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By-law No. 2014-091 BY-LAW NUMBER 2014-091 OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BEING A BY-LAW TO ESTABLISH A SCHEDULE OF RETENTION PERIODS FOR RECORDS WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, provides that the Council of a Municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved; AND WHEREAS a Municipality shall not destroy any of its records except in accordance with a by-law passed by the Municipality; AND WHEREAS the Auditor for the Corporation of the Municipality of Bayham has indicated its approval of the retention periods to the extent that they are appropriate for their purposes in a letter dated August 15, 2014; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM HEREBY ENACTS A BY-LAW AS FOLLOWS: SHORT TITLE This By-law may be cited as the "Records Retention By-law". Section 1-Definitions 1.1 For the purposes of this By-law: 1.1.1 "Administrator" shall mean the Administrator of the Corporation of the Municipality of Bayham. 1.1.2 "Auditor" shall mean the person or firm appointed by the Council of the Corporation of the Municipality of Bayham from time to time to perform the annual audit of the financial records of the Corporation. 1 .1.3 "Reception Equipment" shall mean the equipment or digital recorder device used to receive or record the personal information collected through video equipment. 1.1 .4 "Record" shall include but not be limited to information however recorded or stored whether in printed form, on film, by electronic means or otherwise, and includes documents, financial statements, minutes, accounts, correspondence, memoranda, plans, maps, drawings, photographs, recordings and films. 1.1.5 "Staff' shall mean the duly appointed staff of the Corporation of the Municipality of Bayham. 1.1.6 "Storage Device" shall mean a videotape, computer disk or drive, CD Rom, DVD, computer chip or other device used to store visual, audio or other images captured by video equipment. 1.1.7 "Transitory Record" shall mean records that have temporary usefulness and are not required to meet statutory obligations, set policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operational or other decisions of the municipality including records such as: a) Additional duplicate copies b) Telephone messages c) E-mail d) Working papers/drafts e) Miscellaneous notices or memoranda f) External publications g) Unsolicited advertising information h) Tapes or notes from a meeting for which the minutes or reports have been adopted or finalized 1.1.8 "Video Equipment" means video, physical or other mechanical, electronic, digital or wireless surveillance system or device that enables continuous or periodic video recording, observing or monitoring of personal information about individuals in open, public spaces including an audio device, thermal imaging technology or any other component associated with capturing an image. Section 2-General Provisions 2.1 The Schedules attached hereto as Schedule "1", "2" and "3" are herby approved and adopted forming part of this By-law. 2.2 The retention periods for the records of the Municipality of Bayham as outlined in Schedule "1" attached hereto, are hereby adopted and established as the retention periods for each such record. 2.3 The retention period listed in Schedule "1" shall be the number of years, unless the period of time is indicated to be other than years, indicated in the column entitled "Retention". 2.4 Transitory records unless otherwise specified in Schedule "1", or unless required for legal, financial, operational purposes or as otherwise provided by law, may be destroyed at any time. 2.5 The Administrator has the authority to destroy records, for which a retention period for the records has been established in Schedule "1" of this By-law, and the retention period has expired. 2.6 The Administrator shall make a record of those documents destroyed. The record of destroyed documents shall be maintained in accordance with the retention period established for such record in Schedule "1" of this By-law. 2.7 Prior to any municipal record being destroyed in accordance with the retention periods in Schedule "1" of this By-law, the Staff shall submit a request in writing to the Administrator on a form attached hereto as Schedule "2". 2.8 When the records approved for destruction are destroyed or transferred to a museum, archives or library by the Administrator, such records shall be listed on the form as attached hereto as Schedule "3", and duly witnessed. 2.9 That this By-law shall come into full force and effect on January 1st, 2015. 2.10 By-law No. 1996-046 of the Village of Port Burwell, as amended shall be repealed, in its entirety, immediately upon this By-law taking effect. READ a FIRST, SECOND and THIRD TIME and finally passed this 21th day of August, 2014. PAUL ENS MAYOR LYNDA MILLARD CLERK CORPORATION OF THE MUNICIPALITY OF BAYHAM SCHEDULE 1 TO BY-LAW 2014-091 RECORDS RETENTION BY-LAW RECORDS RETENTION SCHEDULE In this Schedule the following applies: C = Current Year P = Permanent S - Superseded (Replaced) T = Termination of employment, office, event, or closure of file A ADMINISTRATION RETENTION A-00 Administration—General Scope: Includes administrative records, which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: A-01 Associations &Organizations Scope: Includes correspondence, minutes, agenda, notices and reports regarding external organizations and associations to which staff or the Municipality belongs or with which they communicate in the C+1 course of their duties. Notes: Excludes Intergovernmental Relations A-16 A-02 Staff Committees and Meetings Scope: Includes records regarding the activities of staff committees and meetings. Includes notices of meetings, agenda, and minutes. C+3 Notes: Excludes By-laws, Minutes, Motions & Resolutions C-01 Council/Committee Agenda C-04 A-03 Computer/Information Systems Scope: Includes records regarding all types of information systems in use. Includes computer hardware, computer software, data