XOWNSHIJ> J.lll\f I BEING A BY-LAW TO ESTABLISH SCHEDULES OF RETENTION PERIODS FOR DOCUMENTS, RECORDS AND OTHER PAPERS OF THE MUNICIPALITY.

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1 XOWNSHIJ> 011 BY-LAW NO. t/2-js 8 J.lll\f I CORPORATION OF THE bilifi/:5 H Ll OF /us BEING A BY-LAW TO ESTABLISH SCHEDULES OF RETENTION PERIODS FOR DOCUMENTS, RECORDS AND OTHER PAPERS OF THE MUNICIPALITY. Section 249 of the Municipal Act provides that the Council of a municipality may pass a by-law approved by the auditor(s) of the municipality establishing schedules of retention periods during which the receipts, vouchers, instruments, rolls or other documents, records and papers must be kept by the municipality. THE 11 COUNC.IL Of THE CORPORATION OF THE J{ tj:::, s t5 L tv ENAcTs As FoLLows : &»t.f' :5 /t J r OF 1. The retention periods for the records of the (City, Town, Village, etc.) as outlined in Schedule "A" attached hereto and forming part of this by-law, are hereby adopted and established as the retention periods for each such record. 2. The schedule attached hereto as Schedule "A" is hereby approved and adopted The clerk has the authority to destroy all of the documents provided they have been retained until the retention period as outlined in Schedule "B" of this by-law has expired. 4. The clerk shall make a record of those documents destroyed. 5. This by-law shall not take effect until the auditor(s) of the Corporation has/have approved this by-law by endorsing his/their name(s) at the end thereof. Read a first and second time this 19.ih'l_. ere day of A~atkj Read a third time and FINALLY PASSED this /f day of ~c;r~rt_j "t::' L2_. ~ F..rvt...: ~"6-t.>..i. ~~ ~... Co Audl.Fors eric!orsement c~~--, ~~~w~///b r'1l'e' acr 6 f co\.ln ci 1 ' ----

2 BY-LAW NO. CORPORATION OF THE To w / OF BEING A BY LAW TO ESTABLISH SCHEDULES OF RETENTION PERIODS FOR DOCUMENTS, RECORDS AND OTHER PAPERS OF THE MUNICIPALITY. Section 249 of the Municipal Act provides that the Council of a municipality may pass a by-law approved by the auditor(s) of the municipality establishing schedules of retention periods during which the receipts, vouchers, instruments, rolls or other documents, records and papers must be kept by the municipality. THE COUNCIL QF THE CORPORATION OF THE OF /2 vssetl ENACTS AS FOLLOWS: 1. The retention periods for the records of the (City, Town, Village, etc.) as outlined in Schedule A attached hereto and forming part of this by law, are hereby adopted and established as the retention periods for each such record. 2, The schedule attached hereto as Schedule A is hereby approved and adopted. 3. The clerk has the authority to destroy all of the documents provided they have been retained until the retention period as outlined in Schedule B of this by-law has expired. 4. The clerk shall make a record of those documents destroyed. 5. This by law shall not take effect until the auditor(s) of the Corporation has/have approved this by law by endorsing his/their name(s) at the end thereof. Read a first and second time this /~ day of 19 Y5 Rea~a third time and FINALLY PASSED this day of 19 ~V5T. Auditors endorsement /1.~ / ~ // /~ 7 1 ~ ~1N ii( 1 o~ C UUflCJ 1

3 Page 1 SCHEDULE A OF BY-LAW Clerks s Department Ty~eof Records Retention Period Original by laws Council minute book Birth register Death register Assessment roll Leases Ontario Municipal Board (with by-law) Property files Local improvement Street closing files (with by-law) Destroyed record files Assessment appeals 7 years Assessment review court 6 years Contracts (if not part of by law) 6 years Agreements (if not part of by-law) 6 years General correspondence 6 years Licences (after expired) 6 years Insurance (after expiration) 6 years Deeds (if not part of by law) 6 years Easements (if not part of by law) 6 years Court of revision 6 years Census report 6 years Committee minutes 6 years Petitions 6 years Provincial projects 6 years Registered letters 6 years Documents supporting minutes of Council 6 years Resolution of Council 6 years Clerk s certificates 6 years Fence viewers files & awards 6 years Court decision 6 years Election records 6 years Voters list 6 years

4 Page 2 SCHEDULE A OF BY LAW Financial Records Retention Period Audited financial statements General ledger General journal Debenture register books Cheque register Tax roll Tax sales deeds Tax registration Annual report Bank statements 10 years Final tax billing 10 years Paid Debenture & coupons (upon maturity) 7 years Duplicate cash receipts 7 years Duplicate vouchers 7 years Duplicate accounts receivable invoices 7 years Accounts payable vouchers 7 years Paid invoices 7 years General correspondence 7 years Receipt books 7 years Cheque stubs 7 years Cash books 7 years Deposit bank books 7 years Daily cash summaries 7 years Water sewer accounts 7 years Tax receipts 7 years Debenture summaries 7 years Treasurer s certificate 4 years Weight scales tickets 3 years Petty cash vouchers 2 years Bank reconciliations 2 years

