Loading...
HomeMy WebLinkAboutBy-law 2013/85THE CORPORATION OF THE TOWN OF PICKERING BY-LAW NO. 2013 /85 Being a by-law to establish schedules of retention periods of documents of the Picketing Hydro- Electric Commission. WHEREAS, pursuant to the provisions of section 116 of the Municipal Act, R.S.O. 1980, chapter 302, a local board of a municipality shah not destroy any of certain of its documents except, inter alia, in accordance with a by-law passed By the munic- ipality establishing schedules of retention periods during which the documents must be kept by the local board; NOW THEREFORE, the Council of The Corporation of the Town of Pickering HEREBY ENACTS AS FOLLOWS: In this by-law, (a) (b) For the purposes of section 116 of the 302, those documents of the Commission hereto shall be kept by the Commission Column 2 thereof. "Commission" means the Picketing Hydro-Electric Commission; "documents" includes receipts, vouchers, instruments, rolls, records and papers. Municipal Act, R.S.O. 1980, chapter described in Column I of Schedule A for the retention periods set out in 3. Any document of the Commission not described in hereto shall be kept by the Commission permanently. 4. Schedule A hereto shall form part of this by-law. Column 1 o{ Schedule A BY-LAW read a first, 1985. second and third time and finally passed this 6th day of May, This By-law approved, May /'~'~, 1985, Deloitte, Haskins and Sells per Auditors, The Corporation of the Town Picketing SCHEDULE A to By-law 2013/85 Item Column ] Cash and bank records 1. Cash receipt slips 2. Cash stubs 3. Daily cash balancing sheets 4. Miscellaneous cash posting stubs 5. Not sufficient funds cheques 6. Pre-authorized chequing registers 7. Bank Deposit books 8. Bank statements 9. Bank reconciliations Column years years years years years years years years years Disbursement records 10. Accounts payable cheque voucher and attachments 11 years 11. Cancelled cheques 7 years 12. Cash requirement reports ll years 13. Purchase requisitions and purchase orders 7 years 14. Purchase quotations- successful ? years - unsuccessful 3 years 15. Payroll - Time sheets 4 years - Registers - weekly 11 years - year to date 11 years - Statements of remuneration paid (T-4) 7 years - Cheques 7 years Billin~ and Accounts Receivable 16. Balance reports Z years 17. Billing Registers and summaries 7 years 18. Arrears listings 2 years 19. Aged trial balances 2 years 20. Deposit listings and interest applied 7 years 21. Month to date summaries and year to date summaries 2 years 22. Miscellaneous adjustments 2 years 2]. Meter reading slips and cards 7 years 24. Service contracts 1 year (1) 25. Service orders, e.g. new service orders, collection notices, disconnect and re-connects 2 years 26. No postage envelopes 2 years 27. Bill corrections and manual bills 7 years 28. Deposit forms and deposit transfer vouchers 7 years 29. Final bills and final bill registers 7 years 30. Meter reverifications 3 years 31. Meter tests (as found) 3 years 32. Miscellaneous accounts receivable invoices 7 years 33. Miscellaneous accounts receivable ageing lists 7 years 34. Taxroll and credit bureau correspondence 1 year (2) Stores, Labour and Equipment 35. Stores issues, receipts, returns and scrap memos and print outs 36. Stock catalogues 37. Inventory count sheets 38. Physical variance reports 39. Bin cards 40. Work orders- Detailed - General ledger-work order - Work order-general ledger Z years 3 years 7 years Z years 2 years 3 years ]] years ]1 years years years yesrs (3) years Other Records 41. Routine correspondence 42. Insurance policies 43. Personnel 44. Customer correspondence Notes: (1) Retention period commences upon payment of final bill. (2) Retention period commences upon payment of bill. (3) Retention period commences upon employee's termination. THE CORPORATION OF THE TOWN OF