Policy and Priorities AGENDA

Transcription

1 Policy and Priorities AGENDA P&P-04/2017 June 19, 2017 Town of Pelham Municipal Office - Council Chambers 20 Pelham Town Square, Fonthill Pages 1. Call to Order and Declaration of Quorum 2. Adoption of Agenda 3. Disclosure of Pecuniary Interest and the General Nature Thereof 4. New Business 4.1 Town of Pelham Annual Health and Safety Policy Statement Fire Attendance Policy Fire Remuneration Policy Records Management By-law and Policy Update Speeding Complaints Update June Hurricane Road Residents - Concerns re Speeding Pelham Town Square Parking 5. Old Business 6. Adjournment

2 Solution Title: Council Approved: Town of Pelham Solutions Manual: Health and Safety Policy S - KEY FACTS: The Town of Pelham will deliver on its commitment to the continuous improvement of Health and Safety within the Town. HOW MIGHT WE: How Might the Town of Pelham formalize Council s commitment to the continuous improvement of Health and Safety through the implementation and sustainability of a successful program? SOLUTION STATEMENT: We will provide and maintain a safe and healthy work environment in accordance with acceptable industry practices and in compliance with legislative requirements. We work in compliance with the Corporation s policies, procedures and operating philosophy. We will integrate health and safety into municipal strategies, processes and performance measures. We are committed to continuous improvement to the protection of our workers against illness and injuries. We will effectively manage health and safety hazards which may result in personal injuries, illnesses or property loss. We will provide an environment that enables all employees to participate and work collaboratively in developing, promoting and improving health and safety at work. We are innovative in a creative and continuous improvement environment. Page 1 of 59

3 Fire Attendance Policy 2017 Monday, June 19, 2017 Concept: How Might We ensure that all Fire Fighters maintain an adequate level of training and emergency response attendance. Background: All Fire Fighters are mandated annually by the Province to participate in a minimum number of training hours, the department also has a set of core competencies which all Fire Fighters must maintain on an annual basis. Operating in and around emergency scenes requires a Fire Fighter to maintain his or her skills sets in order to perform in a safe and efficient manner. Attending a minimum number of training hours and responding to emergency incident on a regular basis will contribute and assist Fire Fighters in meeting these goals. The Challenge: All Fire Fighters with the Pelham Fire Department are volunteer, most hold full time positions elsewhere along with having family commitments. Requiring Fire Fighters to attend training on nights and weekends and respond to emergencies at any given time puts an enormous amount of pressure not only on themselves but their families. Establishing and maintaining minimum training hours, along with responding to incidents could create a retention problem for the department if this balance is not carefully established, monitored and evaluated we may not meet the provincial requirement but also loose valuable staff. Our Recommended Solution: Council accepts the minimum attendance policy and recommends that it be approved at the next regular meeting of council. Page 2 of 59

4 Fire Attendance Policy 2017 Monday, June 19, 2017 Rationale: Approval of this policy will allow us to establish minimum training hours along with meeting the Provincial mandate, at the same time keeping our Fire Fighters properly trained and safe when operating at an emergency scene Measure of Success: Retention of our Fire Fighters is maintained to its full compliment. Milestones: Page 3 of 59

5 Town of Pelham Fire Protection Services: Solutions Manual Policy Title: Minimum Attendance Standard Last Updated: June 2017 HOW MIGHT WE: How Might the Town of Pelham ensure that all Fire Fighters maintain an adequate level of training and emergency response attendance. KEY FACTS: All Fire Fighters are mandated annually by the Province to participate in a minimum number of training hours, the department also has a set of core competencies which all Fire Fighters must maintain on an annual basis. Operating in and around emergency scenes requires a Fire Fighter to maintain his or her skills sets in order to perform in a safe and efficient manner. Attending a minimum number of training hours and responding to emergency incident on a regular basis will contribute and assist Fire Fighters in meeting these goals. SOLUTION STATEMENT All Fire Fighters shall be required to maintain on an annual and quarterly basis, an attendance standard for regular and special training sessions of at least 40%. The 40% standard shall be evaluated by means of the points/honorarium system of the Pelham Fire Department. While it is not necessary to maintain a 40% attendance of emergency response, this shall be considered as a base attendance value and personnel who are consistently below this 40% shall be evaluated by the District Chief for reasons of non-attendance. If the staff member is not able to provide the District Chief with a valid reason for lack of attendance, the matter shall be referred to the Fire Chief for review and recommendation. If a member is unable to meet the required 40% of training and/or is having difficulty maintaining an acceptable standard of training and/or emergency response, due to unforeseen circumstances the member can request a leave of absence from the District Chief. The District Chief shall then forward the request Page 4 of 59

6 Town of Pelham Fire Protection Services: Solutions Manual Policy Title: Minimum Attendance Standard Last Updated: June 2017 to the Fire Chief for approval. These cases shall be decided without prejudice, and these individual cases shall not be used as a precedent for future cases. Page 5 of 59