5 Page 3 SCHEDULE A OF BY-LAW Public Works Tyaeof Records Retention Period Municipal drains Engineering drawings Engineers files 15 years Road construction 7 years Truck hire time report 7 years Design estimates 7 years Contract files 7 years General co respondence 6 years Distribution sheets vehicle 6 years Distribution sheets equipment 6 years Distribution sheets labour 6 years Distribution sheets material 6 years Duplicate permits 6 years Monthly road report 5 years Fuel tickets 2 year Gravel tickets 1 year Purchase orders 1 year

6 Page 4 SCHEDULE A TO BY-LAW Legal opinions Ty~eof Records Legal Retention Period Court cases Agreements 20 years Purhcase of land 15 years Sale of land 12 years Road closing 12 years Road widening 12 years General correspondence 6 years O.MB. notices of application 6 years

7 Page 5 SCHEDULE A TO BY LAW Parks and Recreation Type of Records Retention aeriod Parks & recreation minutes Annual reports Architects or engineers drawings ect, Registration receipts 7 years General correspondence 6 years Community Centre files 6 years Administration reports 2 years Duplicate rental permits 2 years

8 Page 6 SCHEDULE A TO BY-LAW Personnel Ty~of Records Retention Period Payroll journal Employees history files Oaths of office Individual earning records T 4 summaries Terminated employees records 10 years vacation records 7 years Sick leave 7 years Time cards 7 years Employees income tax deductions 7 years W.C.B. claims 7 years Job description 7 years Overtime sheets 7 years Car allowance sheets 7 years T 4 slips 7 years U.I.C. records 7 years Daily or weekly time sheets 7 years OHIP, OHSC, medical files 7 years General correspondence 6 years TD l forms Upon replacement

9 Page 7 SCHEDULE A TO BY-LAW Planning & Development Ty~eof Records Retention Period Planning Board or Committee minutes Land division decision Committee of adjustment minutes & decisions Official Plan Official plan amendments Subdivision plans Reference plans Site plan approval agreements Zoning by laws Zoning by laws amendments Surveys contours & base maps original Aerial photos Development control agreements O.M.B. hearing files O.H~RP. agreements Property standards by law Maintenance and occupancy by law General correspondence 6 years Subdivision file (after final approval) 5 years O.H.R.P. files (after agreement) Until loan fully repaid Building permits files z years Building permits applications 2 years Land severance applications 2 years

10 Page 1 SCHEDULE B OF BY-LAW Clerk s Ty~eof Records Assessment appeals Assessment review court General correspondence Licence s Court of revision Provincial projects Registered ulters Resolution of Council Clerk s certificate Election record Voters list Year 1974 to 1980 Inc.

11 Page 2 SCHEDULE B OF BY-LAW Financial ~ Records Year Paid debenture & coupons upon maturity 1974 to 1977 Duplicate cash receipts 1974 to 1977 Duplicate Cash vouchers 1974 to 1977 Paid invoices 1974 to 1977 General correspondence 1974 to 1977 Receipt books 1974 to 1977 Cheque stubs 1974 to 1977 Cash books 1974 to 1977 Deposit bank books 1974 to 1977 Daily cash summaries 1974 to 1977 Tax receipts 1974 to 1977 Debenture summaries 1974 to 1977 Treasurer s certificate 1974 to 1980 Weight scale tickets 1974 to 1981 Pety cash vouchers 1974 to 1982 Bank reconciliations 1974 to 1982

12 Page 3 SCHEDULE B OF BY-LAW Public Works Ty~eof records Road construction Truck hire-time report Design estimates Contract files General correspondence Distribution sheets vehicle Distribution sheets equipment Distribution sheets labour Distribution sheets material Monthly road report Fuel tickets Gravel tickets Purchase orders Year 1974 to to to to to to to to to to to to to 1983

13 Page 4 SCHEDULE B OF BY LAW Public works ~ records Year General correspondence

14 Page 5 SCHEDULE B TO BY-LAW Parks & Recreation ~y~eof Records Year Correspondence Community centre files

15 Page 6 SCHEDULE B TO BY-LAW Personnel ~y~eof records!e!r Time cards 1974 to 1977 Inc. Overtime sheets 1974 to 1977 Inc. T 4 slips 1974 to 1977 Inc. General correspondence 1974 to 1977 Inc.

16 Page 7 SCHEDULE B TO BY-LAW Planning & development ~ records Year General correspondence 1971 to 1978 Inc. Building permits files 1971 to 1982 Inc. Building permits applications 1971 to 1982 Inc. Land severance applications 1971 to 1982 Inc.