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City Council Special Committee minutes

Series consists of minutes of special committees, boards, commissions, task forces, and of other "non-standing" committees of Council (although there is flexibility about what differentiates special and standing committees or what defines a special committee during some periods). The earliest minutes consist of nine bound volumes of "Special Committees" (1890-1891, 1930-1948) and "Traffic Commission" (1929-1948), prepared in Council minutes style, and numbered volumes 66-74, a continuation in the numbering of series 33 (Standing committee minutes). 1892-1929 and 1960-1974 special committee minutes appear not to have been kept as a separate recordkeeping unit, but were frequently quoted verbatim within Council minutes (series 31). 1930-1948 minutes in the bound volumes and 1949-1959 minutes are arranged by year, often with minutes of various committees interfiled (with the exception of the Traffic Commission which is a separate set). Files dating from 1975 are also arranged by year and therein alphabetically by committee name.

Vancouver (B.C.). City Council

Property Endowment Fund Board minutes and correspondence

Series consists of minutes, agendas, and correspondence, both the records of the Chair (the Mayor) and of the Board's Clerk (the Office of the City Clerk). Arranged by start year and therein alphabetically by file title.

Vancouver (B.C.). Property Endowment Fund Board

Certificates of analysis for City Coroner

Series consists of certificates of analysis for the City Coroner, listing the date of the certificate, the name of the deceased, and the results of the analysis. The certificates are chronologically arranged.

Vancouver (B.C.). City Analyst's Laboratory

Environmental Health Division subject files

Series consists of correspondence on a variety of subject areas, applications made by clubs for permission to enter watersheds, monthly tables monitoring water pollution, and communicable disease statistics of schools.

Vancouver (B.C.). Environmental Health Division

Health inspection records

Series consists of correspondence, regulations, reports and photographs regarding the Division's activities in monitoring general sanitation. The series is arranged into seven sub-series reflecting several activities within this function.

Vancouver (B.C.). Environmental Health Division

Traffic Division traffic reports

Series consists of records containing traffic volume and intersection flow data (the purpose of the creation of which was to improve traffic flow by changing signals, lanes, parking regulations, etc.). The data were entered by hand until 1967, after which time the traffic counts were produced by counter tapes so the record format changed to computer printouts.

Vancouver (B.C.). Transportation Division

Civic award files

Series consists of three subseries: Freedom of the City of Vancouver (1936-1994, 1996-1999, 2002); Civic Merit Awards and other honours (1935-1994); and Rolls of honour (ca. 1919 - ca. 1946). The subseries are composed of records relating to the City's formal recognition of outstanding Canadian figures and to individuals who have made noteworthy contributions to the City government or to the community. Records include photographs of most award scrolls, photographs documenting some of the award presentations, a small proportion correspondence, some working notes, news clippings on the individuals to whom awards were presented, and rolls listing the names of City and Board employees who fought in the First and Second World Wars.

Vancouver (B.C.). Office of the City Clerk

City Electrician's files

Series consists of subject files which include correspondence, reports, tables and technical drawings; financial and inspection record books; one set of drawings; and photocopied minutes of the Technical Planning Board's Zoning and Real Estate Sub-committee (1951-1960). Filing units are arranged by starting year.

Vancouver (B.C.). Electrical Department

Vancouver bridge records

Series consists of a variety of records relating to the planning, designing, and opening of Vancouver's bridges. Included are plans for the Connaught Bridge (1910) and the Burrard Street Bridge (1930-1931), Granville Street Bridge (1952), photographs of the Granville Street Bridge (1954), and motion picture films on the building of the Granville Street Bridge (1954) and the Cambie Street Bridge (1986). Filing units arranged chronologically by start date.

Vancouver (B.C.). Engineering Services

Engineering Department contract register

Series consists of a record of work contracted to private businesses by the City. The majority of these contracts are for paving streets and sidewalks, but there are also a number of contracts for the construction of public buildings and the installation of utilities. The contracts are divided into two sections, "Current" and "Completed" and indexed by contract name (e.g. Charles Dickens School, Heating) and name of contractor. Each register sheet lists type of work, location, fund, date, contractor, and expenditure.

