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Miscellaneous files

Series consists of several groups of files with no discernible relationship amongst themselves except that they were created by the City Solicitor at various times. Most date from the period when the City Solicitor was a member of City Hall permanent staff. The series covers a full range of typical Solicitor activities including the preparation of bylaws and legislation, negotiation of agreements and contracts for local improvements, sale of lands, and supply of services to the City, general counsel in litigation, and drafting of legal opinions.
A substantial group of files concerned with the building of Johnson St. Bridge (1911-1923) is comprised of records created by the City Engineer. These may have been brought together to handle potential litigation, given the City of Victoria's sensitivity to liability arising from the Point Ellice Bridge streetcar disaster of 1896.
See also CRS 119, CRS 122, CRS 123

Victoria (B.C.). City Solicitor

Letterbook

Series consists of copies of outward letters.
The volume dating from 1916-1917 contains an index at the front arranged by correspondent and, in some cases, by subject, with reference numbers assigned to each letter.
There is a gap in this series from 1918 to 1935.
See also CRS 119, CRS 121, CRS 123

Victoria (B.C.). City Solicitor

Terence O'Grady files

Series consists of files from the office of City Solicitor Terence O'Grady (1956-1972). They include bylaws and correspondence on local improvements, legislative regulations, agreements and other matters as well as minutes of various committees with which the Solicitor was concerned.
The series is incomplete. According to O'Grady, his successor, J.S. de Villiers, discarded a great number of these files. The fact that the sequential numbering is complete suggests that the ordering may not be original.
See also CRS 119, CRS 121, CRS 122

Victoria (B.C.). City Solicitor

Operational files 3

Series consists of records created by the City Manager under a filing system introduced in 1971. They pertain to virtually all areas of City activity.
Files are arranged alphabetically by subject within an overall numeric classification scheme in which letters of the alphabet are assigned a 'hundred-level' block of numbers for each year. For example, subjects filed under 'B' are found in the 200-299 range, subjects filed under 'C' are found in the 300-399 range, and subjects filed under 'D' (such as City Departments) are found in the 400-499 range. Sub-categories are assigned decimal extensions of the main numbers, so that general Parks records are found at 400.9 (Parks Department) and Parks records pertaining to Beacon Hill Park in particular are found at 400.9.1.
For earlier Manager records, see CRS 22 and CRS 23

Victoria (B.C.). City Manager

Operational files

Series consists of general office files created by the Mayor.
Files are arranged in their original order by subject within several sequential numerical schemes with some overlap between the numerical schemes. The first covers the years 1949-1960. The second covers 1959-1966, while the third covers the years 1965-1972. With the exception of the first numerical scheme, there are several indexes providing access to the records. Files without a numerical number have been left where they were originally filed

Victoria (B.C.). Mayor

Letterbook

Series consists of bound letters sent by the Mayor's Office.
Access is through an internal index arranged alphabetically by correspondent. A note on the subject of the letter is appended to each entry

Victoria (B.C.). Mayor

Sewers roll

Series records assessments made and taxes charged and collected on sewer connections in the City under bylaws enacted to raise funds for extending the sewer system. The rolls were compiled by the City Engineer and filed in the office of the Treasurer for collection of taxes levied. See bylaws 284, 341, 400, 402, 424, 456, 516, 557, 592, 616, and 728.

Entries are arranged alphabetically by name of person assessed, and provide information on the number and kinds of buildings on a property, the kinds of sewer connections, the foot frontage of the property, and the relations between owners and occupants. Each page contains a list of abbreviations used for data entry. There is a gap in this series for 1905.

Sample of data elements taken from 1903 roll:

Title: Sewers By-law, 1902 - Roll for 1903

  • Owner's name and address, if outside the City or 'City' address insufficient
  • Occupier's name, if tenant to owner, or other than owner, and address (if not resident on the land or in the City or 'City' address insufficient)
  • Street, or streets, containing sewer on which land fronts
  • Whether connected with main or branch sewer
  • Subdivision
  • Lot
  • Block
  • Section
  • Number of buildings (if any)
  • Class of buildings (if any)
  • Number of closets
  • Number of wash houses
  • Number of livery stables
  • Feet frontage
  • Date of notice pursuant to S.S.D. of Sec. 3
  • How notice sent
  • Total amount assessed
  • Date of demand made on occupier
  • Date of demand made on owner
  • Amount paid
  • Date of payment
  • Number of receipt
  • Remarks

Victoria (B.C.). Treasurer

Special correspondence inward

Series consists of letters received by the City Clerk from different City departments, community organizations, the federal and provincial governments, professional organizations, and municipalities throughout the world.
Although there are letters dating back to 1908, most of the material dates from the mid 1930's. There are two sequences of records within this series; the first ranging from the earliest material to the 1950s, and the second covering the 1950s through to 1973. This correspondence is arranged by subject and is filed either by received stamp number or chronologically. If the letter received originated within the City administration there will be no received stamp number, it will not be listed in the communications received index (CRS 14), and the file will be arranged chronologically. If the material received originated outside the City administration it will be arranged according to received stamp number and will be listed in the index

