VPRS 14714 Council Minutes

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.

议会会议纪要的制作，需遵循1863年《市政机构法》（27 Vic., No.184）第145条，以及后续涉及地方治理的相关立法（包括1958年《地方政府法》（No.6299））的要求。1863年之前便已存续的诸多地方政府机构，即已采用会议纪要的形式留存会议记录。上述立法均明确要求：每次议会会议的全部议事流程均需如实记录，同时登记全体出席议员的姓名，以及所有对动议投赞成票、反对票的议员信息。会议纪要正本需经下一次议会会议审议确认后，由当次会议的市长或议长签署生效。该会议纪要涵盖议会权责范围内的各类政务活动，包括市政建设、社区服务、市政税费征收、财产估值与城镇规划等。维多利亚州多数议会均采用委员会治理模式。1903年《地方政府法》（No.1893）废除了单独留存委员会会议纪要的强制要求，转而规定委员会提交给议会的工作报告需纳入议会会议纪要。在部分场景中，委员会的会议纪要会直接记入议会会议纪要簿，可替代委员会工作报告，亦可作为报告的补充内容。若委员会会议纪要以单独卷宗形式留存，则其与议会会议纪要各自构成独立的档案序列。