PICKERING BY-LAW NO. 2013 /85 Being a by-law to establish schedules of retention periods of documents of the Picketing Hydro- Electric Commission. WHEREAS, pursuant to the provisions of section 116 of the Municipal Act, R.S.O. 1980, chapter 302, a local board of a municipality shall not destroy any of certain of its documents except, inter alia, in accordance with a by-law passed by the munic- ipality establishing schedules of retention periods during which the documents must be kept by the local board; NOW THEREFORE, the Council of The Corporation of the Town of Pickering HEREBY ENACTS AS FOLLOWS: by the Commission for the retention periods In this by-law, (a) "Commission" means the Picketing Hydro-Electric Commission; (b) "documents" includes receipts, vouchers, instruments, rolls, records and papers. For the purposes of section 116 of the Municipal Act, R.S.O. 1980, chapter 302, those documents of the Commission described in Column 1 of Schedule A hereto shall be kept Column 2 thereof. 3. Any document of the Commission not described in Column 1 of hereto shall be kept by the Commission permanently. 4. Schedule A hereto shall form part of this by-law. set out in Schedule A BY-LAW read a first, second and third time and finally passed this 6th dav of May, 1985. Clerk This By-law approved, May , 1985, Deloitte, Haskins and Sells per Auditors, The Corporation of the Town Picketing SCHEDULE A to By-law 2013/85 Item Column 1 Column 2 Cash and bank records 1. Cash receipt slips 2 years 2. Cash stubs 2 years 3. Daily cash balancing sheets 2 years 4. Miscellaneous cash posting stubs 2 years 5, Not sufficient funds cheques 7 years 6. Pre-authorized chequing registers 3 years 7. Bank Deposit books 7 years 8. Bank statements 7 years 9. Bank reconciliations 7 years Disbursement records 10. Accounts payable cheque voucher and attachments 11 years 11. Cancelled cheques 7 years 12. Cash requirement reports ll years 13. Purchase requisitions and purchase orders 7 years 14. Purchase quotations- successful 7 years - unsuccessful 3 years 15. Payroll - Time sheets 4 years - Registers - weekly 11 years - year to date 11 years - Statements of remuneration paid (T-4) 7 years - Cheques ? years Billin[~ and Accounts Receivable 16. Balance reports 2 years 17. Billing Registers and summaries 7 years 18. Arrears listings 2 years 19. Aged trial balances 2 years Z0. Deposit listings and interest applied 7 years 21. Month to date summaries and year to date summaries 2 years 22. Miscellaneous adjustments 2 years 23. Meter reading slips and cards 7 years 24. Service contracts 1 year (1) ZS, Service orders, e.g. new service orders, collection notices, disconnect and re-connects 2 years 26. No postage envelopes 2 years 27. Bill corrections and manual bills ? years 28. Deposit forms and deposit transfer vouchers ? years 29. Final bills and final bill registers ? years 30. Meter reverifications 3 years 31. Meter tests (as found) 3 years 32. Miscellaneous accounts receivable invoices 7 years 33. Miscellaneous accounts receivable ageing lists 7 years 34. Taxrol] and credit bureau correspondence 1 year (2) Stores, Labour and Equipment 35. Stores issues, receipts, returns and scrap memos and print outs 36. Stock catalogues 37. Inventory count sheets 38. Physical variance reports 39. Bin cards 40. Work orders- Detailed - General ledger-work order - Work order-general ledger 41. 42. 43. 44. Other Records Routine correspondence Insurance policies Personnel Customer correspondence 3 years 7 years 2 years 2 years 3 years 11 years I] years 7 years 7 years 2 years (3) 4 years Notes: (1) Retention period commences upon payment of final bill. (2) Retention period commences upon payment of bill. (3) Retention period commences upon employee's termination. Resolution No. 573/85 RESOLUTION OF PICKERING HYDRO-ELF.