7 Town of Pelham Fire Protection Services: Solutions Manual Policy Title: Remuneration Last Updated: June 12, 2017 HOW MIGHT WE: How Might the Town of Pelham develop and use a remuneration system to compensate the members of the Pelham Fire Department for services rendered. KEY FACTS: Fire Fighters are remunerated through a points system which is based on an hourly schedule. The value for each point is adjusted annually and approved by council; each Fire Fighter will be paid annually based on his or her accumulation of points. Points will be accumulated November 1 st of each year to Oct 31 st the following year. This 12 month period will be paid out to all Fire Fighters in November, subject to approval by the Fire Chief SOLUTION STATEMENT Points/Hourly Remuneration: A flat rate of two points shall be awarded for all responding firefighters for each incident. Each responder shall receive one additional point for each ½ hour or part thereof after the first one (1) hour period. A flat rate of four points shall be awarded for training which is pre-approved by the Fire Chief for training which occurs outside of the normal training night for durations of more than four (4) hours. A flat rate of two points shall be awarded to training sessions with durations less than four (4) hours. Training sessions outside of normal training nights shall be preapproved by the Fire Chief and Instructors shall be paid 2 points per hour to a maximum of 14 points per day, only one instructor will be awarded points during each evolution. Any Fire Department function including training requires all fire personal to wear B class uniforms as issued. This excludes emergency responses. Failure to wear the proper uniform will negate the issuance of points. It will be the senior officer s decision to determine the appropriate B uniform to be worn. On regular training nights an additional one point may be awarded for sessions extending beyond normal training hours. This is at the discretion of the Fire Chief or his delegate. Hourly points shall be awarded for other Fire Department related activities. The remuneration shall be determined and pre-approved by the Fire Chief before any points are awarded. Page 6 of 59

8 Town of Pelham Fire Protection Services: Solutions Manual Policy Title: Remuneration Last Updated: June 12, 2017 Point sheets shall be tallied by the station officer on a monthly basis. Point sheets shall be submitted to the District Chief for his/her approval before final approval from Fire Chief. See Town of Pelham Fire Department Monthly Point & Mileage Authorization Form. Point values will be adjusted annually during the operational budget process and subject to Council s approval. Mileage: Mileage shall be reimbursed as per points/hourly remuneration yearly schedule. See Schedule for current reimbursement Mileage will not be reimbursed for travel within the Town. Town vehicles should be used for any Fire Department travel when available. Carpooling shall be utilized when more than one FF is attending the same location Page 7 of 59

9 Records Retention By-law and Policy Update Requirements June 19, 2017 Concept: How Might We ensure that the Town of Pelham Records Retention By-law and Records Retention Policy reflect current legislative requirements? Background: The Municipal Act, 2001 requires municipalities to retain and preserve records in a secure and accessible manner, and further provides that a record may be destroyed if a retention period for the record has been established and the retention period expired. The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) broadly defines a record which includes information, however recorded or stored, including paper and electronic records, minutes, correspondence, financial statements, maps, drawings, photographs, digitized images, and . The Town of Pelham has adopted, by by-law, The Ontario Records Management System (TOMRMS) with the last by-law update having occurred in A review of this 2001 by-law has highlighted some deficiencies that have been addressed in the proposed by-law which will repeal and replace the 2001 document. As Committee is aware, a review of the Town s records management systems has been underway and as a result, Council approved the purchase of a Records Management System software program to facilitate the necessary upgrades to corporate records management processes. A Request for Proposals in this regard is presently active with a vender selection expected in the coming weeks. The review has highlighted the need to update the applicable By-law and Policy to reflect current legislative requirements and to ensure annual updates are better communicated to staff to ensure compliance. A lack of clear records retention guidelines and appropriate staff training for compliance could result in legal challenges. Further, an updated retention by-law will serve the corporation to eliminate potential uncertainty in provision of records responsive to public requests and will ensure consistency in retention and destruction protocols. Moreover, with the pending Page 8 of 59

10 Records Retention By-law and Policy Update Requirements June 19, 2017 purchase of records management software, all departmental records will be brought into consistent alignment with the TOMRMS system going forward. The Records Retention By-law must be reviewed by the Municipal Auditor, in accordance with the Municipal Act, This review will be finalized prior to adoption of the By-law. The By-law is in conformity with industry standards and complies with the applicable legislative requirements. The TOMRMS system includes a classification/indexing system and retention schedule that is updated annually in accordance with current legislation and Federal Citations. The system has been used by hundreds of Ontario municipalities since There is no recommendation being made to change the system. Annual updates are provided to the Town at a minimal cost so consistent compliance is practical. The Challenge: Ensuring consistent compliance with a records management system can be overwhelming and timeconsuming. It is unknown why there have been some gaps in strict adherence to the TOMRMS system, however the intent is to focus forward and generate a more pro-active approach to the function. It is important to be reassured that the Town has a solid foundation from which to build, wherein some Ontario municipalities are only now exploring the need to establish a formal records management system. Our Recommended Solution: THAT the Policy and Priorities Committee receive the report outlining the need to update the Town s Records Retention By-law and Records Management Policy; and THAT a by-law be presented to Council, upon approval by the Municipal Auditor, to provide for the retention of records by the Town of Pelham; and THAT the Records Management Policy be recommended to Council for approval. Rationale: Through the adoption of a By-law, there will be no question as to the importance of ensuring that the records management system remains intact, and compliance will be internally enforceable. This is not to say that the Town has not been compliant in the maintenance of records, for this is not the case. Page 9 of 59