Vancouver (B.C.). Engineering Services

Civic Theatres Board minutes

Series consists of record copy of minutes (though unsigned, these were assembled by the Clerk's Office for recordkeeping purposes) and confidential minutes (1957-1968 only). Arranged chronologically.

Vancouver (B.C.). Civic Theatres Board

Electrical Division subject and departmental files

Series consists of two sets of electrical subject and departmental files, which were probably kept by two engineers or two offices. Records pertain to a broad range of administrative and operational matters concerning installation and maintenance of electrical services, including inspection and licensing. Set 1 (1949-1968) records are in original paper form, while set 2 (1948-1974, microfilmed 1985) is microfilm copy. Arranged chronologically.

Vancouver (B.C.). Electrical Division

City Engineer's reports

Series consists of the City Engineer's set of his reports to the Board of Works (1906-1956) and to the Board of Administration (1956-1959) on works matters. As of 1936 water matters were also included (because the Board of Works took over from City Council's Water Committee). The reports seek approval for recommendations pertaining to proposed, e.g., local improvements, lot clearing, sewer construction, water main repair, street and lane improvements, garbage collection, gas main installation, etc. Reports were signed as adopted by the secretary of the Board of Works. Each volume up to 1945 includes an index. Arranged chronologically.

Vancouver (B.C.). Office of the City Engineer

Water works distributing journals

Series consists of accounting records of the Waterworks Dept., including administrative and operational expenses. 1929-1933 records are missing. After 1933 the record is called "Distributing Journal". Arranged chronologically.

Vancouver (B.C.). Water Works Department

Civic awards, addresses and memorials

Series consists of addresses, various greetings to and from the City of Vancouver, awards, and certificates Addresses include those from Eilat, South Israel, with regard to opening ceremonies of the Hadassah exposition in 1958; and from Lord Mayor and Council, City of London in 1936. Certificates of merit include those regarding Housing Cooperation and Victory Loan campaign. Also included in this series are the proclamation of Archives week signed by Mayor Volrich, November 1979, a carved wooden plaque presented to the City of Vancouver by the Odessa City Council during a Sister City visit, a photograph of the Official Vancouver Summit scroll signed by Prime Minister Mulroney, President Clinton and President Yeltsin on April 3, 1993, and a Certificate of Thank-You from Prime Minister Jean Chretien for service, APEC '97, November 19-25, 1997. The series also includes one subseries, which consists of congratulatory messages and proclamations sent to the City of Vancouver in 1986 in recognition of the City's centennial.

Arranged by subject and in no apparent order.

Vancouver (B.C.). Office of the Mayor

Mayor's Office general correspondence

Series consists of operational subject files relating to public enquiries and policy matters. Series contains both incoming and outgoing correspondence. Arranged chronologically in annual sets and therein alphabetically by subject.

Vancouver (B.C.). Office of the Mayor

Records of Arthur Phillips

Series consists of correspondence, memos, notices of meetings, reports, briefs and speeches relating to his career as alderman and as mayor. The correspondence is primarily between Phillips and the general public during his years as alderman. A large number of newspaper clippings, arranged by month, have been collected from his time as mayor. As well, there are newspaper clippings and miscellaneous papers relating to Phillips' concerns as mayor. These include the creation of the Granville Mall, the False Creek development, the purchase of the Orpheum Theatre, as well as in general housing, planning, taxation and immigration policies of that period. Arranged by form of records, and chronologically in each division.

Phillips, Arthur

City Council minutes indexes

Series consists of indexes to the City Council minutes (series COV-S31). The indexes were prepared by the Office of the City Clerk. Arranged chronologically.