transmission, system design and implementation, quality control, office automation, and electronic correspondence management. S+5 Notes: Excludes Security A-18 A-04 Conferences and Seminars Scope: Includes invitations, approvals, agenda, and other records regarding conferences, conventions, seminars and special functions attended C+1 by staff, or sponsored by the municipality. Notes: A-05 Consultants Scope: ;ncludes correspondence, proposals, resumes and other documents egarding the selection, appointment and monitoring of consultants. C+1 Notes: Excludes Quotations and Tenders F-18 A-06 Inventory Control Scope: Includes inventory statements and reports, and all other records regarding the control of supplies,fuel and small equipment stock T+1 levels. Notes: T= Disposal of item A-07 Office Equipment and Furniture Scope: Includes records regarding the design and maintenance of owned and leased office equipment and furniture. Includes chairs, desks, tables, photocopiers, printers, microfiche readers. T+1 Notes: T= Disposal of item Excludes Assets F-06 A-08 Office Services Scope: Includes records regarding rates and services provided by courier, mail and postage firms. Also includes records regarding the inter C+1 office mail system, internal printing and word processing services. Notes: A-09 Municipal Policies and Procedures Scope: Includes Municipal policy and procedure manuals, guidelines and directives. P Notes: A-10 Records Management Scope: Includes information regarding the management of corporate records. S+1 Notes: Excludes Municipal Policies and Procedures A-09 Records Disposition A-11 A-11 Records Disposition Scope: Includes records regarding the disposition or transfer of municipal records. Includes the disposal method used and forms authorizing P and describing the destruction or transfer of records. Notes: A-12 Telecommunications Systems Scope: Includes records regarding all types of telecommunications systems. includes telephone systems, facsimile machines, base and mobile stations, towers, antennae, police and fire communications systems, and 911 emergency systems. S+1 Notes: Excludes Assets F-06 Contracts&Agreements L-03 A-13 Travel &Accommodation Scope: Includes records regarding travel and accommodation arrangements. C+1 Notes: A-14 Uniforms &Clothinq Scope: Includes records regarding uniforms and special clothing used by municipal staff members, fire fighters' clothing and safety clothing P used by utilities operators. Notes: A-15 Vendors &Suppliers Scope: Includes records regarding vendors and suppliers of goods and services as well as information about these goods and services, such as catalogues, price lists and correspondence. C+1 Notes: Excludes Purchase Orders and Requisitions F-17 Office Equipment& Furniture A-07 A-16 Intergovernmental Relations Scope: Includes correspondence and other records of a general nature regarding the relationship between the municipality and all other C+4 levels of government including MP and MPP. Notes: A-17 Accessibility of Records(F.O.I) Scope: Includes documents regarding the municipality's responsibilities under the Municipal Freedom of Information and Protection of Privacy Act, and records regarding the handling of requests under C+1 the Act. Notes: A-18 Security Scope: Includes reports, requests, logs, and other records regarding the security of offices,facilities and properties including security passes, C+4 parking passes, control of keys and computer and telephone passwords. Security Surveillance Scope: Includes any records from video equipment, reception equipment or storage devices. Notes: Excludes records retained for criminal, safety or security 35 Days investigations or records for evidentiary purposes as set out in the Municipal Video Surveillance Policy. A-19 Municipal Facilities Construction. Renovations and Maintenance Scope: Includes records for the planning, construction and renovation of municipal facilities. Includes site meetings, consultant's reports, and S+1 cost reports. Also includes architectural and engineering drawings. Notes: A-20 Municipal Outdoor Recreational Property Maintenance Scope: Includes records regarding the maintenance of the municipality's exterior non-structural properties, such as parks, landscaping, S+1 grounds keeping and grass cutting. Notes: A-21 Facilities Bookings Scope: Includes copies of permits and bookings issued for the rental of recreational and administrative facilities for specific activities. C+1 Notes: A-22 Accessibility Scope: lcludes records relating to the accessibility of municipal buildings and information to persons with disabilities. T+g Notes: A-23 Cemetery Records Scope: Includes burial permits, maps, plot ownership records, interment registers, and indexes for municipal cemeteries and abandoned cemeteries. Notes: C COUNCIL&BY-LAWS C-00 Council & By-laws—General Scope: Includes records regarding Council, Committee and Boards, which cannot be classified elsewhere. Use only if no other heading is C+1 available. Notes: C-01 By-laws, Minutes, Motions & Resolutions Scope: icludes final versions of the municipality's by-laws, motions, resolutions, amendments and attachments that are legally part of the I' by-laws, motions and resolutions. Notes: C-02 By-laws, Motions and Resolutions Other Municipalities Scope: Includes final versions of by-laws, motions and resolutions of other municipalities, which are of interest. C+1 Notes: C-03 Council/Committee Correspondence Scope: Includes correspondence resulting from Council/Committee meetings. C+4 Notes: C-04 Council/Committee Agenda Scope: Includes agendas of all meetings of Council and Committee. C+1 Notes: C-05 Elections Scope: Includes returned notices, lists of officials, voters' lists, nominations, election results, preliminary voters lists, oaths taken by council members and information on ward boundaries. Includes advertising. 1+4 Notes: T= day action took effect, or voting day Ballots: 120 days after voting or resolution of recount C-06 Goals and Objectives Scope: Includes records concerning strategic planning, goals and objectives, and mission statements. 