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HomeMy WebLinkAboutTIV 80 008 schedules retention . ·t ' I I ,: - :1 , !i 'I I I il ,I 'I ¡I . , 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. itµJ t:A~/~ Reeve ~_. ~ ?adJ d~1uJ -_ Clerk ~- / /- ~ ,~--' O~J W~ J-J ~.....~ -9.. '. 1 q~<.> ~ , ~ ... . ~- !.. -".% 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 J . . .'''' , 1t, J, " ".--~.. ( 2) 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.)