Vancouver (B.C.). Office of the City Clerk

City Council in camera minutes

Series consists of minutes and annual indexes of "in camera" City Council meetings. (Indexes discontinued as of 1990.) Arranged chronologically. Series also includes supporting documents included as attached reports to the associated in camera meetings,

Vancouver (B.C.). Office of the City Clerk

Traffic Commission subject files

Series consists of correspondence, reports, and studies pertaining to the activities of the Official Traffic Commission.

Vancouver (B.C.). Official Traffic Commission

Civic Museums and Planetarium Board correspondence, and administrative records

Series contains the records filed by the secretary of the Board, or by the Office of the City Clerk on behalf of the Board, including administrative records (e.g. copies of Board and committee minutes, of City committees related to the Board, budget files, some annual reports, etc.), correspondence with the public and other museums, and the Board's copies of some of the Museum's accession correspondence, all relating to the administration and promotion of the City's museums. Arrangement of the small volume of records varies.

Vancouver (B.C.). Civic Museums and Planetarium Board

City Council investigation transcripts, exhibits, and reports

Series consists of transcripts, exhibits, reports, and a small amount of correspondence relating to investigations carried out at the instigation of Council, either by a City body (as a preliminary probe), or by a provincial judge or commission (according to the Vancouver Incorporation Act). Much of this series consists of original transcripts and reports. Arranged alphabetically by investigation title.

Vancouver (B.C.). City Council

Cemetery perpetual care journal

Series is record of amortization of debentures pertaining to cemetery funds 1934-1965. At back: Fund D Pension (1962-1973) and Over Age Pension Fund (1955-1961) sections document investment of employees' pension funds. Arranged chronologically.

Vancouver (B.C.). Accounting Division

Non-Market Housing lodge and residence files

Series consists of a selection of files relating to the administration and operation of the City of Vancouver's social housing facilities located primarily, though not exclusively, in the Downtown Eastside area, housing seniors and the disabled. The residences were/are:

  • Alexander Residence or Ferry Rooms (58 Alexander Street)
  • Antoinette Lodge (535 East Cordova Street)
  • Barclay Manor (1447 Barclay Street)
  • Central Residence or New Central Hotel (42 East Cordova Street)
  • Cordova House (368 East Cordova Street)
  • Oppenheimer Lodge (450 East Cordova Street); Roddan Lodge (124 Dunlevy Street)
  • Continental Residence (old: 1390 Granville Street; new: 1067 Seymour Street)
  • Taylor Manor (951 Boundary Road)
  • Alex Centre

Records include agreements between the City of Vancouver Housing Corporation, Canada Mortgage and Housing Corporation, and the B.C. provincial government transferring ownership of Alexander Residence, Central Residence, and Roddan Lodge to the City (late 1970s to early 1980s), minutes of staff meetings, files on policy and procedure, files listing occupants, files listing occupants' income reviews and rent subsidies, newsletters of Taylor Manor, monthly reports of various residences, inter-office correspondence, tenant correspondence, information on personnel, job descriptions, rental agreements, health and safety issues, accident/incident reports, Taylor Manor replacement study, Continental Residence consultant study, etc.

Vancouver (B.C.). Real Estate Services

Records of Alderman Edward Sweeney

Series consists of correspondence, reports, briefs and minutes related to Sweeney's activities on special committees of Council. Arranged into five categories: personal files, standing committee papers, special committee papers, Committee of the Whole papers, and subject files. Arranged alphabetically within each category.

Sweeney, Charles Edward

Records of Alderman Frank Woodside

Series consists of correspondence, subject files, and other material. The subject files deal with the Hastings Townsite annexation, site investigations for the Vancouver Airport, and city improvements effected through the Bridges and Railway Committee and other Council committees. Arranged into four categories: subject files, correspondence, invitations, and ephemera.