Victoria (B.C.). City Clerk

Group 'B' Committee minutes index

Series consists of an index to the minutes of the Group 'B' Committee records (CRS 25).
Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section

Victoria (B.C.). City Clerk

Intermunicipal Committee minutes index

Series consists of an index to the minutes of the Greater Victoria Intermunicipal Committee records (CRS 27).
Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section. The index for 1956-1961 amalgamates the alphabetical sections for these years.
There is a gap in this series for 1965

Victoria (B.C.). City Clerk

Group 'A' Committee minutes index

Series consists of an index to the minutes or the Group 'A' Committee records (CRS 24). Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section

Victoria (B.C.). City Clerk

Operational files index

Series consists of an index to the City Manager's operational files 3 (CRS 124).
Arranged chronologically by year and alphabetically by topic or numerically by classification code within each year

Victoria (B.C.). City Manager

Index to Finance Committee minutes

Series consists of an index to the minutes in Series 26, Finance Committee (CRS 26) and the Finance, Lands, Housing, Market, Public Utilities and Intermunicipal Committee minutes (CRS 42).
Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section.
There are gaps in this series for 1952, 1954-1955, and 1957

Victoria (B.C.). City Clerk

Index to Parks Committee minutes

Series consists of an index to the Parks Committee minutes (CRS 107) and the Parks, Boulevards and Recreational Facilities Committee minutes (CRS 41). Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section.
There are gaps in this series for 1955-1957 and 1959

Victoria (B.C.). City Clerk

Index to Policy Review Committee minutes

Series consists of an index to Policy Review Committee minutes, which are not in the custody of the City of Victoria Archives and Records Management Division.
Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section

Victoria (B.C.). City Clerk

Index to Public Works Committees minutes

Series consists of an index to the minutes of the Public Works Committee (CRS 28) and to the Public Works, Lighting, Water and Harbour Committee minutes (CRS 43).
Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section
There are gaps in this series for the years 1955, 1958, and 1960 and within some years as noted in the file list

Victoria (B.C.). City Clerk

Index to Recreation and Community Services Committee minutes

Series consists of an index to the minutes of the Recreation and Community Services Committee (CRS 29).
Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within alphabetical sections

Victoria (B.C.). City Clerk

Index to Victoria and Saanich Beaches and Parks Committee minutes

Minutes for this committee of Council are not held by the City of Victoria Archives and Records Management Division. Related records will be found in the Victoria and Saanich Beaches and Parks Committee records (CRS 34).
Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section. The index for 1951-1952 combines both years within a single alphabetical scheme.
There is a gap in this series for the years 1959-1960

Victoria (B.C.). City Clerk

Communications received index

Series consists of an index to three series of letters inward: correspondence inward (CRS 11), communications received (CRS 12), and special correspondence inward (CRS 13).
The entries are arranged by received stamp number, and provide information on date of receipt, sender, and topic

Victoria (B.C.). City Clerk

Index to Buildings Committee minutes

Series consists of an index to the Buildings Committee minutes (CRS 38).
Arranged alphabetically by first letter only, and numerically by minute number within each alphabetical section

Victoria (B.C.). City Clerk

Index to Executive Committee minutes

Minutes for this committee of Council are not held by the City of Victoria Archives and Records Management Division.
Arranged chronologically by year, alphabetically within each year by first letter only, and numerically by minute number within each alphabetical section

Victoria (B.C.). City Clerk

Index to Municipal Manager's reports to Council

Series consists of an index to the Manager's reports to Council for January-April 1954, which are missing from CRS 22, file 213, 21 A 5-4 (Manager's operational files 1).
Arranged alphabetically by first letter only, and chronologically by month within each alphabetical section

Victoria (B.C.). City Clerk

Collector's roll

Series consists of information on property values and taxation rates compiled for the purpose of collecting taxes.
Rolls for 1889-1909 are available on microfilm in the Archives.

Information on the creation, structure, composition, and relations to other records of the Collector's roll is provided below in four sections: context of creation, structure, data elements, and related records.

Context of Creation

Until the establishment of the B.C. Assessment Authority in 1974, assessment and collection of property taxes were the responsibility of the City. Each year the Assessor drew up the assessment roll, sent out notices of assessment to relevant taxpayers, and then forwarded the roll to the City Clerk on behalf of Council. City Council, sitting as the Court of Revision, determined whether revisions to the returned assessment roll were required, made them if necessary, confirmed them, and authenticated the roll. Council then enacted a bylaw for setting yearly tax rates. Following this, the Clerk made out the Collector's roll and forwarded it to the Collector who gathered the taxes, returning his roll to the Clerk when finished, and forwarding the money collected to the Treasurer.

