|
|
City of Coquitlam Council and Office of the City Clerk fonds [textual record, textual record : microform]. -- 1891-1997; predominant 1891-1990
32 m of textual records
397 microfilm reels
Administrative history:
The position of the City Clerk was established at the first meeting of the District of Coquitlam Council on August 22, 1891 and R.D. Irvine was engaged at the salary of "not more than $50.00 for the balance of year". Originally the treasurer, assessor and records manager for the District, the City Clerk eventually became Municipal Council liaison with a separately appointed Treasurer. The Clerk's chief function is to be secretary to Council, Council Select and Special Committees, to the court of property tax revision and secretary to the Board of Variance and Family Court Committee. The Clerk is responsible for Council correspondence and for civic public relations. The Clerk is also the Returning Officer for elections to Council and the School Board and is the custodian of the municipality's bylaws. Since the Clerk's Office has responsibility for record keeping, its records serve as one of the more diverse sources documenting Coquitlam's development as a municipality.
The area between New Westminster and Pitt River along the Fraser River in British Columbia became settled in the pursuit of trapping, fishing and logging beginning in the 1820's. Industry and significant settlement began with the opening of Fraser Mills sawmill on the north bank of the Fraser in the last years of the 19th century. Coquitlam comprised an area of approximately sixtyfive square miles that had been surveyed by Royal Engineer A.L. Breakenridge in 1863. By the late 1880s, it became evident that the area should be incorporated into a Municipal District, and to this end, a petition was made by a majority of the landowners and pre-emptors living in the area. By letters patent dated 25 July 1891, the area was incorporated as the Corporation of the District of Coquitlam. The letters patent called for the nomination of five councillors and a reeve and the first meeting of a municipal council were assembled in Kelly's Hall in 1891 at Westminster Junction, now within the City of Port Coquitlam. The first reeve was R.B. Kelly and the first councillors were E.A. Aitkins, James Fox, S.W. Selman, James Morrison and J. Shennan. The first City Clerk was R.D. Irvine.
In 1893, that portion of the Maple Ridge Municipality between the newly formed District of Coquitlam and the Pitt River was added to Coquitlam municipality. The City of Port Coquitlam and the District of Fraser Mills both ceded from the District of Coquitlam in 1913 in order to limit their tax liability for the development of the rapidly growing Coquitlam District and to establish their own tax base, taking just over a almost 7000 acres of land away from the Coquitlam District. Fraser Mills rejoined the District on 1 November 1971, when both districts revoked their letters patent and a new letters patent was proclaimed incorporating the area as the District of Coquitlam. Supplementary letters patent were issued in 1973 and 1986 to reflect changes in municipal boundaries. Effective 1 December 1992, the District of Coquitlam's status was changed by new letters patent to that of a city municipality and it became known as the City of Coquitlam. Today, it is bordered by the municipalities of Port Moody, Port Coquitlam, Burnaby and New Westminster as well as the Fraser River to the south, Pitt River to the east and the Coastal Mountains to the north. It includes the community of Maillardville, a region near Fraser Mills settled by French Canadians in the early years.
History of the municipality's bylaws indicates both the remoteness of the region and its rapid urbanization. Road taxation began in 1897, the sale of liquor was first regulated in 1909 and municipal health regulations were first passed in 1912. Coquitlam had electricity by 1911, and plans for running water began in 1916. The building of a separate fire hall in 1946 and expansion of water service in the mid-1950s indicate a particularly vigorous period of population growth. The municipality assumed responsibility for paved roads and sidewalks by 1961. Zoning changes in the 1970s and 1980s reflect a change in land use from agricultural to single-family suburban residential and low-density apartment housing. An average of two development permits were issued every month by the early eighties.
The town centre, developed in the mid 1970s, provides cultural and recreational facilities and includes a public safety building, a new City Hall, community centre, a high school and college. The population of Coquitlam has doubled from the 1970s to the present day. A dyking project began in the 1990s has eliminated the Coquitlam River flooding and bridge washouts that sometimes occurred in the last century.
