. An index to the individual microfilm reels was created in the 1990s.

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Letters Patent

The file consists of the original 1894 Letters Patent for the Corporation of the District of Coquitlam, as well as the original 1992 Letters Patent, and copies of the 1891 Letters Patent and 1894 Letters Patent. The file also includes Letters Patents from 1926, 1957, and 1969 as well as correspondence relating to requests for copies of the letters patent.

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Council Committee Minutes 1975

The file consists of the minutes of Council Committee meetings of committees beginning with the letters "F" through "Z" for the year 1975.

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Reports to Council

The series consists of Reports to Council from both regular council and the executive committee from 1990 to 1994.

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