THE CORPORATION OF THE TOWNSHIP OF NIPISSING

BY-LAW NUMBER 1049

Being a by-law to establish schedules of retention periods for documents, records and other papers of the Corporation of the Township of Nipissing.

WHEREAS Section 116(1) of the Municipal Act, Chapter M45, R.S.O. 1990 as amended, provides that the Council of a municipality shall pass a by-law approved by the auditor of the municipality establishing a schedules of retention periods during which the receipts, vouchers, instruments, rolls or other documents, records and papers must be kept by the municipality.

NOW THEREFORE the Council of the Corporation of the Township of Nipissing ENACTS AS FOLLOWS:

1. The retention periods for the records of the Township of Nipissing as outlined in Schedule “A” attached hereto and forming part of this by-law are hereby adopted and established as the retention periods for each such record.

2. The schedule attached hereto as Schedule “A” is hereby approved and adopted.

3. The Clerk has the authority to destroy all of the documents provided they have been retained until the retention period as outlined in Schedule “A” of this by-law has expired.

4. This by-law shall not take effect until the auditor of the Corporation has approved this by-law by endorsing his name at the end thereof.

READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 8TH DAY OF OCTOBER, 2002.

THE CORPORATION OF THE TOWNSHIP
Of NIPISSING

________________________________________
Reeve

________________________________________
Clerk

________________________________________
Auditor

THE CORPORATION OF THE
TOWNSHIP OF NIPISSING

SCHEDULE “A” TO BY-LAW NO. 1049

Description of Records Beyond the Retention Period
Authorized to be destroyed

General Ledger Permanent Records
Minutes Permanent Records
By-Laws Permanent Records
Assessment Rolls Permanent Records
Financial Statements Permanent Records
Collectors Roll Permanent Records
Cemetery Records Permanent Records
Copy of Building Permits Permanent Records
Tax Sale Records Permanent Records

Cash Receipts Seven years
Returned Tax and Assessment Notices Seven years
Assessment Appeals Seven years
General Account Invoice Vouchers Seven years
Bank Statements Seven years
Paid Cheques Seven years
Paid Invoices Seven years
Payroll and Time Sheets Seven years
Bank Reconciliations Seven years
Receipt Books Seven years
Accountant’s Working Papers Seven years
Public Works Contracts Seven years
Copies of Estimates Seven years
Correspondence Seven years
Vacation Records Seven years
Employee Income Tax, EI and CPP Seven years
T-4 Slips Seven years
TD-1 Forms Upon Replacement
Agendas Seven years
Council Resolutions Seven years
Work Program for Students Files Seven years
Lottery License Applications, Reports and Licenses Seven years
Election Records As per Municipal Elections Act
Road Closing Files Twenty years
Budget Ten Years