3+1 Notes: C-07 Reports Scope: Includes all reports to Council and Committee. Notes: C-08 Boards and Committees Scope: includes appointments by Council of staff, council members and outside appointees or nominees to Committees or Council. P Notes: D DEVELOPMENT& PLANNING D-00 Development& Planning—General Scope: Includes records regarding development and planning which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: D-01 Demographic Studies Scope: Includes records regarding trends in population growth, census reports, and density studies.Also includes records regarding the type, level and rate of growth of employment, unemployment C+6 statistics and composition of the workforce. Notes: Excludes Vital Statistics L-08 D-02 Economic Development Scope: Includes records regarding the growth of the economy. Includes studies, statistics and projections. May also include other Municipal/County projections, strategic plans, studies and proposals. C+6 Notes: Excludes Demographic Studies D-01 Tourism Development D-06 Industrial/Commercial Development D-20 D-03 Green Energy-Sustainabilitv Scope: Includes records regarding green energy, energy conservation and sustainability. C+6 Notes: D-04 Property Rolls Scope: Includes records all records for each property within the municipality. C+6 Notes: D-05 Natural Resources Scope: Includes records regarding the management and preservation of forests, records regarding the characteristics of various minerals as well as mineral deposits, and other natural resources information. C+6 Notes: D-06 Tourism Development Scope: Includes records regarding the tourism industry and efforts made to promote and encourage tourism. C+6 Notes: D-07 Official Plans and Amendments Scope: Includes the official plan and amendments to the official plan. Also includes secondary plans and amendments, containing detailed objectives and policies concerning the planning, development, and redevelopment of specific planning districts. Includes statutory public meetings,focus groups and appeals. Notes: D-08 Official Plans and Amendments(Other Municipalities) Scope: Includes applications to amend the official plan or secondary plans, background reports, notices, resolutions and decisions, and appeals C+1 of other municipalities of interest or affecting the Municipality. Notes: D-09 Severances/Consents Scope: Includes records regarding the granting of severance to parcels of land including application for severance. P Notes: D-10 Site Plan Control Scope: Includes records regarding the provision of services to individual land sites. Includes water, sewage, utility approvals, comments and correspondence.Also includes correspondence regarding parking P areas, drainage and driveways. Notes: D-11 Subdivision Plans Scope: Includes records regarding the approval of plans of subdivisions (both residential and commercial). Includes drawings,technical reports, and correspondence, written comments, working notes and background information. Includes clearance letters, draft approved P plans, applications, registered plans, and changes to approved plans. Notes: D-12 Variances Scope: Includes records regarding the granting of variances in land use including zoning applications from existing zoning regulations. Notes: D-13 Zoning Scope: Includes records and standards regarding the designation of zones for land use planning purposes. P Notes: D-14 Easements Scope: Includes all records on Rights of Way and Easements concerning municipal ownership of private lands in order to maintain public service. Notes: D-15 Encroachments Scope: Includes all records regarding private properties encroaching on municipal lands. Also includes surveys and any other related documentation. Notes: D-16 Annexation/Amalgamation Scope: Includes all records pertaining to the annexing and amalgamating of land adjacent to municipal lands to accommodate growth or other purposes. May include studies on restructuring, green belt and buffer P zone areas. Notes: D-17 Community Improvement Projects Scope: Includes records, studies, statistics and any required background S+6 information on community development programs. Notes: D-18 Municipal Addressing Scope: Includes records regarding requests for and assignment of new subdivision and other street names and numbers. May include 5+6 correspondence, reports and drawings. Notes: D-19 Reference Plans Scope: Includes Registered Plans, site plans and property survey plans as received from the Registry Office. P Notes: D-20 Industrial/Commercial Development Scope: Includes records regarding promotion and development of industry and commerce. p Notes: D-21 Agricultural Development Scope: Includes all records regarding development of agricultural growth. Notes: D-22 Digital Mapping -GIS Scope: Includes all records used to produce maps and updates in digital format. Includes all GIS tracking and mapping data. C+3 Notes: E ENVIRONMENTAL SERVICES E-00 Environmental Services-General Scope: Includes records regarding environmental services,which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: E-01 Sanitary Sewers Scope: 'cludes records regarding the design, construction and maintenance of sanitary sewers and septic systems. Notes: Excludes T+6 Waste Management E-07 Storm Sewers E-02 Treatment Plants E-03 E-02 Storm Sewers Scope: Includes records regarding the design, construction and maintenance of storm sewers. T+6 Notes: E-03 Treatment Plants Scope: includes records regarding the operation of treatment and pumping stations and lagoons. C+6 Notes: E-04 Trees Scope: includes records of tree removal, planting, trimming, pruning and preservation. Notes: C+6 E-05 Environmental Monitoring Scope: Includes records regarding the routine monitoring of water quality, water quantity and air quality as well as responses to interference with quality or quantity.Also includes monitoring and control of C+6 creeks and floods, weeds, noise, erosion, top soil and storm water Notes: E-06 One Call Scope: Includes all documents associated with one call notification requests. T+6 