City Clerks, District and City of Coquitlam
R.D. Irvine 1891-1899
John Smith 1899-1913
A. Haliburton 1913-1917
Robert Newman 1918-1927
Alan M. Shaw 1928
William Russell 1928-1947
F.L. Pobst 1947-1972
R.A. Leclair, acting clerk, 1965, 1966 1967
H.F. Hockey, acting clerk, 1967
Ted Klassen, acting clerk, 1967
Ted Klassen, 1972-1991
Sandra Aikenhead, 1991-1994
Warren Jones, 1994-2000
Trevor Wingrove, 2000-2002
Sonia Santarossa, 2002-2008
Jay Gilbert 2008 - present
Reeves and Mayors, District and City of Coquitlam
R.B. Kelly 1891-1896
E.A. Atkins 1897-1903
Ralph Booth 1904-1908
D.E. Welcher 1909-1910
James Mars 1911-1913
L.E. Marmont 1918-1922
George H. Proulx 1923
R.C. MacDonald 1924-1941
J.W. Oliver 1942-1944
L.J. Christmas 1945-1969
J.L. Ballard 1970-1971
James L. Tonn 1972-1983
Louis Sekora 1984-1998
Jon Kingsbury 1998 - 2005
Maxine Wilson 2005 - 2008
Richard Stewart 2008 - present
Scope and Content:
Fonds consists of records generated in the course of municipal business by the City Clerk's office and Council, including the provision of public safety, health and welfare and in the execution of public works, the licensing and the zoning of land, tax collection, assessment, and the administration of elections. Records include the City of Coquitlam's bylaws, correspondence, regular and executive council minutes and their indexes, Council committee minutes, security dockets composed of legal documents, public hearing minutes; city manager's reports to Council.
Notes:
- Source of supplied title proper: Title based on contents of the fonds
-
Restrictions: Some restrictions - see series descriptions for details
-
Finding Aids: Descriptive inventory available (file level control).
-
Accruals: Further accruals are expected
-
Location: City Clerk's Office, City of Coquitlam
 |
|
|
Clerk's Office files [textual record : microform] : [1891-1994]. – Microfilmed 1962-1995
397 microfilm reels : negative, silver halide ; 16mm
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.
Notes:
-
Source of supplied title proper: Title taken from Clerk's Office files index series
-
Access restrictions: Access subject to the provisions of the Freedom of Information and Protection of Privacy Act (RSBC 1996, ch. 165). See Records Management Coordinator for details
-
Finding aids: Annual file indexes are maintained by the Clerk's Office and transferred regularly to archives
-
Location: Reels 1-56, 89-95, 195-202, 224-251, 305-311, 346-352, 456-504, 550-566, 623-657, 725-742, 824-838F, 891-899, 950-961, 997-1010, 1035A-1044A, 1070-1086, 1115-1119A, 1252-1271, 1534-1612
FILE LIST
 |
|
|
Clerk's Office files indexes [textual record]. -- 1968–1995,
4 cm of textual records
Series consists of annual file lists used in conjunction with the Clerk's Office files series, arranged chronologically. Also includes a list of microfilm contents for the correspondence filmed between 1962 and 1986. The first several reels' contents are specifically listed reel by reel; after 1974, reel numbers are simply annotated on copies of the file indexes.
Index to the microfilm was created in the 1990s.
Notes:
- Source of supplied title proper: Title based on contents of series
- Dates of Creation: 1969 and 1986 indexes do not appear to have survived
- Access Restrictions: Open
- Location: Box 175
FILE LIST
|
|
|
Bylaws [textual record]. -- 1891-2003
8.3 m of textual records
Series consists of all bylaws passed, signed and sealed by Municipal Council, the governing body of the City of Coquitlam. Includes some bylaws that did not get past the final reading. Bylaws are pertinent to all aspects of municipal government including taxation, land and building regulation, public health and safety, culture and recreation, licensing and public works. Series includes appendices such as maps and engineering drawings. Arranged chronologically.