11 Records Retention By-law and Policy Update Requirements June 19, 2017 However, there is a need to assist staff in better discerning the life cycle of a municipal record and to embed a culture of proactive retention/destruction. Physical space within the municipal building is at a premium. It has been shown that through an active records management process, physical space is better utilized in that records that have reached their full life cycle may be destroyed. Records are often transferred to electronic format as a matter of course within municipal departments, however the originals may not be destroyed until the full life cycle has lapsed. When completion of the new process is achieved, there may be a need to investigate off-site storage for retention of original records with the electronic version being readily available at a municipal building. This will be better known as the project progresses, however it is anticipated that physical space will be freed up when records are properly categorized pro-active records destruction occurs when legislatively cited. Measure of Success: Enactment of the updated by-law will reinforce the requirement for all staff to comply with a records management protocol. Communication of the policy to appropriate staff will increase awareness of the importance of consistent management of records. Annual destruction compliance will free up physical space. Milestones: Approval by Auditors of Records Management By-law Enactment of the By-law Adoption of the Updated Records Management Policy Records Management Software vendor selection Communication/Implementation/Training Roll-out of RMS Attachments: Proposed Records Retention By-law; Proposed Records Management Policy Page 10 of 59

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13 Tab: Records retention #: Section: The schedule Page: 1 of 27 Subject: Records retention schedule/citation table Date: Overview The retention guidelines provided in the following retention schedule are based on our research to identify the citations provided in PROVINCIAL Legislation Citations and FEDERAL Legislation Citations. It should be noted that citation g120 relates to the Limitations Act and indicates that no limitation exists for a variety of proceedings including sexual assault and undiscovered environmental claims. Applying this citation depends on each Municipality s risk tolerance level and the legal advice received by the Municipality. The citation HAS NOT been applied to any classification category. Your Municipality may wish to seek legal advice to identify which records, if any, should be retained to meet potential claims affected by the Limitations Act. Class Code Secondary Heading Primary Heading: Administration Responsible Keep* Off Site Total Retention Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks Citation Group A00 Administration -general Originating 1-1 A01 Associations and Originating 1-1 Organizations A02 Staff Committees and Originating 1 3 4** g076 Meetings A03 Computer Systems and Architecture Information Treasury S 6 S+6 g033 A04 Conferences and Seminars Originating 1-1** archival review if sponsored by the Municipality A05 Consultants Originating 2-2** A06 Inventory Control Originating g003 g032 g122 A07 Office Equipment and Furniture Originating E - E E= Disposal of item A08 Office Services Originating 1-1 A09 Policies and Procedures Originating S P P** g003 g010 g062 g076 g122 g124 g125 A10 Records Management Clerk's S - S g067 Page 12 of 59

14 Tab: Records retention #: Section: The schedule Page: 2 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Primary Heading: Administration Responsible Keep* Off Site Total Retention Remarks A11 Records Disposition Clerk's P - P g067 A12 Telecommunications Originating S - S Systems A13 Travel and Accommodation Originating 1-1 A14 Uniforms and Clothing Originating S - S** A15 Vendors and Suppliers Originating 2-2 A16 Intergovernmental Relations Originating 1 4 5** A17 Accessibility of Records (F.O.I.) Clerk's years g071 g067 A18 Security Originating A19 A20 Facilities Construction and Renovations Building and Property Maintenance Originating E 2 E + 2** As builts = until superseded Originating Setup tests and manuals = Equipment removed + 1 year E = project finished Citation Group g015 g073 g059 g074 g100 g101 g059 A21 Facilities Bookings Originating 1-1 A22 Accessibility of Services Clerk's No legislated g010 retention requirements A23 Information Systems Production Activity & Control Treasury 2-2 g033 A24 Access Control & Passwords Treasury 2-2 g033 A25 Performance Management/ CAO S - S** Quality Assurance Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 13 of 59