Notes: E-07 Waste Management Scope: Includes records regarding the collection and disposal of waste. Includes landfill site records, recycling, energy from waste, source separation, collection services and composting. May also include C+6 Certificate of Approval and related documentation. Notes: E-08 Water Works Scope: Includes records regarding the design, construction and maintenance of water mains, tanks, pipelines and related facilities and equipment. S+6 Notes: E-09 Municipal Drains Scope: Includes records regarding the design, construction and maintenance of rural drains. Also includes engineer reports, petitions, S+6 assessments, general specifications and correspondence. Notes: E-1 0 Pits &Quarries Scope: Includes records regarding the design, construction & maintenance of all pits &quarries. Includes engineer's reports, assessments, general specifications and correspondence. C+6 Notes: Excludes Licences P-07 E-11 Nutrient Management Scope: Includes records and information regarding the nutrient management C+6 Notes: E-12 Private Sewage Disposal Systems Scope: Includes records and information regarding private sewage disposal C+6 systems Notes: E-13 Water Monitoring &Sampling Scope: Includes records regarding the routine monitoring of water quality, water quantity, annual reports, and chemical samples collected quarterly(trihalomethanes, nitrate and nitrites), as well as responses to interference with quality or quantity.Also includes monitoring and control of creeks and floods, weeds, noise, erosion, top soil and S+6 storm water.Also includes operational checks, weekly and monthly microbiological sampling and testing, chain of custody, report of analysis and adverse samples. Notes: E-14 Chemical Sampling of Water Scope: ncludes chemical samples collected and tested, inorganic and organics lead, sodium and fluoride samples collected and engineer C+6 evaluation reports Notes: E-15 Well Records Scope: Includes well records, certificate of approvals, original engineer reports and maintenance manuals P Notes: E-16 Air Quality Monitoring Scope: Includes records regarding the routine monitoring of air quality as well as responses to interference with quality or quantity P Notes: E-17 Utility Accounts Scope: Includes records regarding individual utility accounts. C+6 Notes: F FINANCE &ACCOUNTING F-00 Finance and Accounting—General Scope: Includes records regarding finance and accounting, which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: F-01 Accounts Payable Scope: Includes records documenting funds payable by the municipality, including paid invoices, receipts, petty cash receipts, conventions registration fees, copies of cheques issued to pay accounts, rebates, C+6 levies payable, reports, telephone bills, membership fees, employee and council expenses and receipts issued. Notes: F-02 Accounts Receivable Scope: Includes records documenting funds owing to the municipality including invoices, billing listings, requests from mortgage companies and recoveries reports. Includes correspondence related to collection tax and supporting documentation. C+6 Notes: Excludes Write-offs F-23 Tax Rolls and Tax Arrears F-22 F-03 Audits Scope: Includes records regarding internal and external financial audits of accounts. Notes: F-04 Banking Scope: ncludes records regarding banking transactions and relationships with banks. Includes bank reconciliation and deposit records. Notes: C+6 F-05 Budgets and Estimates Scope: Includes original departmental and corporate budgets and amendments, both capital and operating. P Notes: F-06 Assets Scope: Includes records regarding current and fixed assets. Includes inventories as well as records of initial expenditure, depreciation, amortization, and disposal. Notes: T=disposal of asset F-07 Cheques Scope: Includes all cancelled cheques issued. Also includes cheque requisitions, cheque listings, and supporting documents used to authorize issuance of cheques, cheque vouchers, N.S.F. cheques C+6 and bank statements. Notes: F-08 Debentures and Bonds Scope: Includes records regarding debentures and bonds issued. Includes information regarding the initial issuance of the debenture or bond as P well as all records of payments made to investors. Notes: T=Debentures surrendered for exchange/cancellation F-09 Employee and Council Expenses Scope: includes travel and meeting expense statements and all receipts submitted by employees or Council and Committee members to C+6 substantiate their claims. Notes: F-10 Financial Statements Scope: Includes the Consolidated statement of financial position, consolidated statement of operations, consolidated statement of change in net financial assets, consolidated statement of changes in cash flows, as well as the notes to the consolidated financial statements. Notes: F-11 Grants and Loans Scope: Includes records regarding revenue generated in the form of grants- in-lieu, provincial and federal grants, loans and subsidies.Also includes submissions, acknowledgements, reports and applications. Notes: F-12 Investments Scope: Includes records regarding the municipality's investments after the maturity date, term deposits, and promissory notes. C+6 Notes: T=closure of account F-13 Journal Vouchers Scope: Includes completed journal voucher forms, input forms, and all background documentation used to substantiate journal entries. Notes: C+6 F-14 Subsidiary Ledgers, Registers, and Journals Scope: Includes all subsidiary ledgers, registers, and Journals such as Payment and Receipt Journals, Payroll Registers, and Debenture P Registers. Notes: F-15 General Ledgers and Journals Scope: Includes all records in the Books of Original Entry and I rial Balances. p Notes: F-16 Payroll Scope: Includes all records of payments of salary, wages and deductions to employees. Includes pay lists, Garnishees, T4 Slips, CRA Reports and Statistics Canada reports.Also includes honoraria and fees to Council. Notes: Permission to destroy records related to the Employer Health Tax C+6 must be obtained from the Minister of Finance. Permission to destroy