Structure

The series can be divided into 3 categories distinguished by date range, title, and arrangement of entries within volumes: (A) 1889-1906 (68 volumes). City divided into three wards, with entries arranged alphabetically by name within wards; (B) 1907-1909 (12 volumes). Entries arranged alphabetically by name throughout the City; (C) 1910-1916 (38 volumes). City divided into neighbourhoods with entries arranged throughout City by roll number and lot number within neighbourhoods (such as City Lots, Five Acre Lots, Fairfield, like many assessment rolls). The ward system was established under the Victoria Incorporation Act (1862), and consisted of three wards called, respectively, the Johnson Street Ward, the Yates Street Ward, and the James Bay Ward. For information on the ward system from 1889-1891, see the Clippings Files under "Municipal Government - Ward System" and bylaw 84 (Wards Bylaw, 1890); for 1892-1906, see bylaw 163 (Wards Bylaw, 1892; map located at Maps B0051) and bylaw 336 (Wards Bylaw, 1901; repealed under bylaw 481).

Data Elements: 1889, 1904, and 1916 rolls.

1889 roll

Title: Real estate assessment collector's roll
. . . . Elements:
. . . . - No. of lot
. . . . - Block
. . . . - Street
. . . . - Name
. . . . - Assessment land
. . . . - Assessment improvements
. . . . - Alteration by Court of Revision
. . . . - Total
. . . . - Arrears
. . . . - Tax
. . . . - No. of receipt
. . . . - Amount paid
. . . . - Arrears
. . . . - Date notice sent
. . . . - Remarks

. . . . 1904 roll

Title: Land and improvement assessment: Collector's roll, 1904
. . . . Elements:
. . . . - Name
. . . . - Street
. . . . - Subdivision
. . . . - Lot
. . . . - Block
. . . . - Section
. . . . - Assessment on land
. . . . - Assessment on improvements
. . . . - General rates
. . . . . . Tax on land
. . . . . . Tax on 50% assessed value of improvements
. . . . - Board of Health special rate [9 mills]
. . . . - Educational purposes special rate [1 mill]
. . . . - Debt purposes special rate [2 mills]
. . . . - Total tax [12 mills]
. . . . - Tax if paid on or before 31 October 1904
. . . . - 1st January 1904 arrears general rates
. . . . - 1st January 1904 arrears Board of Health
. . . . - 1st January 1904 arrears educational purposes
. . . . - 1st January 1904 arrears debt
. . - Amount paid
. . . . - No. of receipt
. . . . - 1st January 1905 arrears general rates
. . . . - 1st January 1905 arrears Board of Health
. . . . - 1st January 1905 arrears educational purposes
. . . . - 1st January 1905 arrears debt

1916 roll, book 3

Title: Collector's roll [for the year xxxx] of taxes and other charges assessed and charged against real property (not including assessments for local improvement)
Elements (sub-elements are indicated by indentation):

. . . . - Roll #
. . . . - Registered owner
. . . . . . Name
. . . . . . Address
. . . . - Holder of agreement to purchase or last assignee thereof
. . . . . . Name
. . . . . . Address
. . . . - Street
. . . . - Dimensions
. . . . - Real property description
. . . . . . Subdivision lot
. . . . . . Lot
. . . . . . Block
. . . . . . Map #
. . . . - Assessed value of land
. . . . - Taxes on assessed value of land
. . . . . . General, Board of Health, and Hospital
. . . . . . . . Mills - Gross
. . . . . . . . Net if paid by [date]
. . . . . . Interest, sinking fund, and school purposes
. . . . . . . . Mills - Net
. . . . - Water frontage tax (net)
. . . . - Boulevard upkeep tax (net)
. . . . - Cluster lighting maintenance (net)
. . . . - Sewer rental (net)
. . . . - Sewer construction tax (net)
. . . . - Total of all preceeding taxes and charges (net)
. . . . - Arrears from [year previous] roll
. . . . . . Year
. . . . . . Amount
. . - Payments
. . . . . . Amount
. . . . . . Receipt
. . . . - Balancing
. . . . . . Rebate added
. . . . . . Excess payments
. . . . - Arrears [1st January of year following]
. . . . . . Year

. . . . . . Amount
. . . . - Payment on arrears
. . . . . . Amount
. . . . . . Receipt
. . . . - Local improvements

Related Series

>From 1917 onward, the Assessor's and Collector's rolls were combined into a single series. Although the information gathered changes slightly from year to year for both assessment and collection rolls, both rolls capture essentially the same data in any given year. However, because of the different purposes of the two rolls, they do not simply duplicate one another. For example, the Collector's rolls include specific information on taxes levied and collected each year, while the assessment rolls include annotations pertaining to land transfers not found in the Collector's rolls. As well, the data elements within these two series are arranged in different manners at different times. For instance, from 1889 to 1909 the Collector's entries are alphabetical by name whereas the assessment entries are by lot number

Victoria (B.C.). Finance Department

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