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THE CORPORATION OF THE TOWN OF NEWCASTLE BY-LAW 83-171 being a by-law for the Newcastle Hydro-Electric Commission to establish a schedule of retention periods for documents, records and other papers of the Commission WHEREAS it is desirable and expedient that the Commission retain its receipts, vouchers, instruments, rolls and other documents, records and papers for reference and for proof of financial and statistical results; AND WHEREAS the Municipal Act, Section 116, as amended states that a municipality or a local board thereof, as defined in the Municipal Affairs Act, except a school board shall not destroy any of its receipts, vouchers, instruments, rolls or other documents, records and papers except; (a) after having obtained the approval of the Ministry; or (b) in accordance with a by-law passed by the municipality and approved by the auditor 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 or local board. R.S.O. 1980, C302, S116. NOW THEREFORE, BE IT ENACTED AND IT IS HEREBY ENACTED by the Council of the Corporation of the Town of Newcastle as follows: 1. All receipts, vouchers, instruments, rolls and other documents, records and papers shall be retained in reasonably safe and secure locations for periods according to the Schedule of Retention periods of Records appended hereto as appendix "A". 2. That any or all receipts, vouchers, instruments, rolls and other documents, records and papers may be destroyed after expiry of the retention period described in the Schedule of Retention Periods of Records appended hereto as Appendix "A". 3. That the retention of any or all receipts, vouchers, instruments, rolls and other documents, records and papers may be by means of photographing onto approved archival quality microfilm, after the testing of which process the original documents may be destroyed. 4. This by-law is to be construed as permissive and not mandatory. In the event of any conflict between this by~law and any statute or regulation of the Government of Canada or the Government of the Province of Ontario or other government or agency having jurisdiction and without limiting the generality of the foregoing to include Section 230 of the Income Tax Act, R.S.S. 1970"c.l-?; Section 11 of the Employment Standards Act, R.S.O. 1980, C137, and the Municipal Elections Act such statute or regulation shall prevail. If changes in the art or other factors cause the retention of any documents or records beyond the period stipulated in this by-law to be required or to be expedient, then such documents or records shall be retained according to such requirements or according to their importance or significance. By-l aw read a fi rst time thi s 12th day of By-law read a second time this 12th day of By-law read a third time and finally passed this December 1983. 1983. December 12th day of December 1983. ~~'/ ~ . ./(J .... .... / ~ 'cF-~--: ~-.<^ . / .... - & M yor ---~'~~rk ~e .N~:....~&,.:...a:i-._.._.J APPENDIX "A" TO BY-LAW 83- 171 SCHEDULE OF RETENTION PERIODS OF RECORDS A. CASH AND BANK RECORDS 1. Cash Stubs Misc. cash documents-sales slips, collectors receipts books, etc. Cash count sheets 2. Detail daily cash receipt listing 3. Cash register tapes 4. Bank slips - NSF cheques, misc. charges and credits, etc. 5. Bank deposit slip copies 6. Bank statements and pass books B. DISBURSEMENT RECORDS 1. General account or accounts payable vouchers and attachments 2. Payroll records (a) Payroll registers or journals (b) Earnings records (c) Payroll deduction authorization forms re bonds, union dues, etc. 3. Customer deposit refund vouchers 4. Cancelled cheques 5. Purchase requisitions and purchase orders 6. Unsealed quotations/tenders C. BILLING AND ACCOUNTS RECEIVABLE RECORDS 1. Consumers accounts receivable cycle balance controls and/or other A/R controls or listings 2. Consumers accounts receivable ledger cards and/or billing registers 3. Miscellaneous accounts receivable ledger cards or listings 4. Residential meter reading slips, sheets or cards All other meter reading slips, sheets or cards 5. Billing recaps or proof sheets 6. Service contracts or records 7. Installed load check records 8. Meter change orders, connect, disconnect and reconnect service orders, water heater orders, request for service forms, and similar records 9. Miscellaneous accounts receivable invoice copies Retent i on Peri od 1 year plus current 1 year plus current 1 year plus