C.P.P. and Employment Insurance records prior to the expiration of their retention period must be obtained from the Minister of Revenue. F-17 Purchase Orders & Requisitions Scope: Includes purchase orders and requisitions, blanket orders, and all background documentation, which matches the packing slips authorizing the procurement of goods and services. C+6 Notes: Excludes Quotations and Tenders F-18 F-18 Quotations and Tenders Scope: includes records regarding quotations and tenders obtained from suppliers of goods and services. Includes Requests for Proposal, Quotes, Invitations to Tender, Proposals, Tender Submissions, Pre- C+6 qualifications, and all documentation regarding the selection process. Notes: F-19 Receipts Scope: Includes receipts issued for payment of items including licenses, rentals and taxes. C+6 Notes: F-20 Reserve Funds Scope: Includes records documenting obligatory and/or discretionary reserve funds including reserves for working funds, contingencies,future capital projects, and information systems. To include all natural disaster funds and applications for payment for damages suffered (Tornado, Wind, Flood) Notes: F-21 Revenues Scope: Includes records regarding the generation of revenues, other than taxes. Notes: Excludes C+6 Accounts Receivable F-02 Tax Rolls& Records F-22 F-22 Tax Rolls and Records Scope: Includes taxation records of long term importance, including assessment rolls, tax sale records, tax sale deeds, property tax registrations, tax arrears register cards, tax collector's rolls and P levies. Notes F-23 Write Offs Scope: Includes accounts receivable that have been written off as uncollectible. Also includes records of bankruptcies. C+6 Notes: Excludes Accounts Receivable F-02 F-24 Trust Funds Scope: Includes records regarding funds established by the municipality for money held in trust. P Notes: T=Closure of account F-25 Security Deposit Scope: Includes development deposits, letters of credit, proof of insurance when required and records of monies held as security. T+6 Notes: T= Closure of account F-26 Taxation Scope: Includes records regarding any taxes paid by the Municipality and the exceptions and rebates related to these taxes. Includes the C+6 original assessment notices and HST Registration Number. Notes: H HUMAN RESOURCES H-00 Human Resources -General Scope: Includes records regarding human resources, which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: H-01 Attendance and Scheduling Scope: Includes records regarding employee attendance, shift scheduling, vacation schedules and hours of work. Also includes Doctors notes required for missed days. C+6 Notes: H-02 Benefits Scope: Includes brochures, rates, quotes, correspondence and explanatory documents regarding benefits offered to employees, such as group C+49 insurance, dental plans and general information on EMT Notes: Excludes—Payroll F-16 H-03 Employee Records Scope: Includes records regarding the employment history of municipal employees. Includes initial resumes and applications, performance evaluations, correspondence with the employee, and employee assistance. Includes part-time and student employees. P Notes: H-04 Health and Safety Scope: Includes records regarding the occupational health and safety of staff. Includes non lost-time accident and incident reports, WSIB reports for non-lost time, and information on health and safety programs for staff including fire drills, and CPR courses. Notes: Excludes-Claims for STD, LTD or WSIB Records related to C+6 exposure to airborne Acrylonitrile benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide or asbestos must be kept the longer of(a)40 years from the time the records were first made with respect to the worker, or(b)20 years from the time the last of the records were made with respect to the worker. H-05 Human Resource Planning Scope: Includes records of succession planning, executive placement, retirement programs, staff turnover rates, annual hire/promotion targets, recruitment freezes, employment equity, performance management, student employment program plans, Modified Work C+6 Program, Human Resources research information, lay-of notices and related records Notes: Excludes Employee Records H-03 H-06 Job Descriptions Scope: Includes job descriptions and specifications as well as background information used in their preparation or amendment S+6 Notes: H-07 Labour Relations Scope: Includes records regarding the relationship between labour and management. Includes collective bargaining, correspondence with S+6 unions and negotiations Notes: H-08 Organization Scope: Includes records regarding reporting relationships, reorganization, downsizing, organizational analysis, etc. Includes organization S+6 charts. Notes: Excludes Job Descriptions H-06 H-09 Salary Planning Scope: Includes records regarding the planning and scheduling of salaries, such as job evaluations,job classification systems, salary surveys, C+6 job comparison schedules and seniority lists.Also includes any reference material retained regarding issues related to pay equity. Notes: H-10 Pension Records Scope: Includes records detailing obligations to individuals under OMERS. Includes pension information of retired personnel, including C+49 registration and records. Notes: H-11 Recruitment Scope: Includes records regarding the recruitment of staff and interviews. Includes job postings, copies of advertisements, records regarding competitions and unsuccessful applications. C+1 Notes: H-12 Training & Development Scope: Includes records regarding courses offered to employees, and information on career and professional development programs. Also S+1 includes orientation materials. Notes: H-13 Claims Scope: Includes records regarding claims to WSIB or insurance carriers for lost-time incidents, accidents, STD or LTD Notes: T = Resolution of claim Excludes- Records related to exposure to airborne Acrylonitrile, benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide T+6 or asbestos must be kept the longer of(a)40 years from the time such records were first