~,CTRIC COMMISION SECONDED B~ '('~(~/'"/~// BE IT RESOLVED THAT the retention and destruction of records on Schedule "A" attached hereto be approved and; THAT concurrent approval be sought from the Town of Pickering through an enabling By-Law as required by Section 116 of the Municipal Act. I hereby certify the foregoing is a true copy of a resolution duly passed at a meeting of the Pickering Hydro-Electric Commission. Dated at Pickering this 22nd day of March, 1985. Witness my hand and (Corporate) Seal. General Manager & Secretary CARRIED SCHEDULE "A' RETENTION A)ID DESTRUCTION OF RECORDS A. CASH & BANK RECORDS 1. Whizz slips 2. Cash stubs 3. Daily Cash Balancing Sheets 4. Misc. Cash Posting Stubs 5. Cash posting printouts 6. NSF cheques 7. PAC Authorization 8. PAC Registers 9. Bank Deposit Books 10. Bank Statements 11. Bank Reconciliations 1 year + current I year + current 1 year + current 1 year + current Maintain 6 years + current Maintain 2 years + current 6 years + current 6 years + current 6 years + current B. DISBUR.SEME~T RECORDS 1, Accounts Payable cheque voucher & attachments 2. Cancelled Cheques 3, Voucher Register/Cheque Register Cash Requirement Report 4. Purchase Requisitions/Purchase Orders 5. Purchase Quotations - Successful - Unsuccessful 6. Payroll - Time Sheets - Registers - Weekly - YTD - T4'S - Advice Forms - Cheques - Deduction Authorization 10 years + current 6 years + current Maintain 10 years + current 6 years + current 6 years + current 2 years + current 3 years + current 10 years + current 10 years + current 6 years + current Maintain 6 years + current Maintain C. BILLING AND ACCOUNTS RECEIVABLE 1. Balance Report 2. Billing Registers & Summaries 3. Arrears Listing 4. Aged Trial Balance 5. Deposit Listings/Interest Applied 6. MTD summaries/YTD Summary 7. Miscellaneous Adjustments B. Meter Reading Slips/Cards 9. Service Contracts 1 year + current 6 years + current I year + current 1 year + current 6 years + current 1 year + current 1 year + current 6 years + current 1 year after final bill is paid C. BILLING ARD ACCOUNTS RECEIVABLE Cont'd 10. Service orders, e.g. new service orders, upgrades,:meter changes, water heater orders, collection notices, disconnect and re-connects 1 year + current 11. Ho postage envelopes 1 year + current 12. Bill corrections & manual bills 6 years + current 13. Deposits forms and deposit transfer vouchers 6 years + current 14. Final btlls and final bill registers 6 years + current 16. Write-offs Maintain 16. Meter revertfication 2 years + current 17. Meter Tests (as found) 2 years + current 18. Miscellaneous Accounts Receivable Invoices 6 years + current 19. Miscellaneous Accounts Receivable Ageing Lists 6 years + current 20. Taxroll & Credit Bureau correspondence 1 year after bill paid O. STORESt LABOUR & EQUIPMENT 1. Stores issues, receipts, returns & scrap memos and print outs 2. Stock catalogues 3. Inventory count sheets 4. Physical Variance reports 5. Bin cards, etc. 6. Transformer cards 7. Work orders - detailed - GL/WW - WW/GL 1 year + current 2 years + current 6 years + current 1 year + current 1 year + current Maintain 2 years + current 10 years + current 10 years + current E. OTHER RECORDS 1. Routine Correspondence 2. Insurance PRicies 3. Personnel 4, Customer Correspondence 6 years + current 6 years + current 2 years after termination 3 years + current F. NOT FOR DESTRUCTION 1. Minute Books and By-Laws 2. Work Order Files 3. General Ledger/Transaction Report 4. Journal Entries 5. Fixed Asset Leger 6, Meter and Transformer Records 7. Auditors Reports 8. Annual Audited Statements 9. Easements, Leases, Deeds, various agreements. 10. Rate approvals 11. Cost of Power Correspondence 12. Budgets 13. Union Agreements 14. Pension and other employee benefits agreements or policies 15. Sealed Tenders from successful and unsuccessful tenderers. 