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City of Coquitlam. Council and Office of the City Clerk
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Security Dockets

Series consists of legal documents sent to the Clerk?s Office or signed and sealed by Council and registered under the Clerk?s docket system. Such records include public works contracts, service agreements, deeds, development permits, development variance permits, subdivision permits, zoning and rezoning permits, grant documents and insurance policies, as well as some supporting correspondence. Each docket was given a unique docket number by the Clerk?s Office and filed numerically. Generally speaking, the dockets are the original records corresponding to Council resolutions dealing with the acceptance of agreements or approval of permits. The first two dockets contain records relating to the District?s incorporation.

City of Coquitlam. Council and Office of the City Clerk

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.

City of Coquitlam. Council and Office of the City Clerk

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.

City of Coquitlam. Council and Office of the City Clerk

Manager's Reports

Series consists of municipal manager's reports written for each meeting of the Council and providing both summaries and recommendations regarding various municipal administrative matters of the day. The position of city manager was created by bylaw 1410 in 1966, when Ray LeClair was promoted from city clerk to city manager.

Topics of the manager?s report range from internal administrative memos on personnel matters to bylaw development. The manager?s reports refer to and comment upon nearly every topic that would concern a municipal administration.

City of Coquitlam. Council and Office of the City Clerk

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 correspondence relating to requests for copies of the letters patent.

City of Coquitlam. Council and Office of the City Clerk

Executive Committee Minutes

Series consists of the minutes of meetings of the Executive Committee of Council. The meetings deal with confidential issues and, as such, are in camera or closed to the public. The issues addressed include those related to personnel, labour relations, property security, law enforcement, litigation affecting the municipality, and land acquisition or disposal. Meetings are attended by Council members and required staff, including City Manager, Municipal Solicitor, and departmental directors or general managers.

City of Coquitlam. Council and Office of the City Clerk

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, 3?x5? index cards for the years 1963 to1982 and small thee ring binders for 1983-1990.

City of Coquitlam. Council and Office of the City Clerk

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