made with respect to the worker, or(b)20 years from the time the last of such records were made with respect to the worker. H-14 Grievances Scope: Includes records dealing with grievance complaints filed against the Municipality such as the initial complaint, investigation, reports and T+6 final resolution Notes: T = Resolution of claim H-15 Volunteer Firefighter Records Scope: Includes all records pertaining to the training of firefighters. Notes: L LEGAL AFFAIRS L-O0 Legal Affairs—General Scope: Includes records regarding legal affairs,which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: L-01 Appeals and Hearings Scope: Includes all transcripts and related documentation regarding appeals, hearings, and legal proceedings. Includes final judgments and Court Orders. Includes zoning appeals, official plan appeals, and Committee of Adjustment appeals. Also includes orders issued by regulatory bodies and boards. Notes: L-02 Claims Against/By the Municipality Scope: Includes all litigation made by other parties against the Municipality. T+1 Notes: T = Resolution of claim and all appeals L-03 Contracts and Agreements Scope: Includes all agreements entered into by the municipality(simple or under seal). Includes construction contracts, collective agreements, and subdivision agreements. Also includes agreements regarding P easements, encroachments, areaways and laneways. Notes: L-04 Insurance Appraisals Scope: icludes appraisals of municipal property for insurance purposes. T+15 Notes: T= Event, act or omission on which claim is based took place L-05 Insurance Policies Scope: Includes municipal insurance policy documents, such as vehicle, T+15 liability, theft, and fire insurance. Includes non-litigation claims only. Notes: 7 = Expiration of policy L-06 Land Acquisition and Sale Scope: Includes records regarding real estate transactions, conveyance of land, lot sales, alley closings and allowances whether through voluntary transactions or expropriation. Includes deeds and P expropriation plans, purchase letters and appraisals. Notes: L-07 Opinions and Briefs Scope: Includes copies of opinions and briefs prepared by the municipality's legal counsel on specific issues and by-laws. S+1 Notes: L-08 Vital Statistics Scope: Includes registers of births, stillbirths, deaths and marriages. Notes: L-09 Prosecutions Scope: Includes records regarding prosecutions to enforce bylaws and federal and provincial legislation. T+6 Notes: T=Delivery of Judgment L-10 Subdivision Assumption-Street Dedication &Assumption Scope: :icludes records leading to assumption of streets/roads and subdivision assumption. P Notes: M MEDIA& PUBLIC RECORDS M-00 Media and Public Relations -General Scope: Includes records regarding media and public relations, which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: M-01 Advertising Scope: Includes records regarding news releases and public advertising in magazines, newspapers, radio, television, and transit. Notes: C+1 M-02 Ceremonies and Events Scope: Includes records regarding participation in special events, openings, anniversaries and Remembrance Day. Also includes records regarding the set-up and running of special events, Beef B-B-Q, C+4 Retirement Parties, Parades, Golf Tournament etc. Notes: M-03 Municipal Charitable Campaigns-Fund Raising Scope: Includes records regarding the raising of funds and donations for the municipality. Includes the United Way, Cancer Fund, community C+6 interest groups, Bingo and Nevada tickets, etc. Notes: M-04 Complaints, Commendations & Inquiries Scope: ncludes records regarding commendations, requests for information, and very general types of inquiries and general complaints.Also includes concerns about services offered by the Municipality, inquiries about council proceedings and congratulatory letters. C+1 Notes: Excludes Accessibility of Records (F.O.I)A-17 By-law Enforcement-Complaints P-01 M-05 Publications/Promotions Scope: Includes typed manuscripts, artwork, printed copies and related records regarding the publication of tourism information, trade shows, current events, industrial directories, business directories, and maps. C+1 May include annual reports of a non-financial nature and newsletters published for distribution to the public and in-house. Notes: M-06 Visual Identity and Insignia Scope: Includes records regarding the standards, which apply to graphic designs in the interest of establishing a Visual Identity Program. Includes logo and letterhead design, signage, flags and vehicle identification.Also includes records regarding corporation insignia and seals of office. Notes: P PROTECTION &ENFORCEMENT SERVICES P-00 Protection & Enforcement Services -General Scope: Includes records regarding protection and enforcement services, which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: P-01 By-law Enforcement-Complaints Scope: Includes records of by-law complaints and municipal efforts to enforce bylaws such as order to comply, inspection reports, stop work orders, working notes, correspondence, exhibits, and P photographs. Notes: P-02 Daily Occurrence Logs Scope: Includes logs maintained of daily occurrences logs maintained by the Building Inspectors, Chief Building Official and Municipal By-law C+6 Enforcement Officers. Notes: P-03 Emeroencv Planning Scope: Includes records regarding the planning and rehearsal of emergency measures and report to E.M.O. S+1 Notes: P-04 Hazardous Materials Scope: Includes information and reports on chemicals and substances that pose fire hazards. Also includes records dealing with toxic substance control, transportation and effects. S+1 Notes: Hazardous Materials Data Sheets(MSDS)shall be kept permanently. P-05 Incident/Accident Reports Scope: Includes fire, vandalism and security incident reports and reports of accidents that occur at recreational facilities and other municipal properties. Includes firefighter attendance at emergencies Notes: P-06 Public Health Scope: Includes records from the Elgin Health Unit and public health information. S+1 Notes: P-07 Licences Scope: Includes