3. THAT this bylaw comes into force and take effect on the date of its final passage in Open Council.

Transcription

1 CORPORATION OF THE MUNICIPALITY OF STRATHROY-CARADOC BYLAW NO A BYLAW TO AMEND BYLAW 2-02, BEING A BYLAW TO ESTABLISH SCHEDULES OF S FOR DOCUMENTS, AND OTHER CORRESPONDENCE OF THE CORPORATION OF THE MUNICIPALITY OF STRATHROY-CARADOC WHEREAS the Council of the Corporation of the Municipality of Strathroy-Caradoc deems it expedient to amend Bylaw 2-02, being a bylaw to establish schedules of retention periods for documents, records and other correspondence of the Corporation of the Municipality of Strathroy-Caradoc. NOW THEREFORE be it enacted by the Council of the Corporation of the Municipality of Strathroy-Caradoc as follows:. THAT Bylaw 2-02, Schedule A, Section titled Personnel Records - Payroll Files: Retention Period in years be amended to change the retention period for payroll files from: 2 years to 3 years. 2. THAT Bylaw 2-02, Schedule A as amended, is attached to this bylaw. 3. THAT this bylaw comes into force and take effect on the date of its final passage in Open Council. Read a FIRST, SECOND and THIRD TIME and FINALLY PASSED in open Council this 5 th day of January, 208. Mayor Clerk BYLAW 2-8 TO AMEND RETENTION BYLAW 2-02

2 Bylaw No SCHEDULE"A" MUNICIPAL - RETENTION SCHEDULE CLERK'S DEPARTMENT Bylaws (Original) Council Minute Books Birth Registers Death Registers Cemetery Records Marriage Registers Resolutions/Motions of Council Historical Documents Annexation Files Easements (if not part of bylaw) Committees/Boards Minutes Liquor Vote Records Fence Viewers Files & Awards Burial Permits Contracts (if not part of bylaw) Agreements (If not part of bylaw) 2

3 CLERK'S DEPARTMENT General Correspondence Franchises (if not part of bylaw) Voters list (one of each year kept) Petitions Marriage Application Forms Election Records Nomination Papers Oaths of Office Until replaced 3 Months As per Election Act As per Election Act As per Election Act

4 Schedule "A TREASURY DEPARTMENT General Ledger General Journal Audited Financial Statements Financial/Information Returns Assessment Rolls Tax Rolls Tax Sales/registrations Local Improvement Books Bank Statements Cash Books Final Tax Billings Cancelled Cheques Bank Debit and Credit Memos Miscellaneous Cash Receipts Deposit Books and Slips Daily Cash Summaries and Tapes Voucher Slips Cheque Registers Paid Requisitions Cheque Stubs

5 TREASURY DEPARTMENT Schedule "A' Bank Reconciliations Accounts Receivable Invoices (Paid) Arrears Register Terminated + Accounts Payable Invoices (Paid) Debenture Registers Debenture Summaries Paid Debentures and Coupons Mortgage Files Terminated + Budgets (Annual) Budget Estimates Working Papers Year End Trial Balances Trial Balances of Taxes Arrears Tax Receipts Tax Stubs Tenders Contracts Terminated + General Correspondence Rental agreements License Applications Terminated + Terminated + Licenses

6 TREASURY DEPARTMENT Schedule "A Paid Parking Tickets Dog Tag Register Book Tax Cancellation Application Forms A.R.C. Decisions Insurance Records Insurance Claims Requests for tax Certificates Certificates of Treasurer Ownership changes Animal Control Files Petty Cash Vouchers Terminated

7 PERSONNEL Schedule "A' Payroll Journals Earnings Records T-4 Summaries and Slips Employees Personnel History Files Compensation Case Records Union Agreements Terminated Employee Records Bi-weekly Payroll Summaries Vacation Records Sick Leave Income Tax Deductions E.I.C. Records Health & Pension Files Compensation Claims General Correspondence Payroll Files (Amended BL 2-8) Time sheets by pay periods Statistical Analysis Reports Sign In Sheets Absence Reports 0 3 (2 to 3) 2 2

8 PERSONNEL Schedule "A' Applications of those not hired Job Descriptions TD- Forms Upon Replacement Upon Replacement Permission to destroy Income Tax, E.I.C. and C.P.P. records must be obtained from Revenue Canada Taxation. Permission to destroy Employer Health Tax records must be obtained from Minister of Finance.

9 LEGAL Schedule "A Legal Opinions Court Cases Agreements re: Developers Applications to Ontario Municipal Board Writs Statements/Notices of Claims Purchase of Land Files Sale of Land Files Road Closing Files Road Widening Files General Correspondence Land Appraisal Files Mechanics Lien Files (after completion of work)

10 PLANNING Schedule "A Planning Board Minutes Committee of Adjustment Minutes Committee of Adjustment Decisions Official Plan Official Plan Amendments Subdivision Plans Reference Plans Site Plan Approval -Agreements Zoning By-law Land Surveys Contour Maps Aerial Photos Development Agreements O.N.I.P. Agreements Downtown Revitalization Agreement O.H.R.P. Agreements General Correspondence Applications to Boards and Committees Subdivision Files (final approval) Zoning Amendment Applications Terminated

11 PLANNING Schedule "A Agendas 2 Committee of Adjustment Applications/ Enquiries/Notices 2 Site Plan Approval - Applications 2

12 BUILDING DEPARTMENT Schedule "A" Building Permits Sewer Permits Drain Connection Permits Septic Permits Demolition Permits General Correspondence 2

13 WORKS DEPARTMENT Schedule "A' ^ Servicing Maps General Correspondence 3

14 PARKS. RECREATION AND ARENA Schedule "A Minute Books Cash Book Receipts Registration Receipts Nursery School Grants Deposit Books Pool Financial Records General Correspondence Arena Files Parks Board Files Recreation Files Administration Reports (after put in minutes) Rental permits duplicate Applications - part time employees (after employment ceases) Annual computer back-up tapes