15 Tab: Records retention #: Section: The schedule Page: 3 of 27 Subject: Records retention schedule/citation table Date: Class Code C00 Secondary Heading Council and By- Laws general Responsible Primary Heading: Council and By-Laws Keep* Off Site Total Retention Originating 1-1 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks C01 By-Laws Clerk's P - P** Copy retention S C02 By-Laws - Other Clerk's S - S Municipalities C03 Council Agenda Clerk's S 5 S+5 C04 Council Minutes Clerk's P - P** Copy retention 2 years Working notes 6 years C05 C06 Council Committee Agenda Council Committee Minutes Clerk's S - S Citation Group g118 g119 g091 g118 g119 g131 Clerk's 6-6** g091 g118 g119 g131 C07 Elections Clerk's E+4 Ballot = 120 days after voting or resolution of recount C08 Goals and Objectives C09 C10 C11 Motions and Resolutions Motions and Resolutions - Other Municipalities Reports to Council - E+4 Ballot = 120 days after voting or resolution of recount Originating S - S** E= day action took effect or voting day Clerk's P - P** Copy retention 1 year Clerk's S - S g069 g070 g091 g118 g119 g131 Clerk's 1 P P** g118 g119 Page 14 of 59

16 Tab: Records retention #: Section: The schedule Page: 4 of 27 Subject: Records retention schedule/citation table Date: Class Code C12 C13 Secondary Heading Appointments to Boards and Committees Accountability Transparency & Governance Responsible Primary Heading: Council and By-Laws Keep* Off Site Total Retention Remarks Citation Group Clerk's 1 P P** g119 Clerk s 2 2 g059 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 15 of 59

17 Tab: Records retention #: Section: The schedule Page: 5 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading D00 Development and Planning -general Primary Heading: Development and Planning Responsible Keep* Off Site Total Retention Originating 1-1 D01 Demographic Studies Planning ** Remarks Citation Group D02 Economic Development Planning ** D03 Environment Planning Planning E+5 E+5** E = later of: date of offence or: day evidence of offence first came to attention of person appointed under s. 5. D04 Residential Development Planning ** Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System g008 g036 g044 g089 D05 Natural Resources Planning 5-5** g044 g082 D06 Tourism Development Planning ** D07 Condominium Plans Planning 5 P P Applications = 2 years after final decision D08 Official Plans Clerk's S P P** Copy retention S g090 D09 Official Plan Amendment Applications g015 Planning E+1 4 E+5 E= Final decision g090 D10 Severances Planning E+1 5 E+6 E= land titles registration D11 Site Plan Control Planning 5 P P Application 2 years after final decision D12 Subdivision Plans Planning 5 P P Application 2 years after final decision. D13 Variances Planning E+2 P P E= Final decision D14 Zoning Planning E+2 - E+2 E= Final decision g133 Page 16 of 59

18 Tab: Records retention #: Section: The schedule Page: 6 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Primary Heading: Development and Planning Responsible Keep* Off Site Total Retention Remarks D15 Easements Planning E+1 5 E+6** E= Termination of right D16 Encroachments Planning E+1 5 E+6** E= Termination of right D17 Annexation/ Amalgamation D18 Community Improvement Projects Clerk's 1 P P** Planning E+1 5 E+6** E= Completion of project D19 Municipal Addressing Planning S 10 S+10** D20 Reference Plans Planning S P P D21 Industrial/ Commercial Development Citation Group g133 Planning ** g044 D22 Digital Mapping Planning S - S Excludes actual data residing on these systems. D23 Agricultural Development Planning ** D24 Background Reports for Official Plan Planning E+1 4 E+5 E= Final Decision D25 Deeming Process Planning E+2 - E+2 E= Final decision D26 Development Charges Study Planning ** g128 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 17 of 59

19 Tab: Records retention #: Section: The schedule Page: 7 of 27 Subject: Records retention schedule/citation table Date: Class Code E00 Secondary Heading Environmental Services Responsible Primary Heading: Environmental Services Keep* Off Site Total Retention Originating 1-1 E01 Sanitary Sewers Works C+1 - C+1 Specifications = permanent E02 Storm Sewers Works C+1 - C+1** Specifications = permanent E03 Treatment Plants Works 5-5 Specifications = permanent Plans = cease to apply + 2 E04 Trees Works E05 Air Quality Monitoring Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks Engineering E+5 - E+5** E = later of: date of offence or: day evidence of offence first came to attention of person appointed under s. 5 E06 Utilities Works 2 3 5** E07 Waste Management Works 2 or Cease to apply or cease to apply + 10** Annual landfill operations report and Hazardous waste sites records depot ceases to operate + 2 Citation Group g038 g073 g038 g073 g015 g038 g073 g082 g008 g076 g089 g008 g009 g036 g037 g038 g039 g040 g041 g042 g089 g112 g117 g121 Page 18 of 59

