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HomeMy WebLinkAboutBy-law 2907 of THE CORPORATION OF THE TOWNS.H. IP OF PICKERING A By-Law to authorize the destruction of certain documents, records and papers. WHEREAS the Municipal Act provides that a municipality or local board thereof as defined in the Department of Municipal Affairs Act shall not destroy any of its receipts, vouchers, instruments, rolls or other documents, records and papers without first havin~ obtained the approval of the Department; AND WHEREAS the Auditor acting on behalf of the Corporation has certified in writing that in his opinion it is no longer necessary to retain the documents, records and papers hereinafter set out; AND WHEREAS the Department of Highways, the Department of Public Welfare and all other departments of the Government of Ontario which have specific control or jurisdiction over any of the matters to which the said documents, ~ecords and papers relate have been consulted and have agreed to the destruction of the documents, records and papers in which they are respect- ively interested; AND WHEREAS the documents, records and papers relate to affairs which were completed at least six years prior to January 1st of the year of passage of this By-Law; THEREFORE, THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF PICKERING ENACTS AS FOLLOWS: 1. The Clerk, Treasurer and Township Engineer shall cause the following documents in their possession or control to be destroyed: ROAD DEPARTMENT (a) Accounts - 1956 and preceding years (b) Voucher Payment Forms 1956 and preceding years (c) Accounts Receivable Vouchers - 1956 and preceding years (d) Cancelled Cheques - 1956 and preceding years (e) Time Sheets - 1956 and preceding years (f) Summary of Time Sheets - 1956 and preceding years (g) Machine Time Summaries - 1956 and preceding years (h) Purchase Order Duplicates 1956 and preceding years (i) Certain Correspondence not required - 1956 and preceding years (j) Annual Returns - 1956 and preceding years (k) Gravel Tickets - 1956 and preceding years (1) Contracts for Gravel Crushing and paving - 1956 and preceding years (m) Tenders of unsuccessful bidders on Bridge Con~racts - 1956 and preceding years (n) Monthly Balance Sheet and Expenditure Reports 1956 and preceding years (o) Equipment Tenders - 1956 and preceding years (p) Annual Supplies Tenders - 1956 and preceding years 2 -- CLERK'S! TREASURER'S and WELFARE DEPARTMENTS (a) Receipts, Accounts and Vouchers - 1956 and preceding years (b) Cancelled Cheques - 1956 and preceding years (c) Cancelled Debentures and Coupons 19~3 and preceding years (d) Duplicated Receipts - 1956 and preceding years (e) Copies of Certificates of Tax Arrears - 1956 and preceding years (f) Return of Tax Arrears to the County Treasurer from the local municipality - 1956 and preceding years (g) Cancelled and Expired Insurance Policies 1956 and preceding years (h) General Correspondence no longer required - 1956 and preceding years (i) Purchase Order Duplicates - 1956 and preceding years (j) Applications for admissions of persons to the Home for the Aged who have died prior to 1957 - 1956 and preceding years (k) Orders committing children to a Children's Aid Society who have reached the age of 18 years prior to 1957 and Court evidence relating thereto - 1956 and preceding years (1) Orders committing children to a Training School who have reached the age of 16 years prior to 1957 and Court evidence relating thereto - 1956 and preceding years (m) Notices of Admission of persons to a Public Hospital~ correspond- ence and completed investigation forms relating thereto -- 1956 and preceding years. 2. This By-Law comes into force on the day it receives the approval of the Department of Municipal Affairs. BY-LAW read a First and Second time this ]7 day of~' 196~. BY-LAW read a Third time and PASSED this ~ day of .... 1964.