THE CORPORATION OF THE VILLAGE OF MONTROSE

BYLAW   536   

 

A BYLAW TO PROVIDE FOR THE RETENTION AND DISPOSITION OF RECORDS OF THE VILLAGE OF MONTROSE

 

            WHEREAS Section 239(2) of the Municipal Act of British Columbia vests the responsibility for the care of all municipal records in the  Clerk;

 

            AND WHEREAS it is the desire of the Village of Montrose to provide specific regulations with respect to the retention and disposal of its records;

 

            AND WHEREAS a records Management and Retention Policy of the Village has established the life cycle of records maintained by the Village which specifies the time periods by which records should be maintained in offices, which records should be stored and at what stage of their life this should occur, which records should be retained permanently by it, and which records should be selected for retention in the Archives;

 

            AND WHEREAS it is the desire of the Council to establish the necessary authority to destroy certain redundant records;

 

            NOW THEREFORE the Council of the Village of Montrose in open meeting assembled ENACTS AS FOLLOWS:

 

SHORT TITLE

 

1.         (1)            This Bylaw may be cited as the “RECORDS RETENTION AND                            SCHEDULING BYLAW.”

 

DEFINITIONS

 

2.         (1)            “Policy” means the Records Management and Retention Policy annexed                                     hereto as Schedule “A”.

 

RETENTION

 

3.         (1)            All departments of the Village in collaboration with the Clerk shall                            schedule retention periods for all their records.

 

            (2)            All departments of the Village shall ensure that the records of their                                         respective departments are scheduled in accordance with the policy.

 

            (3)            The Clerk shall ensure the retention and disposal of records in compliance                              with the terms and conditions of the policy.

 

            (4)            Upon adoption of this bylaw, a copy of the bylaw and the policy shall be                                     deposited with the Village auditors and solicitor.

 

 

 

 

 

 

 

 

 

 

ENACTMENT

 

4.         (1)            If any section, subsection, sentence, clause or phrase of this Bylaw is for                            any reason held to be invalid by the decision of any court of competent                                jurisdiction, the invalid portion shall be severed and the part that is invalid                                     shall not affect the validity of the remainder.

 

            (2)            This Bylaw shall come into full force and effect on the final adoption                         thereof.

 

 

 

READ a first time this 3rd day of November , 1998
READ a second time this 17st day of November, 1998

READ a third time this  1st day of December, 1998

 

RECONSIDERED AND FINALLY ADOPTED this 15th day of December, 1998

 

 

 

 

_________________________________                   _____________________________

Mayor                                                                         Clerk

 

 

 

 

 

 

Certified a true copy of Bylaw 536, as adopted.

 

 

 

 

__________________________________

Clerk

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SCHEDULE “A”

 

RECORDS MANAGEMENT AND RETENTION POLICY

 

Records and documents to be retained PERMANENTLY:

 

            Bylaws

            Minute Books

            Certificate of Title

            Annual Financial Statements

            General Ledgers - Year End to Date

            Journals (General)

            Tax Sale Records

            Assessment Roll - 1978 (evaluation date)

            Workers Compensation Board (orders)

            Legal Matters - Claims and Cases

            Easements, Right-of-Ways, Restrictive Covenants and Encroachments

            Subdivision Applications

            Insurance Policies - Liability, Errors and Omissions

            Personnel Records - including individual employee files, Receiver General - T4’s,    Income Tax, CPP, EI and Municipal Superannuation

            Workers’ Compensation Board (payroll related)

 

Records and documents that may be destroyed after a lapse of TEN YEARS:

 

            Assessment Rolls (other than 1978)

 

Records and documents that may be destroyed after a lapse of EIGHT YEARS:

                                                                                                                                                            Tax Rolls  

            Subsidiary Ledgers

            Bank Statements

            Canceled Cheques

            Vouchers

            Water and Sewer Billings

           

Records and documents that may be destroyed after a lapse of FIVE YEARS:

 

            Budgets

            Cash Receipts

            Correspondence

            Trade or Business and Liquor Licenses

 

Records and documents that may be destroyed after a lapse of TWO YEARS:

 

            Dog Licence Records

            Bylaw Enforcement Complaints

 

Records and documents that may be destroyed after a lapse as individually specified:

 

            Other Insurance (ie. fire, vehicle) - one year after expiry

            Debentures (paid) - two years after fully paid

            Time Cards - three years after audit

            Municipal Maps and Plans - when obsolete

            Contracts, Leases and Agreements - when expired plus 1 year

            Voters Lists - when new list prepared

            Building Permits, Occupancy Permits and Plans - life of buildings

            Payroll Records - after six years

            Development Permits and Design Review Applications - life of building

            Variance Permits - life of building

            WCB - Confined Space Entry Reports (1year)