records regarding licenses administered by or required by the municipality, or required by the province, such as licensing for dog kennels, dogs, liquor, businesses, lotteries and quarries, inspections performed on private institutions, etc. T+1 Notes: Excludes Vital Statistics L-08 Animal Control-Dog Licenses P-10 P-08 Building Permits Scope: Includes permits issued to builders, contractors, and residents giving them permission to build or renovate. Includes entrance permits, culvert permits. (minor construction including plans for single family dwellings, semi detached dwellings, additions, accessory buildings C+6 and agricultural buildings) Notes: Building Permits Scope: Includes permits issued to builders, contractors, and residents giving them permission to build or renovate. Includes entrance permits, P culvert permits. (major commercial, industrial, institutional and residential buildings) Notes: P-09 Permits, Other Scope: Includes applications and copies of permits issued by the Municipality as well as permits issued giving permission to hold special events, transport oversize loads, erect signs, park on the T+ street, moving permits, and fire permits. Notes: Excludes Building Permits P-08 P-10 Animal Control-Dog Licenses Scope: Includes records regarding the control of household pets, strays, livestock and wildlife and livestock evaluation reports. Also includes C+6 yearly dog licensing. Notes: P-11 Emergency Services General Scope: -cludes records regarding land ambulance,fire and rescue services. C+6 Notes: Excludes Incident/Accident Reports P-05 P-12 Provincial Offenses Scope: All Provincial Offences documentation including correspondence. C+6 Notes: R RECREATION &CULTURE R-00 Recreation and Culture-General Scope: Includes records regarding recreation and cultural services, which cannot be classified elsewhere. Use only if no other heading is C+1 available. Notes: R-01 Heritage Preservation Scope: Includes records regarding heritage and historical development, including designations of buildings, districts, and cemeteries. T+1 Notes: T = Removal of designation. R-02 Library Services Scope: Includes circulation lists, recommendations for additions to library collections, information searches, inter-library loan requests and C+4 more general records regarding the operation of libraries. Notes: R-03 Museum and Archival Services Scope: ,ncludes registers of holdings, museum programming, activity reports, historical society holdings, archival operations, conservation C+4 nformation and related records. Notes: R-04 Trails-Cycling Scope: 'includes records and correspondence pertaining to trails construction maintenance and cycling initiatives. 5+6 Notes: R-05 Financial Assistance Applications Scope: Includes correspondence and applications pertaining to Municipal Financial Assistance applications. C+6 Notes: T TRANSPORTATION T-00 Transportation—General Scope: Includes records regarding transportation which cannot be classified elsewhere. Use only if no other heading is available. C+1 Notes: T-01 Illumination Scope: Includes records and studies regarding the installation and repair of equipment used to illuminate roads including streetlights and pedestrian crossover lights. Also includes records on power consumption. T+1 Notes: T=Completion of project. T-02 Parking Scope: Includes records and studies regarding municipal parking issues such as handicapped parking, lot and garage operations,fire routes and employee parking. T+1 Notes: T=Closure of lot or space. T-03 Public Transit Scope: Includes records regarding public transit systems. Includes schedules, routes, maps and similar information. Also includes project records regarding the construction of bus shelters and similar T+6 facilities, route administration and planning,fare policies and intergovernmental transit. Notes: T=Closure of route/shelter/stop T-04 Road Construction Scope: Includes records and studies regarding construction projects on roads. Includes the construction of new roads and major T+6 improvements to existing roads, resurfacing, widening and bridges. Notes T=Asset no longer exists T-05 Road Maintenance Scope: Includes records and studies regarding the inspection and maintenance of roads. Includes the installation of culverts, minor repairs to road surfaces, curbs and sidewalks, cycle-ways, footpaths, T+6 walkways.Also includes grading, ploughing and sanding of roads, snow removal and cleaning. Notes: T=Asset no longer exists T-06 Signs and Signals Scope: Includes records and studies regarding the manufacture and installation of signs and signals. T+6 Notes: T = Removal of sign/signal. T-07 Traffic Scope: Includes records and studies regarding the flow of traffic on roads. Includes intersection drawings, pedestrian crossovers, crossing guards, traffic counts, traffic accident statistics and related records. Notes: 1-08 Roads and Lanes Closures Scope: Includes records on roads and lanes closed on a permanent or regular basis. Records include reports, appraisals and P correspondence. Notes: T-09 Field Survey/Road Survey Books Scope: Includes engineering field survey notes and survey books. P Notes: T-10 Harbour Scope: Includes all records associated with the Harbour and Harbour lands. P Notes: V VEHICLES& EQUIPMENT V-00 Vehicles and Equipment—General Scope: Includes records regarding vehicles and equipment, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 V-01 Fleet Management Scope: Includes records of all vehicles currently leased or owned, operated and maintained by the municipality. This includes vehicle history files, T+6 vehicle maintenance, registration and disposal. Notes: T =termination of lease or vehicle disposal V-02 Mobile Equipment Scope: Includes records regarding mobile equipment used in conjunction with vehicles and emergency vehicles. Also includes maintenance and history files on equipment such as generators, pumps and T+6 sanders. Notes: T = End of service date V-03 Transportable Equipment Scope: Includes records regarding transportable equipment used by the municipality. Also includes