20 Tab: Records retention #: Section: The schedule Page: 8 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Responsible Primary Heading: Environmental Services Keep* Off Site E08 Water Works Works 1 14 Specifications =P Total Retention 15 Specifications =P E09 Drains Works E+1 4 E+5** Specifications =P E10 E11 E12 E13 E14 Pits and Quarries Nutrient Management Private Sewage Disposal Systems Water Monitoring Water Sampling Works 2 3 Specifications =P 5** Specifications =P Works 2 3 5** or expiry of plan + 2 years Works 2 3 Specifications =P 5** Specifications =P Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks Specifications are kept for the life of the pit or quarry. Citation Group g008 g073 g089 g082 g108 g111 g116 g073 g082 g073 g082 g129 g073 g082 Engineering g008 g016 g082 g089 g108 g110 g111 g115 Engineering g008 g016 g082 g089 g108 g111 g110 g115 E15 Chemical Engineering g008 Page 19 of 59

21 Tab: Records retention #: Section: The schedule Page: 9 of 27 Subject: Records retention schedule/citation table Date: Class Code E16 E17 E18 E19 E20 E21 Secondary Heading Sampling of Water Backflow Prevention and Cross Connection Control Energy Management Natural Heritage Renewable Energy Source Water Protection MOE Environmental Compliance Approvals Responsible Primary Heading: Environmental Services Keep* Off Site Total Retention Remarks Citation Group g016 g089 g108 g111 g110 Engineering g008 g089 g082 g108 g111 g110 Engineering E+1 6 E+7 E = End of reporting period to which relates E+1 2 E + 3 E = end of designated year g040 g044 g044 g057 g072 g080 g g g016 Cease to apply + 2 years g038 g059 g132 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 20 of 59

22 Tab: Records retention #: Section: The schedule Page: 10 of 27 Subject: Records retention schedule/citation table Date: Class Code F00 F01 F02 Secondary Heading Finance and Accounting general Accounts Payable Accounts Receivable Primary Heading: Finance and Accounting Responsible Keep* Off Site Total Retention Remarks Originating 1-1 Do not file accounting records required for tax purposes Treasury E+1 6 E+7 E = fiscal year end For welfare & child care payments E = provincial government year end Citation Group g006 g005 g007 g018 g032 g096 g034 g032 g051 g055 g062 g086 g095 g127 Treasury E+1 6 E+7 g006 g007 g018 g032 g034 g055 g062 g127 F03 Audits Treasury g069 F04 Banking Treasury g006 g007 g062 F05 Budgets and Estimates Treasury 1 5 6** F06 Assets Treasury E+1 5 E+6** E= Disposal of asset g006 g007 g095 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 21 of 59

23 Tab: Records retention #: Section: The schedule Page: 11 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Primary Heading: Finance and Accounting Responsible Keep* Off Site Total Retention Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks F07 Cheques Treasury g006 g007 g034 g032 g086 g127 F08 F09 F10 F11 Debentures and Bonds Employee and Council Expenses Financial Statements Grants and Loans Treasury E+1 5 E+6 E= Debentures surrendered for exchange/cancellation Citation Group g007 g034 Treasury E+1 6 E+7 g006 g007 Treasury 2 P P** g069 Treasury E+1 5 E+6 E = the end of the fiscal year g006 g007 F12 Investments Treasury E+1 5 E+6 E= Closure of account g006 F13 F14 Journal Vouchers Subsidiary Ledgers Registers and Journals Treasury E+1 5 E+6 E = the end of the fiscal year g127 g006 g007 g032 g034 g055 g127 Treasury E+1 6 E+7** g001 g006 g005 g007 g032 g034 g055 g086 g127 F15 General Treasury 1 P P g001 Page 22 of 59

24 Tab: Records retention #: Section: The schedule Page: 12 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Ledgers and Journals Primary Heading: Finance and Accounting Responsible Keep* Off Site Total Retention Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks Citation Group g006 g007 g032 g034 g055 g127 g131 F16 Payroll Treasury E+1 5 E+6 E = End of fiscal year g001 g005 g007 g019 g032 g034 g102 g127 F17 F18 Purchase Orders and Requisitions Quotations and Tenders Treasury E+1 5 E+6 E = the end of the fiscal year Treasury 1 5 6** Unsuccessful bids - retain for 1 year from contract award g006 g007 g032 g127 F19 Receipts Treasury g006 g007 g032 g127 F20 Reserve Funds Treasury g069 F21 Revenues Treasury Mortgage related = 10 F22 Taxes and Records Records related to mortgages must be kept for 10 years. g026 g032 g095 g127 Clerk's S P P g007 g014 g058 g068 g113 Page 23 of 59

25 Tab: Records retention #: Section: The schedule Page: 13 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Primary Heading: Finance and Accounting Responsible Keep* Off Site Total Retention F23 Write Offs Treasury Court services write-offs 37 years Remarks Citation Group g006 g007 g027 F24 Trust Funds Originating E 7 E + 7 E= Closure of account g047 g051 g062 g097 F25 Security Deposit Treasury E 6 E+6 E= Closure of account F26 Working Papers Treasury E+1 - E+1 E= After completion of audit Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 24 of 59