Early bylaws are bound in volumes; later ones are foldered individually. The bylaws are numbered sequentially, but numbering begins again at #1 in 1971 when the District of Fraser Mills amalgamated with the District of Coquitlam. In some references the original bylaw numbers are preceded by the letter "A" to distinguish them from the more recent bylaws.
Notes:
- Source of supplied title proper: Title based on contents of series
- Physical description: The first 46 bylaws are handwritten
- Originals and reproductions: Microfilm copy of bylaws 1 to 1500 exists
- Access restrictions: None
- Finding aids: Electronic index is maintained by the City Clerk's Office
- Location: Boxes 66-114, 194-202, 22-227
- Images: Images are available using the City's online Council Bylaw Library search
Bylaws predating 1991 were scanned with the financial assistance of the Government of Canada through the national archives of Canada and the Canadian Council of Archives
FILE LIST
 |
|
|
Regular Council minutes [textual]. -- 1891–1997
2.8 m of textual records
Series consists of the minutes of City Council meetings, the official record of the discussion and decision-making activities of the governing body of the City 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 Council meetings, the minutes of which are maintained as a separate series. Arrangement of minutes is chronological.
Notes:
- Source of supplied title proper: Title based on contents of series
- Dates of Creation: 1897-1908 minutes have not survived
- Physical description: Handwritten until 1918
- Originals and reproductions: Microfilm copy exists for 1891 to 1954 minutes
- Location: Boxes 1-18, 205-208, 222
- Images: Images are available using the City's online Council Minutes Library search
Minutes predating 1991 were scanned with the financial assistance of the Government of Canada through the national archives of Canada and the Canadian Council of Archives
FILE LIST
 |
|
|
Executive Committee minutes [textual record]. -- 1971–1997
65 cm of textual records
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.
Notes:
- Source of supplied title proper: Title based on contents of series
- Access restrictions: Access subject to the provisions of Freedom of Information and Protection of Privacy Act (RSBC 1996, ch. 165). See Records Management Coordinator for details
- Location: Boxes 19-21, 209-210
FILE LIST
|
|
|
Council resolutions indexes [textual record]. -- [circa 1913], 1 June 1952-1990
2.1 m of textual records
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 to 1982 and small thee ring binders for 1983-1990.
Notes:
- Source of supplied title proper: Title based on contents of series
- Access restrictions: Open
- Location: Boxes 160-174
FILE LIST
|
|
|
Council Committee minutes [textual record]. -- 1946–1997
5.2 m of textual records
Council committees were struck as early as 1892. They were appointed by the reeve and could consist of only one councillor or could be composed of the whole council with one particular councillor designated as chairman. Early committee written reports were contained within the body of regular council minutes. Separate committee and commission minutes indicate the expansion of administrative complexity in the 1950's, 60's, 70's and 80's. An example is the Town Planning Commission, which was established in 1946 and consisted of five appointed members and a chairman, a representative from Council, a parks commissioner and on occasion, the mayor as a member at large. Subcommittees of the Town Planning Commission included Zoning and Major Roads subcommittees and a steering committee composed of the mayor and chairman.
Series consists of the minutes of Council committees including the Board of Variance, Parks and Recreation Committee, Bargaining Commission, Burke Mountain Commission, Civil Defence Commission, Committee of the Whole, Court of Revision, Financial Commission, Historical Society Commission, Joint Council for Three Municipalities Committee, Land Sale Commission, Library Commission, Safety Committee, Sanitation Committee, Street Lighting Commission, Public Hearings from 1959 to 1978, Public Works Committee, Water Commission and the Zoning Board of Appeal.
Arrangement is chronological, by year. Committee minutes were bound each year in no particular order except in 1975 and 1990, when they were arranged alphabetically by committee name.
Notes:
- Source of supplied title proper: Title based on contents of series
- Access Restrictions: Open
- Location: Boxes 31-65, 211-221
FILE LIST
 |
|
|
Public hearing minutes [textual record]. -- 1978–1996
1.4 m of textual records
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.
Notes:
- Source of supplied title proper: Title based on contents of series
- Access restrictions: Open
- Location: Boxes 22-29, 203-205, 220
FILE LIST
|
|
 |
Get
Acrobat Reader 
|