Series VPRS 11862
Reports of Land Sales by Public Auction
About this Series Related Series Accessing the records in this Series
Date Range: Series 1837 - ? 1972
  Series in Custody 1837 - 1972
  Contents 1837 - 1972
Public Access: Open
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1837 - 1839 Police Magistrate Port Phillip District VA 472
1839 - 1851 Superintendent, Port Phillip District VA 473
1851 - 1853 Colonial Secretary's Office VA 856
1853 - 1857 Crown Lands Department VA 2878
1857 - 1972 Department of Crown Lands and Survey VA 538
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1996 - 2002 Department of Natural Resources and the Environment VA 3972
2002 - cont Department of Sustainability and Environment VA 4554
Description of this SeriesDescription of this Series
  • How to use the Records
    Scan the Records Description List for the volume covering the required date range.

    Please note that for the periods 1837 to 1849 and 1853 to 1885, details relating to town and country/suburban sales were entered in separate registers.

    Consult the alphabetical index (by place of sale and town/county/parish) located at the front of the selected volume and refer to the relevant page.

    If you do not know the date of sale of a particular allotment, refer to the cadastral plans (parish plans) of the required area to establish the date of sale which was generally the same as the date of the Crown Grant.

  • Function / Content
    This series was created by the Land Sales Branch of the Police Magistrate, Port Phillip District (VA 472), Superintendent, Port Phillip District (VA 473), the Colonial Secretarys Office (VA 856), the Crown Lands Department (VA 2878) and the Department of Crown Lands and Survey (VA 538) respectively.

    This series documents the details of Crown land sales by public auction conducted by the department in accordance with the relevant Orders-in-Council and Land Acts. This serieswas created by the department to assist in its day to day operations and t he administration of the issue of Crown Grants. The reports of land sales by public auction contained information transcribed from the individual Auctioneers Reports of Land Sales by Public Auction (VPRS 80), which were sent to the department after each auction.

    The branch referred to this series in order to check the details of the sales. It appears that they were treated as a reference record upon which the monthly summaries of sales were based (see VPRS 11861 Statistical Summary of Sales by Auction).

    The following details were recorded:

    Place and Date of Sale by Public Auction
    Lot
    County / Town
    Allotment / Section
    Extent Sold /Unsold - Why not Sold
    Upset Price per Acre
    Sold for
    Name and Residence of Purchaser
    Deposit Paid
    Balance
    Total

    This series is arranged chronologically by the dates of sales by public auction. Each bound volume has the sale date range marked on the spine. Between 1837 and 1849 and later between 1853 and ?1883 to 1885 separate volumes were kept for town lots and country/suburban lots. It appears that with the passing of the Land Act 1884 which significantly limited the area to be sold by auction, only one volume for all lots was kept by the department.

    Each volume has an alphabetical index of places of sale and the town/county/parish in which the allotments offered for sale were located.

    In September 1972 the Land Sales Branch was moved to the Deeds and Securities Branch. Following this administrative change the practice of creating bound volumes was abandoned. The department then began to create an individual file to record the data for each auction sale because it considered a file system to be more accessible.

  • Recordkeeping System
    The Department of Crown Lands and Survey and its successors were responsible for the exploration, survey, alienation, management and use of Crown land in Victoria. The Department administered the sale of land by auction and selection, the issue of occupation licences and leases and the issue of Deeds of Grant for alienated land and for reserves granted for public purposes such as schools and churches.

    Initially the sale of land by public auction was the main form of alienation of Crown land. The recordkeeping system governing sales by auction comprises eleven series which document the chain of legal and administrative procedures and processes from advertisement of land for sale to the issue of a Deed of Grant.

    The Department prepared lists of lands recommended for sale by officials. Selectors could also apply for land to be made available for sale. Land designated for sale by auction was proclaimed in the Government Gazette and advertised in newspapers. The Land Sales Branch was responsible for the preparation of technical descriptions of the land which were inserted in the Sale Contract Books (VPRS 873) and subsequently inserted in the Deed of Crown Grant.

    Between one and three months prior to the auction, the department prepared and distributed Notices of Land Sale by Public Auction (VPRS 11869). The notices gave details of the sale including the size and orientation of each of the allotments offered for sale.

    At the auction, after each individual allotment was sold, details of the purchaser were entered in the previously prepared Sale Contract Books (VPRS 873) next to the technical description of the sold allotment. Data recorded included the purchase price and the name and address of the purchaser. Upon signing the contract the purchaser would receive a receipt for the deposit paid.

    The officer conducting the auction was responsible for the preparation of the Auctioneers Reports of Land Sales by Public Auction (VPRS 80). These reports were prepared in duplicate. One copy was sent to the Treasury together with the deposits received and the other was forwarded to the Land Sales Branch.

    Details of each individual sale, as recorded in the auctioneers report, were then entered in the general Register of Land Sales by Public Auction (VPRS 11862). Upon receipt of the balance of the purchase money, the Deed Branch prepared the Crown Grant and registered its issue in the applicable Register of Crown Grants. See :-

    VPRS 11868 - for the period 1837 to 1851

    VPRS 11866 - for the years 1851 to 1858

    VPRS 11865 - for the period 1859 to 1988 and

    VPRS 11864 for Crown Grants issued between 1988 and 1991.

    The department created a Name Index to the Register of Crown Grants. See VPRS 11863 and VPRS 11867, for the periods 1837 to 1851 and 1851 to 1858 respectively. Subsequent registers are self-indexing both by parish/town and name of Grantee.

    As part of the recordkeeping system governing the sale of land by public auction, the department also prepared a Statistical Summary of Sales by Auction (VPRS 11861), which provided summary information regarding the total area of land alienated from the Crown in this manner and the revenue received from such sales.

    In 1988 under the provisions of Administrative Arrangement Order No.58 legal responsibility for the sale of Crown land was transferred to the Department of Property and Services (VA 430). From 1991 Crown Grants were registered in that departments database which was subsequently maintained by VA 3016 Department of Finance. The database contains details of Crown Grants issued between 1991 and 1997. As at December 1998 both this electronic record and subsequent records are held by VA 3745 Department of Treasury and Finance.

    Although the Department of Property and Services was technically responsible for land sales, the Department of Conservation, Forests and Lands continued to manage such sales (particularly in rural areas) as a land agent for the Department of Property and Services.

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Consignment Number Contents Date Range Public Access No. of Units
P0001 1837 - 1972 Open 68
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