26 Tab: Records retention #: Section: The schedule Page: 14 of 27 Subject: Records retention schedule/citation table Date: Class Code H00 H01 Secondary Heading Human Resources general Attendance and Scheduling Responsible Primary Heading: Human Resources Keep* Off Site Total Retention Originating 1-1 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks Personnel 3-3** g035 H02 Benefits Personnel S - S H03 H04 H05 Employee Records Health and Safety Human Resource Planning Personnel E+3 Drinking Water system trainee: E + 5 years Long-term care home staff: E + 7 years - Firefighter employmen t terms: E + 25 years E+3** Drinking Water system training record 5 years Long-term care home staff: E + 7 Firefighter employment terms = 25 E = date employee ceased to be employed by employer Personnel Accident reports for construction projects retained 1 year after project completion Personnel 1-1** H06 Job Descriptions Personnel S - S** H07 Labour Relations Personnel E 10 E+10** E= Expiry of contract period H08 Organization Originating S - S** H09 Salary Planning Personnel 5-5 H10 Pension Records Personnel E+6 - E+6 E= Termination of Citation Group g002 g010 g035 g065 g082 g103 g107 g045 g078 g076 g077 g059 g104 g125 g013 g001 g088 Page 25 of 59

27 Tab: Records retention #: Section: The schedule Page: 15 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Responsible Primary Heading: Human Resources Keep* Off Site Total Retention Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks employee/ beneficiary H11 Recruitment Personnel 1-1** g071 H12 Training and Development Personnel E+2 - E+2** Only courses developed and presented by the Municipality are subject to archival selection E = Date when that particular course ceases to be offered H13 Claims Personnel E+1 2 E+3 Hazardous exposure claims = longer of 40 years or 20 years after last record made E = Resolution of claim. Records related to exposure to airborne Acrylonitrile benzene lead mercury silica vinyl chloride arsenic ethylene oxide or asbestos must be kept longer H14 Grievances Personnel E+1 6 E+7 E = Resolution of claim. H15 Harassment And Personnel E+1 2 E+3 E = Resolution Citation Group g043 g078 g076 g104 g125 g013 g059 Page 26 of 59

28 Tab: Records retention #: Section: The schedule Page: 16 of 27 Subject: Records retention schedule/citation table Date: Class Code H16 H17 H18 H19 Secondary Heading Violence Criminal Background Checks Employee Medical Records Hazardous Materials Employee Medical Records Disability Management Responsible Primary Heading: Human Resources Keep* Off Site Total Retention Remarks of complaint Personnel E+2 5 E+7 E = date employee ceased to be employed by employer Personnel E+2 38 E+40 or 20 years after last record of exposure Personnel E+1 2 E+3 E = When STD/LTD claims are resolved Personnel E+2 3 E + 5 E = day issued or earlier as may be specified by Commission H20 Confined Spaces Personnel E+1 - E+1 and 2 most recent records retained Longer of: 1 year after the document was created Or: The period necessary to ensure 2 most recent records retained Citation Group g079 g103 g114 g104 g078 g076 g114 g010 g078 g054 g075 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 27 of 59

29 Tab: Records retention #: Section: The schedule Page: 17 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Primary Heading: Justice Responsible Keep* Off Site Total Retention Remarks J00 Justice general Originating g021 J01 J02 Certificates of Offence (Part I) Control Lists Information (Part III) Court Services Court Services J03 Control Lists Court Services J04 Court Dockets Court Services J05 J06 Transcripts and Records of Court Proceedings Enforcements & Suspensions Court Services Court Services J07 Appeals & Transfers Court Services J08 Statistics Court Services J09 Disclosure Court Services J10 Certificates of Conviction Part 2 Court Services 2 2 From date of completion From date of completion Citation Group g021 g024 g021 g022 g g g021 g Reporters Records are subject to archival selection g020 g029 g g g g g g021 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 28 of 59

30 Tab: Records retention #: Section: The schedule Page: 18 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Responsible Primary Heading: Legal Affairs Keep* Off Site Total Retention L00 Legal Affairs general Originating 1-1 Remarks L01 Appeals and Hearings Clerk's E P P E= Resolution of appeal L02 L03 L04 Claims Against the Municipality Claims By the Municipality Contracts and Agreements - Under By-Law Clerk's E 1 E+1 E= Resolution of claim and all appeals Clerk's E 1 E+1 E= Resolution of claims and all appeals Clerk's E+2 13 E+15** E= act or omission on which claim is based took place L05 Insurance Appraisals Clerk's E+1 14 E+15 E= After a new appraisal has been done L06 Insurance Policies Clerk's E+1 14 E+15 E= Expiry of policy L07 Land Acquisition and Sale Clerk's E 10 E+10** E= Property disposition L08 Opinions and Briefs Clerk's S - S** L09 Precedents Clerk's S - S** L10 Federal Legislation Originating S - S L11 Provincial Legislation Originating S - S L12 Vital Statistics Clerk's 2 P P Marriage licences 2 years L13 Prosecutions Originating E 7 E+7 E= Delivery of judgement L14 Contracts and Agreements Simple Clerk's E+1 1 long term care service providers = 6 E+2** Long term care service providers = expiry + 7 E= Expiry of contract Citation Group g068 g090 g086 g060 g060 g060 g058 g095 g066 g050 g059 g062 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 29 of 59

