HomeMy WebLinkAboutTIV 80 008 schedules retention
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BY..,LAW NUMBER ~.o. 8
of the
THE OORPORATION OF THE VILLAGE OF TIVERTON
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 of the municipality
(the Department (Ministry of Treasury, Economics and Intergovernmental Affairs)
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 OOUNCIL OF THE OORPORATION OF THE VILLAGE OF TIVERTON
ENACTS AS FOLIDWS:
ø..t..~.;)tlo.a
The retention period for the PlIlIPlllis of the Village of Tiverton
as outlined in Schedule"A"attached hereto and forming part of this by-law
are hereby adopted and established as the retention period for each such
record.
2. The schedule attached hereto as Schedule "A" is hereby approved
and adopted.
3. The clerk is responsible for destroying any of the documents
provided they have been retained until the retention period as outlined
in Schedule "A" 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 of the
corporation ( the Department ) has approved this by-law by endorsing
their name at the end thereof.
1.
READ a first and second time this
day of Oct
1980.
14th
READ a third time and FINALLY PASSED in open council this
1.l..th day of October 1980.
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Reeve ~_. ~
?adJ d~1uJ -_
Clerk
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SCHEDULE "An TO BY-lAW NUMBER
Records or Documents
Minutes of Meetings of Council
and of Standing and Special COIIIIIittees
of Council
Perod of Retention.
Permanent
Minutes of Land Division Cœmittee
Permanent
Original By-.Laws
Permanent
Deeds and other documents under
Corporation Seal
Permanent
Correspondence, papers, maps and
documents or other records considered to
be of historical significance
Permanent
Auditors Report Pennanent
Decisions, Orders or reports of
statutory boards, Coumissions or
Committees of GoverlJDents or
Legislatures of Ontario or Canada
affecting the Municips.1ity of Village
of Tiverton except Ontario Municipal
Board orders regarding Land Divisions or
Coumittee of Adjustment Applications Permanent
Approved Official Plans and Official
Plan Amendments Permanent
Legal Surveys Permanent
JournäJ:s, Ledgers and other Books of
Original Entry Permanent
Water 8c Sewer accOWlts receivable arrears Permanent
Writs, statements of Claim and Notices
of Claim against the Village of Ti verton
and correspondence pertaining thereto Permanent
Registered Letter Files and Books 20 Years.
CoIIIDents on Land Division and Camnittee
of Adjustment applications ( including
back-up correspondencel prior to
consideration by the Coumittees 20 years
Debenture records (after entire issue
is redeemed) 10 years
Annual CaPf.i.tal 8c Current budget documents
as adopted by Council 10 years
Land Division Application Files
10 years
Ontario Municipal Board Orders regarding
Land Division or Coumittee of Adjustment
applications 10 years
Captial Project Files - 6 years
Cancelled cheques and Bank reconciliation 6 years
Purchase requisitions, purchase orders
vouchers, account payment certificates
and cheque requisitions 6 years
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Petty cash expense forms or statements 6 years
Cash Receipt Slips 6 years
General Correspondence 6 years
Accounts Receivable Invoices 6 years
Oaths of Office 6 years
Inspection Reports (Health) 6 years
Unsuccessful tenders for construction and
construction maintenance contracts after
payment of completion certificate of
successful tender 6 years
Payroll information i.e. earnings record
etc. (Prior approval for destruction
required fran ministry of National Revenue
Liability Insurance Claims
Final Financial control report
(Schedules A to D)
Month1¥ Journal entries
Tenders 8c Quatations for purchase of
equipnent or supplies or services
including specifications, except tor
constr.uction of sewers or watermains
Deposit slips and bank statements
Resolutions
Coumittee reports
Council 8c Committee Agendas
Annual Capital & Current Budget worlåi¡g
papers
Terminated Employee records
Watermains, sewers, roads and
structures maintenance files
Sewer 8c Water connection installation
files
Design 8c Construction files, plans
or drawings
Sucessful tenders or quotations for
construction and construction maintenance
including specifications and drawings
and related coverage or reports
LaJid Division appeal files
COIIIIIittee of Adjustment appeal files
Land Purchase Transaction files
May be microfilmed after 6 years and
then destroyed.
6 years
6 years
6 years
6 years
6 years
2 years
2 years
1 year
1 year
May be microfilmed after 6 years
and destroyed.
Until watermains,
sewers, roads or structures
are reconstructed or demolished.
Until unit replaced.
Until watermains, sewers, roads
or structures are reconstructed or
demolished.
Until watermains, sewers, roads or
structures are recœstructEld or
demolished.
20 years (after file is closed)
20 years (after file is closed)
10 years (fdlowi~ acceptance of offer
to purchase.)