1983-020 Medonte
THE CORPORATION OF THE TCMlNSHIP OF MEOONTE
BY-LAW NlMBER
BEING A BY-LAW TO ESTABLSIH A SCHEDULE OF RETENTION PERIODS FOR MUNICIPAL
DOCUMENTS
WHEREAS section 116 of the Municipal Act, R. S. O. 1980, Chapter 302 provides
that a municipality shall not destroy any of its receipts, vouchers,
rolls or other documents, records and papers except in accordance with a
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,
AND WHEREAS it is considered desirable to establish a schedule of retention
periods for municipal documents,
AND WHEREAS the municipal auditor has approved the schedule of retention
periods attached hereto and forming part of this By-Law.
NOW THEREFORE the Council of the corporation of the Township of Medonte
enacts the following as a By-Law:
1. That the Schedule of Retention Periods for municipal documents marked as
Schedule "A" to this By-Law be and is hereby approved.
2. That all previous By-Laws inconsistent with the provisions of this By-Law
be and are hereby repealed.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS
I
DAY OF
I.
CLERK
"
.
THE 'CORPORATION OF THE TOWNSHIP OF MEOONTE
BY-LAW NlMBER
!fA"
THE TOWNSHIP OF MEOONTE BY-LAW NlMBER
Description of Records
Payro 11
Payroll Time Cards
Payroll Time Distribution Sheets and Tickets
Employee Earnings Cards
Payroll Cheques
Employee TDl Forms
Payroll Journal and Summary Sheets
Machine Records
Machine Time Cards
Licences and Permits
Licence Stub Books and Dog Licence Register
Licence Application Forms
Building and Plumbing Permits
Water
Water Receipts Stubs
Water Billing Journal
Water Leger Cards
Turn Off and Turn On Records
Accounts Receivable
Accounts Receivable Invoices
Accounts Receivable ledger 'Cards
Cash Receipts Records
Duplicate Receipts - Water - Taxes & Miscellaneous
Duplicate Bank Deposit Slips
Planning and Zoning
Consent and Minor Variance Files
Zoning By-Laws & Amendments
Official Plan Amendments
Retention Period
( years)
3
2
6
6
1
Do Not Destroy
3
1
1
Do Not Destroy
3
1
Do Not Destroy
1
6
6
3
6
Do Not Destroy
Do Not Destroy
Do Not Destroy
.
THE CORPORATION OF THE TOWNSHIP OF MEDONTE
BY-LAW NlMBER
SCHEB1.JLE "A" TO CORPORATION OF THE TOWNSHIP OF MEOONTE BY-LAW NlMBER
Description of Records ( Cont'd)
Retention Period
( Years )
Disbursements Records
Cheques current, Payroll and Supporting Voucher Lists
Paid Invoices
6
6
Other Ledger Cards and Journals
General Ledger Cards (Current Assets and Liabilities, Revenue
and Expenditure Control)
Capital Fund Ledger Cards
By-Law Construction Ledger Cards
Expenditure, Cost and Machinery Operation Ledger Cards
General Journal
Cash Receipts Journal, Cheque Register
Do Not Destroy
Do Not Destroy
Do Not Destroy
6
Do Not Destroy
6
Taxes
-"
Ledger Cards - Tax Arrears
Collectors' Roll
Curr~nt Tax Receipts Journal
Tax P,rrears Receipts Journal
8
6
6
6
Slmdry
Tax Certificate
6
Other
Ministry of Transportation and Communications Records &
Reports, Budgets and Working papers
Assessment Rolls ( See Note -k below)
Minutes Books
Lists of Accounts for Payment, approved by Council
Treasurer's Interim Financial Statements approved
periodically during year
Treasurer's Annual Financial Statements
Audited Financial Statements
Correspondence, Inter-Office Memorf\.T1dum and reports
Do Not Destroy
Do Not Destroy
Do Not Destroy
6
1
Do Not Destroy
,Do Not Destroy
Scrutinize
and destroy as
necessary
Do Not Destroy
Debenture Registers
Record of debenture and interest coupons cashed and
destroyed
6
* Assessment Rolls - the only roll to be retained permanently is the one
used as the basis for establishing the annual mill rates, the other
preliminary Assessment Rolls shall be retained for three years.
,
.
November 1, 1983
The Corporation of the Township of Medonte,
Moonstone, Ontario
LOK lNO
Attention: Mr. Gary Cunnington
Township Clerk
Dear Sir:
We have reviewed the draft by-law establishing a schedule of retention
periods for Municipal records of the township of Medonte enclosed with your letter
of October 26, 1983. This letter constitutes our approval of the by-law and the
retention schedule marked as schedule "A" thereto.
Yours
sr:
C.A., for
Offices
-~----
Canada / Internationally, Binder Dijker OUe & Co,
THE CORPORATION OF THE TOWNSHIP OF MEOONTE
BEING a lease agreement between:
Mr. W. Dodds
72 Adelaide St., Uhit 66,
Barrie, Ontario
L4N
K,u
.
and
The Township of Medonte
Moonstone, Ontario
LOK lNO
THAT
1) The Township of Medonte agrees to lease the former Township
Office, lot 15, Concession 9, to Mr. W. Dodds for the period
of October 1, 1983 to October 31, 1985 for the amount of $200.00
per month
2) That Mr. Dodds shall be responsible for the paying of all
utilities, being water, heat, hydro for the term of the agreement
3) That Mr. Dodds shall be responsible for any damages to the premises
which are caused due to his negligence or lack of action
4) That the first and last months rent shall be due at the time of
possession
5) That the building shall not be used for any residential or related
purpose
6) That this agreement shall be renegotiable at the end of its term.
.
Mr. W. Dodds
Township of Medonte