16. G.L. Cash Book THE CORPORATION OF THE TOWN OF PICKERING BY-LAW NO. 2013 /85 Being a by-law to establish schedules of retention periods of documents of the Picketing Hydro- Electric Commission. WHEREAS, pursuant to the provisions of section 116 of the Municipal Act, R.S.O. 1980, chapter 302, a local board of a municipality shall not destroy any of certain of its documents except, inter alia, in accordance with a by-law passed by the munic- ipality establishing schedules of retention periods during which the documents must be kept by the local board; NOW THEREFORE, the Council of The Corporation of the Town of Pickering HEREBY ENACTS AS FOLLOWS: In this by-law, (a) "Commission" means the Picketing Hydro-Electric Commission: (b) "documents" includes receipts, vouchers, instruments, rolls, records and papers. For the purposes of section 116 of the Municipal Act, R.S.O. 1980, chapter 302, those documents of the Commission described in Column 1 of Schedule A hereto shall be kept by the Commission for the retention periods set out in Column 2 thereof. 3. Any document of the Commission not described in hereto shall be kept by the Commission permanently. 4. Schedule A hereto shall form part of this by-law. Column 1 of Schedule A BY-LAW read a first, 1985. second and third time and finally passed this 6th day of May, This By-law approved, May 1985, Deloitte, Haskins and Sells per Auditors, The Corporation of the Town Pickering SCHEDULE A to By-law 2013/85 Item Column '1 Column 2 Cash and bank records 1. Cash receipt slips 2 years 2. Cash stubs 2 years 3. Daily cash balancing sheets 2 years 4. Miscellaneous cash posting stubs 2 years 5. Not sufficient funds cheques 7 years 6. Pre-authorized chequing registers 3 years 7. Bank Deposit books 7 years 8. Bank statements 7 years 9. Bank reconciliations 7 years Disbursement records ]0. Accounts payable cheque voucher and attachments 11 years 11. Cancelled cheques 7 years 12. Cash requirement reports 11 years 13. Purchase requisitions and purchase orders 7 years 14. Purchase quotations- successful 7 years - unsuccessful 3 years 15. Payroll - Time sheets 4 years - Registers - weekly 11 years - year to date 11 years - Statements of remuneration paid (T-4) 7 years - Cheques 7 years Billin~ and Accounts Receivable 16. Balance reports 2 years 17. Bil]ing Registers and summaries 7 years 18. Arrears listings 2 years 19. Aged trial balances 2 years 20. Deposit listings and interest applied 7 years 21. Month to date summaries and year to date sumr~aries 2 years 22. Miscellaneous adjustments 2 years 23. Meter reading slips and cards 7 years 24. Service contracts 1 year (1) 25. Service orders, e.g. new service orders, collection notices, disconnect and re-connects 2 years 26. No postage envelopes . 2 years 27. Bill corrections and manual bills 7 years 28. Deposit forms and deposit transfer vouchers 7 years 29. Final bills and final bill registers 7 years 30. Meter reverifications 3 years 31. Meter tests (as found) 3 years 32. Miscellaneous accounts receivable invoices 7 years 33. Miscellaneous accounts receivable ageing lists 7 years 34. Taxrol] and credit bureau correspondence 1 year (2) Stores, Labour and Equipment 35. Stores issues, receipts, returns and scrap memos and print outs 36. Stock catalogues 37. Inventory count sheets 38. Physical variance reports 39. Bin cards 40. Work orders- Detailed - General ledger-work order - Work order-general ledger 3 years 7 years 2 years 2 years 3 years 11 years 11 years Other Records 41. Routine correspondence ? years 42. Insurance policies 7 years 43. Personnel 2 years (3) 44. Customer correspondence 4 years Notes: (1) Retention period commences upon payment of final bill. (2) Retention period commences upon payment of hill. (3) Retention period commences upon employee's termination. Resoluhon No. 573/85 RESOLUTION OF PICKERING HYDRO-ELF--rCTRIC COMMISION