Loading...
HomeMy WebLinkAboutCD-73-83 J, W,SDKK'ON IEDGE^UU CORPORATION OF THE TOWN OF NEWCASTLE ���) OFFICE OF THE TOWN CLERK 40 TEMPERANCE STREET TELEPHONE 623-3379 BOWMANVILLE, ONTARIO L1 C 3A6 REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING OF DECEMBER 5, 1983 CD-73-83 SUBJECT: REQUEST BY NEWCASTLE HYDRO FOR PASSAGE OF A RECORDS RETENTION AND DESTRUCTION BY-LAW OUR FILE NO. 68,2.3 . RECOMMENDATIONS: 1 . That this report be received� and 2. That the request by the Newcastle Hydro Electric Commission for passage of a Records Retention and Destruction By-law be approvedi and 3. That the attached by-law be recommended to Council for passage; and 4. That following its passing by Council , be forwarded to the Town's Auditors, Delloite, Haskins and Sells for their approval ; and 5. That following its approval by the Auditors, a certified copy be delivered to the Newcastle Hydro Electric Commission, 19 King Street West, Bowmanville, Ontario. L1C 1R2 BACKGROUND AND COt7iENT: By letter dated November 17th, 1983, Mr. Morley Watson, manager, Newcastle Hydro Electric Commission, forwarded a copy of a resolution from the Commission which requests 'that the Town of Newcastle enact a records retention and de- struction by-law for their use. It is an appropriate request and has, I believe been reviewed by the Town's auditors . Staff would, therefore, recommend approval of the passing of a by-law respecting the retention and destruction of records. Respectfully submitted, ? u it David W. Oakes, B,A. , A.M.C.T. 1� Town Clerk DWO/pp Nov. 18, 1983 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; 'i 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.G. 1970,,c.1-�; 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 December 1983. By-law read a second time this 12th day of December 1983. By-law read a third time and finally passed this 12th day of December 1983. Mayor er< File P!o...... . APPENDIX "A" TO BY-LAW 83- 171 SCHEDULE OF RETENTION PERIODS OF RECORDS A. CASH AND BANK RECORDS Retention Period 1. Cash Stubs 1 year plus current Misc. cash documents-sales slips, collectors receipts books, etc. 1 year plus current Cash count sheets 1 year plus current 2. Detail daily cash receipt listing 1 year plus current 3. Cash register tapes 1 year plus current 4. Bank slips - NSF cheques, misc. charges and credits, etc. 6 years plus current 5. Bank deposit slip copies 1 year plus current 6. Bank statements and pass books 6 years plus current B. DISBURSEMENT RECORDS 1. General account or accounts payable vouchers and attachments 10 years plus current 2. Payroll records (a) Payroll registers or journals 10 years plus current (b) Earnings records 6 years plus current (c) Payroll deduction authorization forms re bonds, union dues, etc. 2 years plus current 3. Customer deposit refund vouchers 6 years plus current 4. Cancelled cheques 6 years plus current 5. Purchase requisitions and purchase orders 6 years plus current 6. Unsealed quotations/tenders Successful - 6 years, major 2 years, minor Unsuccessful - 2 years C. BILLING AND ACCOUNTS RECEIVABLE RECORDS 1. Consumers accounts receivable cycle balance controls and/or other A/R controls or listings I year plus current 2. Consumers accounts receivable ledger cards and/or billing registers 6 years plus current 3. Miscellaneous accounts receivable ledger cards or listings 6 years plus current 4. Residential meter reading slips, sheets or cards 2 years plus current All other meter reading slips, sheets or cards 6 years plus current 5. Billing recaps or proof sheets 1 year plus current 6. Service contracts or records 1 year after final bill paid 7. Installed load check records 2 years plus current 8. Meter change orders, connect, disconnect and reconnect service orders, water heater orders, request for service forms, and similar records 1 year plus current 9. Miscellaneous accounts receivable invoice copies 6 years plus current i I 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 4. Inventory count sheets 6 years plus current 5. Labour and equipment reports (a) Work orders maintenance) 1 year plus current (b) All others capital ) 10 years plus current E. OTHER RECORDS 1. Routine correspondence 6 years plus current 2. Insurance policies 6 years plus current 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 payroll employment records. 8. Office furniture, vehicle, equipment and other miscellaneous asset records or schedules. 9. Sealed tenders from successful and unsuccessful tenderers.