31 Tab: Records retention #: Section: The schedule Page: 19 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading M00 Media and Public Relations - general Primary Heading: Media and Public Relations Responsible Keep* Off Site Total Ret. Originating 1-1 M01 Advertising Originating 1-1** M02 Ceremonies and Events Originating 1 4 5** M03 M04 Charitable Campaigns/Fund Raising Complaints Commendations and Inquiries Originating 1-1 Originating 1-1** M05 News Clippings Originating 1-1** M06 News Releases Originating 1-1** M07 Publications Originating S - S** M08 Speeches and Presentations Originating 1 2 3** M09 Visual Identity and Insignia Clerk's S 5 S+5** M10 Website & Social Media Content Remarks Originating S - S g033 Citation Group Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 30 of 59

32 Tab: Records retention #: Section: The schedule Page: 20 of 27 Subject: Records retention schedule/citation table Date: Class Code P00 P01 P02 P03 P04 P05 P06 P07 Secondary Heading Protection & Enforcement Services general By-law Enforcement Daily Occurrence Logs Emergency Planning Hazardous Materials Incident/ Accident Reports Building and Structural Inspections Health Inspections Primary Heading: Protection and Enforcement Services Responsible Keep* Off Site Total Retention Originating 1-1 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks Citation Group Originating 2 4 6** g008 g089 Originating 1 4 5** g015 Originating S - S** Originating S+1 2 S+3 g038 g076 Originating E 1 E+1 and 2 most recent records retained Building S 2 E+2 for inspections maintenance and testing related to the fire code Public Health E= One year or such longer period as is necessary to ensure that the two most recent reports or records are on file g078 g015 g073 g045 g046 S - S g073 g074 P08 Investigations Originating ** g011 P09 Licences Clerk's E 2 E+2 E= Expiry of licence g017 P10 P11 Building Permits Permits Other Building 2 Residential permits = 5 P P g015 g090 Originating E 2 E+2 E= Expiry of permit g017 Page 31 of 59

33 Tab: Records retention #: Section: The schedule Page: 21 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Primary Heading: Protection and Enforcement Services Responsible P12 Warrants Court Services P13 Criminal Records By-law Services Court Services By-law Services Keep* Off Site Total Retention E+1 1 E + 2 Court services search warrants 40 years Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks E= Execution of warrant Search warrants are subject to archival selection E 5 E+5 E= Occurrence/ investigation closed or disposition of charge P14 Animal Control Originating E+2 - E+2 E = date animal was last in the pound P15 P16 P17 P18 P19 Community Protection Programs Emergency Services EMS Incident & Impact Reports EMS Accident Reports EMS Accident Statistics Originating S 2 S+2** Surveillance video 72 hours unless requisitioned for use If requisitioned for use (MFIPPA or other investigation) = S+2 Originating S 2 S+2 Citation Group g028 g059 g012 g092 EMS S+2 3 S+5 g011 EMS S 5 S+5 g011 EMS S 2 S+2 P20 Prohibition Legal g015 Page 32 of 59

34 Tab: Records retention #: Section: The schedule Page: 22 of 27 Subject: Records retention schedule/citation table Date: Primary Heading: Protection and Enforcement Services Class Code Secondary Heading Notices & Orders Responsible Keep* Off Site Total Retention Remarks Citation Group g016 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 33 of 59

35 Tab: Records retention #: Section: The schedule Page: 23 of 27 Subject: Records retention schedule/citation table Date: Class Code R00 R01 Secondary Heading Recreation and Culture -general Heritage Preservation Primary Heading: Recreation and Culture Responsible Keep* Off Site Total Retention Originating 1-1 Remarks Clerk's E - E** E= Removal of designation R02 Library Services Clerk's R03 R04 R05 R06 Museum and Archival Services Parks Management Parks & Recreation Recreational Facilities Recreational Programming Clerk's 1-1** Parks & Recreation Parks & Recreation 2 3 5** Playground equipment maintenance = P As builts = until superseded 1-1** Architectural and engineering drawings As Built = keep until superseded Citation Group g080 g049 g073 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 34 of 59