DATE "ARC~20. ~ BE IT RESOLVED THAT the retention and destruction of records on Schedule "A" attached hereto be approved and; THAT concurrent approval be sought from the Town of Pickering through an enabling By-Law as required by Section 116 of the Municipal kct. I hereby certify the foregoing is a true copy of a resolution duly passed at a meeting of the Pickering Hydro-Electric Commission. Dated at Pickering this 22nd day of March, 1985. Witness my hand and (Corporate) Seal, ) General Manager & Secretary CARRIED SCHEDULE "A' RETENTION AND DESTRUCTION OF RECORDS A. CASH & BANK RECORDS 1. Whizz slips 2. Cash stubs 3. Daily Cash Balancing Sheets 4. Misc. Cash Posting Stubs 5. Cash posting printouts 6. NSF cheques 7. PAC Authorization 8. PAC Registers 9. Bank Deposit Books 10. Bank Statements 11. Bank Reconciliations 1 year + current 1 year + current 1 year + current 1 year + current Maintain 6 years + current Maintain 2 years + current 6 years + current 6 years + current 6 years + current B. DISBURSEMENT RECORDS 1. Accounts Payable cheque voucher & attachments 2. Cancelled Cheques 3. Voucher Register/Cheque Register Cash Requirement Report 4. Purchase Requisitions/Purchase Orders 5. Purchase Quotations - Successful - Unsuccessful 6. Payroll - Time Sheets - Registers - Weekly - YTD - T4's - Advice Forms - Cheques - Deduction Authorization 10 years + current 6 years + current Maintain 10 years + current 6 years + current 6 years + current 2 years + current 3 years + current 10 years + current 10 years + current 6 years + current Maintain 6 years + current Maintain C. BILLING AND ACCOUNTS RECEIVABLE 1. Balance Report 2. Billing Registers & Summaries 3. Arrears Listing 4. Aged Trial Balance 5. Deposit Listings/Interest Applied 6. MTD summaries/YTD Summary 7. Miscellaneous Adjustments 8. Meter Reading Slips/Cards 9. Service Contracts 1 year + current 6 years + current 1 year + current 1 year + current 6 years + current 1 year + current 1 year + current 6 years + current I year after final bill is paid C. BILLING AND ACCOUNTS RECEIVABLE Cont'd 10. Service orders, e.g. new service orders, upgrades,:meter changes, water heater orders, collection notices, disconnect and re-connects 11. No postage envelopes 12. Bill corrections & manual bills 13. Deposits forms and deposit transfer vouchers 14. Final bills and final bill registers 15. Write-offs 16. Meter reverification 17. Meter Tests (as found) 18. Miscellaneous Accounts Receivable Invoices lg. Miscellaneous Accounts Receivable Ageing Lists 20. Taxroll & Credit Bureau correspondence 1 year + current 1 year + current 6 years + current 6 years + current 6 years + current Maintain 2 years + current 2 years + current 6 years + current 6 years + current 1 year after bill paid D. STORES~ LABOUR & EQUIPMENT 1. Stores issues, receipts, returns & scrap memos and print outs 2. Stock catalogues 3. Inventory count sheets 4. Physical Variance reports 5. Bin cards, etc. 6. Transformer cards 7. Work orders - detailed - GL/WW - WW/GL 1 year + current 2 years + current 6 years + current 1 year + current 1 year + current Maintain 2 years + current 10 years + current 10 years + current E. OTHER RECORDS 1. Routine Correspondence 2. Insurance Policies 3. Personnel 4. Customer Correspondence 6 years + current 6 years + current 2 years after termination 3 years + current F. NOT F~R DESTRUCTION 1. Minute Books and By-Laws 2. Work Order Files 3. General Ledger/Transaction Report 4. Journal Entries 5. Fixed Asset Leger 6. Meter and Transformer Records 7. Auditors Reports 8. Annual Audited Statements g. Easements, Leases, Deeds, various agreements. 10. Rate approvals 11. Cost of Power Correspondence 12. Budgets 13. Union Agreements 14. Pension and other employee benefits agreements or policies 15. Sealed Tenders from successful and unsuccessful tenderers. 16. G.L. Cash Book