Woodside, Frank Everett

Director of Personnel's subject files

Series contains selected files from the Director's Office general filing system, including "subject files", "departmental files" (best represented 1943-1959, few kept after 1974), "labour relations files", and "employee insurance programs" (terms in quotes refer to records schedules). Documented are the following activities: policy development with respect to personnel matters of the City at large as well as on department specific issues concerning hiring, training, and safety; relations between the City and the various unions; policy on non-Union (i.e. "excluded") staff; the evolvement of employee benefits; special hiring made possible through outside funding, etc. Included here up to 1981 are files on surveys carried out by outside bodies and the City comparing personnel issues (as of 1982 these were carried out and filed by the Compensation and Benefits Division). "Departmental files" are not readily identifiable as such, e.g. "Legal" stands for "Legal Department". Files are arranged in order received, and within the various accruals, chronologically.

Vancouver (B.C.). Human Resource Services

Records of Alderman Vankatachala Pendakur

Series includes correspondence, reports, memos, briefs, notices of meetings and minutes of meetings relating to Pendakur's career as alderman. Many files highlight his special areas of interest including the waterfront, transportation, False Creek, Gastown, human rights and the P.N.E. Arranged into two categories: subject files and miscellaneous files. The former are arranged alphabetically, the latter, by record form.

Pendakur, Venkatachala Setty

Director of Finance's departmental files

Series consists of correspondence relating to financial monitoring and decision-making concerning a broad range of the City's administrative and operational functions. Arranged alphabetically into the following broad categories: Administration (General, Personnel, Miscellaneous), Cemeteries, City Council, City Planning, Downtown Development, Finance (General, Expenditures, Schools, Write-offs, Revenues, Parking), Hospitals, Housing, North Fraser Harbour Commission, Pacific National Exhibition, Parks, Provincial Government, Remembrance Day Committee, Taxation, Theatre, Transportation, Union of B.C. Municipalities, and Utilities.

Vancouver (B.C.). Director of Finance

Comptroller's incoming letter registers

Series consists of 7 letter registers of incoming correspondence, both external and internal, received by the Comptroller. Each entry consists of the document's registry number, date received, sender's name and address, date of letter, subject, and disposition (to whom it was forwarded).

Vancouver (B.C.). Office of the City Accountant

Industrial Commissioner's subject files

Series consists of subject files containing correspondence and other documentation pertaining to a wide range of matters, including: advertising, annual reports, civic improvements, housing reports, industrial statistics and questionnaires, natural resources, property uses survey, rezoning, steel, and Vancouver Industrial Development Commission. Arranged alphabetically by subject.

Vancouver (B.C.). Office of the Industrial Commissioner

Subdivision development files

Series consists of records relating to land subdivision (primarily Champlain Heights). Included are Council resolutions and reports on traffic, facilities, soil and other issues. Arranged alphabetically by subject.

Vancouver (B.C.). Properties Division

Accounting ledgers

Series consists of records which document expenditures by City committees and departments, and movements of cash into and out of accounts.

The series consists of a variety of types of bound volumes, which record expenditures at the level of individual transactions. The format of the records changed significantly over the course of the City's history as the administration grew, services increased, and accounting requirements evolved.

As a general rule, expenditures were recorded in two ways: by department or budget account (General ledgers) or by the appropriation which supplied the funding for the transaction (Appropriation ledgers or Detail Ledgers). In the early years, a single ledger contained both department/account information and appropriation information. In October 1950, the listing of transactions by appropriation was created in its own set of ledgers, called Detail ledgers until May 1956; as of June 1956, these were called Appropriation ledgers.

As of 1957, there are two sets of General ledgers: one which listed individual transactions by account, printed out each month, and a year-end ledger which listed each month's balances for each account.

Until 1950 the ledgers contain manual entries. As of the end of 1950, the ledgers are computer printouts.

The series also contains two Cash ledgers from the 1880s; these books document the value only of cash transactions from various licenses and other non-appropriation sources, and deposits into the City's bank accounts.