current 1 year plus current 1 year plus current 6 years plus current 1 year plus current 6 years plus current 10 years plus current 10 years plus current 6 years plus current 2 years plus current 6 years plus current 6 years plus current 6 years plus current Successful - 6 years, major 2 years, minor Unsuccessful - 2 years 1 year plus current 6 years plus current 6 years plus current 2 years plus current 6 years plus current 1 year plus current 1 year after final bill paid 2 years plus current 1 year plus current 6 years plus current . . . Appendix "AII to By-law 83-171 Schedule of Retention Periods of Records - 2 - D. STORES, LABOUR, AND EQUIPMENT ACCOUNTING RECORDS Retention Period 1. Stores requisitions, issues, receiving and return forms, and similar documents 1 year plus current 2. Quantity and value stock records (perpetual inventory or bin cards, costed inventories, file maintenance and activity reports, etc.) 1 year plus current 3. Packing slips, way-bills, etc. 1 year plus current 4. Inventory count sheets 6 years plus current 5. Labour and equipment reports (a) Work orders (b) All others E. OTHER RECORDS maintenance) capital ) 1 year plus current 10 years plus current 1. Routine correspondence 6 years plus current 6 years plus current 2. Insurance policies 3. Reconciliations; bank and accounts payable 6 years plus current F. ITEMS NOT FOR DESTRUCTION 1. Minute books 2. All books of original entry including cash receipts, disbursements, work order journals, billing journals, etc. 3. All books of secondary entry such as general ledgers, property and debenture ledgers, meter and transformer records, etc. 4. Auditors' annual reports and audited statements. 5. Easements, leases, deeds and agreements. 6. Rate approval data, cost of power correspondence, budget and debenture approvals, and similar data. 7. Union agreements, pension and other employee benefit policies or agreements, and payro 11 employment records. 8. Office furniture, vehicle, equipment and other miscellaneous asset records or schedules. 9. Sealed tenders from successful and unsuccessful tenderers. ~ ... Cl co ro '< I --' Ql :E: co W I ....... -.....J ....... ~ -0 -0 -S 0 < ro 0- ....... -l \.0 ::r CO -I. ~ (I) . ,.' THE CORPORATION OF THE TOWN OF NEWCASTLE BY-LAW 83-171 being a by-law for the Newcastle Hydro-Electric Commission to establish a schedule of retention periods for documents, records and other papers of the Commission WHEREAS it is desirable and expedient that the Commission retain its receipts, vouchers, instruments, rolls and other documents, records and papers for reference and for proof of financial and statistical results; AND WHEREAS the Municipal Act, Section 116, as amended states that a municipality or a local board thereof, as defined in the Municipal Affairs Act, except a school board shall not destroy any of its receipts, vouchers, instruments, rolls or other documents, records and papers except; (a) after having obtained the approval of the Ministry; or (b) in accordance with a by-law passed by the municipality and approved by the auditor 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 or local board. R.S.O. 1980, C302, Sl16. NOW THEREFORE, BE IT ENACTED AND IT IS HEREBY ENACTED by the Council of the Corporation of the Town of Newcastle as follows: 1. All receipts, vouchers, instruments, rolls and other documents, records and papers shall be retained in reasonably safe and secure locations for periods according to the Schedule of Retention periods of Records appended hereto as appendix "A". " o 2. That any or all receipts, vouchers, instruments, rolls and other documents, records and papers may be destroyed after expiry of the retention period described in the Schedule of Retention Periods of Records appended hereto as Appendix II A" . That the retention of any or all receipts, vouchers, instruments, rolls and other documents, records and papers may be by means of photographing onto approved archival quality microfilm, after the testing of which process the original documents may be destroyed. 3. 