36 Tab: Records retention #: Section: The schedule Page: 24 of 27 Subject: Records retention schedule/citation table Date: Class Code S00 S01 S02 S03 S04 S05 S06 S07 Secondary Heading Social and Health Care Services - general Children's Day Nursery Services Elderly Assistance Long Term Care Facility Residents Social Assistance Programs Ontario Works Case Records Medical Case Records Children's Services Responsible Primary Heading: Social and Health Care Services Keep* Off Site Originating 1-1 Comm Service Comm Service Comm Service Comm Service Comm Service E+2 - Water testing and reporting records = 4 Total Retention E+2 Water testing and reporting records = 6 years Menus = 1 Fire drills = 2 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Remarks Fire drills are kept 2 years and Inspection reports are kept for 2 years Fire drills 2 years Citation Group g083 g105 g109 g115 g123 g124 g062 g063 g064 g098 g106 E+2 8 E+10 E= Date of last entry. g061 g087 g g052 g053 g083 g097 E if outstanding family support issues E+5 5 years and no ongoing fraud E + 10 if outstanding family support issues E = applies to an applicant or recipient's case file in total and the documentation contained in the case file. Public Health E+1 - E+1 E=1 year or shorter as set out in by-law or resolution made by the institution... or on consent Comm Service 3-3 Records of handicapped children g019 g084 g085 g071 g114 g126 Page 35 of 59

37 Tab: Records retention #: Section: The schedule Page: 25 of 27 Subject: Records retention schedule/citation table Date: Class Code Secondary Heading Responsible Primary Heading: Social and Health Care Services Keep* Off Site S08 Public Health Public Health S09 Cemetery Records Total Retention Clerk's 2 P P** Transfer to archives if no longer managed Remarks are kept for at least 3 years after discharge. Citation Group g047 g048 g101 S10 Day Nursery Case Records Comm Service Burial permits = 2 E+3 Last participated date + 3 E= Every operator shall ensure that the records required to be maintained under this section with respect to a child are retained for at least two years after the discharge of the child Records of handicapped children are kept for at least 2 years after discharge. g071 g126 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 36 of 59

38 Tab: Records retention #: Section: The schedule Page: 26 of 27 Subject: Records retention schedule/citation table Date: Primary Heading: Transportation Class Secondary Responsible Keep* Off Total Code Heading Site Retention Remarks T00 Transportation Originating 1-1 -general T01 Illumination Works E 6 E+6 E= Removal of the Specifications = P equipment T02 Parking Works E 6 E+6 E= Closure of lot or space T03 Public Transit Works e1 1 E+1** E= Closure of route/ shelter/ stop T04 Road Works E 1 E+1** E = project Construction Specifications = P finished T05 Road Design Works E 1 E+1** E = project and Planning Specifications = P finished T06 Road Works E 1 E+1 E = project Maintenance Specifications = P finished T07 Signs and Works E 1 E+1 E= Removal of Signals sign/signal T08 Traffic Works E 1 E+1** E = project finished Temporary road closures 2 years T09 Roads and Works E 1 E+1** Event = project Lanes Closures finished T10 Field Survey/Road Survey Books Works E 1 E+1 E = project finished T11 Bridges Works E 1 E+1 Specifications = P E = project finished Citation Group g094 g073 g073 g073 g073 g073 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 37 of 59

39 Tab: Records retention #: Section: The schedule Page: 27 of 27 Subject: Records retention schedule/citation table Date: Class Code V00 V01 V02 V03 V04 V05 Secondary Heading Vehicles and Equipment - general Fleet Management Mobile Equipment Transportable Equipment Protective Equipment Ancillary Equipment Primary Heading: Vehicles and Equipment Responsible Keep* Off Total Site Retention Originating 1-1 Originating E+1 1 E+2 Daily Inspection Logs = 6 months from last entry Remarks E = termination of lease) Originating E+1 - E+1 E= Disposal of equipment Originating E+1 - E+1 E = Disposal of equipment Originating E+1 - E+1 E = Disposal of equipment Originating E+1 - E+1 E = Disposal of Set-up tests = equipment until superseded minimum 5 years for small water system equipment Citation Group g050 g094 g130 g074 g074 g074 g116 Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; E - Event C - Current Year; ** - Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System Page 38 of 59

40 Town of Pelham Solutions Manual: Administration Services Solution Title: Records Management Council Approved: S KEY FACTS: Information contained in municipal records is considered to be a critical corporate asset; Consistent standards and practices throughout the life cycle of a record are mandatory, as supported by the adoption of a Records Classification and Retention By-law; An effective records management process aids in organizational efficiency, business continuity and litigation support; supports decision-making; satisfies regulatory and legislative requirements; and provides a Corporate memory through preservation of information; The Records Management Solution is supported by the associated Procedure to ensure corporate-wide consistency and compliance for the maintenance, protection, preservation and disposal of records in accordance with applicable legislation and/or historical or archival needs; Records Management applies to all records within the care and custody of the Town of Pelham and all staff shall manage their paper an electronic records accordingly; The Records Management Solution is also supported by the Routine Disclosure & Active Dissemination Policy, S HOW MIGHT WE: How Might the Town of Pelham ensure that legislative and regulatory requirements relating to the retention, maintenance and destruction of corporate records remains consistent throughout the Organization? SOLUTION STATEMENT: The Town of Pelham is committed to promoting and facilitating good management of its records in support of accountable and effective municipal administration through adherence to the Records Management Solution and supporting procedures and bylaw. Page 39 of 59