Vancouver (B.C.). Office of the City Accountant

Social Planning Department administrative and operational subject files

Series contains subject files documenting the following: administration of the Social Planning Department, the Community Development unit (1971-1974), the Carnegie Centre and the Civic Theatres unit (1978-1984); local area planning (carried out primarily by the Planning Department with input from Social Planning); social policy issues relating to refugees, English language problems, youth services, prostitution, alcoholism, etc.; participation in the social and cultural planning for Expo 86; and multi-government social policy development. A variety of community organizations and their operations are represented.

Vancouver (B.C.). Social Planning Department

Director of Social Services' subject files, 1955-1971 (predominant)

Series consists of the Director's administrative and operational files, consisting of policy files, project files, operational subject files, and professional files, filed under the following broad categories: "Procedures", "Projects and costs", Statistical reporting", "Briefs, statements, reports", "General files", and "United Community Services". Records are primarily correspondence and reports. Arranged in the broad categories.

Vancouver (B.C.). Welfare and Rehabilitation Department

Board of Administration Commissioners' subject files

Series consists of the files of the Board of Administration, relating to the Board's mandate to advise on and execute City Council's policies and legislation, coordinate municipal services, direct the business affairs of the City (budget preparation, expenditures authorization, etc.), communicating these matters to City Council by reports to each meeting. Represented in this series are the records of the four Commissioners who served (two at a time): Frank Jones, 1956-1959 (as Commissioner of Finance); John C. Oliver, 1956-1965 (as Commissioner of Works); Gerald Sutton Brown, 1960-1973; and Lorne E. Ryan, 1965-1974 (who subsequently went on to become City Manager, see series 578 for the continuation). Arranged in several alphabetical sequences.

Vancouver (B.C.). Office of the City Manager

Emergency Management files

Series contains administrative and operational files pertaining to earthquake preparedness; emergency exercises; training programs and seminars; emergency communications and social services; and transportation of hazardous materials. Series also includes Civil Defence publications, a set of maps (1961), and news clippings (pred. 1956-1966). 1985, 1987 and 2000 transfers arranged in filing number order; 2002, 2003 transfers arranged in file order.

Vancouver (B.C.). Risk and Emergency Management Division

Social Service Department management meetings minutes

Series consists of minutes primarily of departmental directors and of unit supervisors relating to policy issues and problem solving. Arranged by body and therein chronologically.

Vancouver (B.C.). Welfare and Rehabilitation Department

Vancouver Legacies Program records

Series consists of files relating to the administration of the Legacies Program and the various projects and gifts that resulted from the Vancouver Legacies Program and the Vancouver Gifts Program. Arranged into the following subseries: Vancouver Legacies Program general files, Vancouver Legacies Program project files, and Vancouver Gifts Program files.

Vancouver (B.C.). Vancouver Legacies Program

Pacific Hostel records

Series consists of minutes, correspondence and reports regarding the establishment and operation of Pacific Hostel for single men. Arranged by subject.

Vancouver (B.C.). Pacific Hostel

Building permit registers

Series consists of two subseries: daily reports of building permits (Oct. 1941 - Dec. 1942, Jan.-Dec. 1947) and record/registers of building permits (1901-1904, 1909-1945). Records relate to applications to erect or alter buildings according to by-law requirements and fees charged for the permits by the City. The daily reports, the incomplete sequence, give essentially the same information as the record/registers - owner, architect, contractor, and details (e.g. "alteration to front") - except during the 1940s when the "daily reports" were slightly more detailed whereas the record/registers emphasized values. The A - Z record books for 1901-1911 are arranged by name of owner, while the books for 1912-1945 were kept in one long sequence by permit number (i.e. chronologically); 1912-1920 record books also contain indexes by name of owner.

Vancouver (B.C.). Building Department

Building plans index

Series consists of computer printout pages with title "Micro-film file building plans", and no date. For individual addresses the information provided is "use" (e.g. hospital, commercial, etc.), the coordinate number, and the building permit number. Arranged alphabetically by street address.

Vancouver (B.C.). Permits and Licenses Department

Results 1 to 50 of 1941