'Jl 0- Ql '< o 4. --t, This by-law is to be construed as permissive and not mandatory. In the event of any conflict between this by-law and any statute or regulation of the Government of Canada or the Government of the Province of Ontario or other government or agency having jurisdiction and without limiting the generality of the foregoing to include Section 230 of the Income Tax Act, R.S.C. 1970,.c.I-5; Section 11 of the Employment Standards Act, R.S.O. 1980, C137, and the Municipal Elections Act such statute or regulation shall prevail. If changes in the art or other factors cause the retention of any documents or records beyond the period stipulated in this by-law to be required or to be expedient, then such documents or records shall be retained according to such requirements or according to their importance or significance. By-law read a first time this 12th day of By-law read a second time this 12th day of By-law read a third time and finally passed this December 1983. 1983. December 12th day of December 1983. CERTIFIED UNDER THE HAND OF TIll CLERK AND THE SEAl OF THE CORPORATION OF THE TOWN OF NlWCAI1\I L . TO BEA TRUE COPY OF BY-LAW <\ '3 -/7{ OF 1'Hl COfUIORATION OF THE TOWN OF IlM:AS1U .,. DAY OF 11 ~i ./ c//' ~,. ~ ../ ) // ..//, ..- -<: ./ /'/-' M;Y~ r ~'~l~rk 4 ~. . . ., APPENDIX "A" TO BY-LAW 83- 171 SCHEDULE OF RETENTION PERIODS OF RECORDS A. CASH AND BANK RECORDS 1. Cash Stubs Misc. cash documents-sales slips) collectors receipts books) etc. Cash count sheets 2. Detail daily cash receipt listing 3. Cash register tapes 4. Bank slips - NSF cheques) misc. charges and credits) etc. 5. Bank deposit slip copies 6. Bank statements and pass books B. DISBURSEMENT RECORDS 1. General account or accounts payable vouchers and attachments 2. Payroll records (a) Payroll registers or journals (b) Earnings records (c) Payroll deduction authorization forms re bonds) union dues) etc. 3. Customer deposit refund vouchers 4. Cancelled cheques 5. Purchase requisitions and purchase orders 6. Unsealed quotations/tenders C. BILLING AND ACCOUNTS RECEIVABLE RECORDS 1. Consumers accounts receivable cycle balance controls and/or other A/R controls or listings 2. Consumers accounts receivable ledger cards and/or billing registers 3. Miscellaneous accounts receivable ledger cards or listings 4. Residential meter reading slips) sheets or cards All other meter reading slips) sheets or cards 5. Billing recaps or proof sheets 6. Service contracts or records 7. Installed load check records 8. Meter change orders) connect) disconnect and reconnect service orders) water heater orders) request for service forms) and similar records 9. Miscellaneous accounts receivable invoice copies Retention Period 1 year plus current 1 year plus current 1 year plus current 1 year plus current 1 year plus current 6 years plus current 1 year plus current 6 years plus current 10 years plus current 10 years plus current 6 years plus current 2 years plus current 6 years plus current 6 years plus current 6 years plus current Successful - 6 years) major 2 years) minor Unsuccessful - 2 years 1 year plus current 6 years plus current 6 years plus current 2 years plus current 6 years plus current 1 year plus current 1 year after final bill paic 2 years plus current 1 year plus current 6 years plus current ,.. ... . ,. Appendix "A" to By-law 83-171 Schedule of Retention Periods of Records - 2 - D. STORES, LABOUR, AND EQUIPMENT ACCOUNTING RECORDS Retention Period 1. Stores requisitions, issues, receiving and return forms, and similar documents 1 year plus current 2. Quantity and value stock records (perpetual inventory or bin cards, costed inventories, file maintenance and activity reports, etc.) 1 year plus current 3. Packing slips, way-bills, etc. 1 year plus current 6 years plus current 4. Inventory count sheets 5. Labour and equipment reports (a) Work orders (b) All others E. OTHER RECORDS mai ntenance) capita 1 ) 1 year plus current 10 years plus current 1. Routine correspondence 6 years plus current 2. Insurance policies 3. Reconciliations; bank and accounts payable 6 years plus current 6 years plus current F. ITEMS NOT FOR DESTRUCTION 1. Mi nute books 2. All books of original entry including cash receipts, disbursements, work order journals, billing journals, etc. 3. All books of secondary entry such as general ledgers, property and debenture ledgers, meter and transformer records, etc. 4. Auditors' annual reports and audited statements. 5. Easements, 1 eases, deeds and agreements. 6. Rate approval data, cost of power correspondence, budget and debenture approvals, and similar data. 7. Union agreements, pension and other employee benefit policies or agreements, and payroll employment records. 8. Office furniture, vehicle, equipment and other miscellaneous asset records or schedules. 9. Sealed tenders from successful and unsuccessful tenderers.