VPRS 12110 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.

市政会议纪要（Minutes of council meetings）系依据《1863年市政机构法案（Municipal Institutions Act 1863）》第145条（27 Vic., No.184），以及后续涉及地方治理的相关立法（包括《1958年地方政府法案（Local Government Act 1958）》第6299号）制定。1863年之前已存续的诸多地方政府机构，均以会议纪要的形式留存其会议记录。
上述法案均规定，每次市政会议的全部议事流程均需记录为会议纪要，并附与会全体议员名单，以及对各项动议投赞成票、反对票的议员姓名。会议纪要正本（master set of minutes）需在后续市政会议上审议通过后，由会议主持人或市长签署确认。
本会议纪要涵盖市政当局负责的各类事务范畴，包括市政建设、社区服务、市政税（rates）征收、物业估值及城市规划等领域。
维多利亚州多数市政机构均采用委员会制度。《1903年地方政府法案（Local Government Act 1903）》第1893号废除了单独留存委员会会议纪要的强制要求，改为规定委员会提交给市政会议的报告需纳入市政会议纪要之中。
在部分情形下，委员会会议纪要可直接记录于市政会议纪要簿（council minute books）中，既可替代委员会报告，亦可作为委员会报告的补充内容。
若委员会会议纪要以单独册本留存，则其与市政会议纪要各自构成独立的档案序列。