maintenance and history files on equipment such as lawnmowers, hoses, weed-eaters, drills, and T+6 rescue equipment. Notes: T = End of service date V-04 Protective Eouipment Scope: Includes records regarding protective equipment used by the municipality. Also includes maintenance and history files on T+6 equipment such as breathing apparatus, breathing tanks, down alarms, etc. Notes: T = End of service date CORPORATION OF THE MUNICIPALITY OF BAYHAM SCHEDULE II TO BY-LAW 2014-091 RECORDS RETENTION BY-LAW REQUEST TO DESTROY MUNICIPAL RECORDS MUNICIPALITY OF BAYHAM Date: TO: Administrator From: _ (Name) I hereby request permission to destroy the following municipal records in accordance with the provisions of the Records Retention By-law No. 2014-091 for the Municipality of Bayham. List of Records requested for destruction: CORPORATION OF THE MUNICIPALITY OF BAYHAM SCHEDULE III TO BY-LAW 2014-091 RECORDS RETENTION BY-LAW WITNESS STATEMENTS AS TO DESTRUCTION OR TRANSFER OF RECORDS MUNICIPALITY OF BAYHAM WITNESSES We, and state that we were present upon and did (date) witness of the Municipalilty of Bayham, destroy the following records in accordance with the provisions of the Records Retention By-law No. 2014-091 for the Municipality of Bayham. OR We, and state that we were present upon and did (date) witness of the Municipality of Bayham transfer the following records to (name of Storage Facility, Archives) as such records are no longer required to be retained by the Municipalilty of Bayham in accordance with By-law No. 2014-091 but may be of historical interest to the public. List of Records destroyed or records transferred to the above-listed Library, Museum or Archives: August 15, 2014 Paul Shipway, Administrator Municipality of Bayham 9344 Plank Road Straffordville, ON N0J 1Y0 Re: Record Retention By-law Dear Paul We have read the proposed record retention By-law delivered to our firm via e-mail. As per section 255 of the Municipal Act 2001, S.O. c. 25 the municipal audit is required to give their approval of any changes to the record retention By-law. After reading the proposed new By-law there was nothing that caused our firm concern. The By-law is consistent with the Ontario Municipal Records Management System and similar to other record retention By-laws we have read. Please accept this letter as our approval to proceed with the proposed record retention By-law as delivered to our firm via e-mail and as attached. Should you need anything further please do not hesitate to contact our firm. Yours truly Graham Scott Enns LLP Robert Foster Robert Foster, CPA, CA Partner BY-LAW NUMBER 2014-XXX OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BEING A BY-LAW TO ESTABLISH A SCHEDULE OF RETENTION PERIODS FOR RECORDS WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, provides that the Council of a Municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved; AND WHEREAS a Municipality shall not destroy any of its records except in accordance with a by-law passed by the Municipality; AND WHEREAS the Auditor for the Corporation of the Municipality of Bayham has indicated its approval of the retention periods to the extent that they are appropriate for their purposes in a letter dated August 15, 2014; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM HEREBY ENACTS A BY-LAW AS FOLLOWS: SHORT TITLE This By-law may be cited as the “Records Retention By-law”. Section 1-Definitions 1.1 For the purposes of this By-law: 1.1.1 “Administrator” shall mean the Administrator of the Corporation of the Municipality of Bayham. 1.1.2 “Auditor” shall mean the person or firm appointed by the Council of the Corporation of the Municipality of Bayham from time to time to perform the annual audit of the financial records of the Corporation. 1.1.3 “Reception Equipment” shall mean the equipment or digital recorder device used to receive or record the personal information collected through video equipment. 1.1.4 “Record” shall include but not be limited to information however recorded or stored whether in printed form, on film, by electronic means or otherwise, and includes documents, financial statements, minutes, accounts, correspondence, memoranda, plans, maps, drawings, photographs, recordings and films. 1.1.5 “Staff” shall mean the duly appointed staff of the Corporation of the Municipality of Bayham. 1.1.6 “Storage Device” shall mean a videotape, computer disk or drive, CD Rom, DVD, computer chip or other device used to store visual, audio or other images captured by video equipment. 1.1.7 “Transitory Record” shall mean records that have temporary usefulness and are not required to meet statutory obligations, set policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operational or other decisions of the municipality including records such as: a) Additional duplicate copies b) Telephone messages c) E-mail d) Working papers/drafts e) Miscellaneous notices or memoranda f) External publications g) Unsolicited advertising information h) Tapes or notes from a meeting for which the minutes or reports have been adopted or finalized 1.1.8 “Video Equipment“ means video, physical or other mechanical, electronic, digital or wireless surveillance system or device that enables continuous or periodic video recording, observing or monitoring of personal information about individuals in open, public spaces including an audio device, thermal imaging technology or any other component associated with capturing an image. Section 2-General Provisions 2.1 The Schedules attached hereto as Schedule “1”, “2” and “3” are herby approved and adopted forming part of this By-law. 2.2 The retention periods for the records of the Municipality of Bayham as outlined in Schedule “1” attached hereto, are hereby adopted and established as the retention periods for each such record. 2.3 The retention period listed in Schedule "1" shall be the number of years, unless the period of time is indicated to be other than years, indicated in the column entitled "Retention". 2.4 Transitory records unless otherwise specified in Schedule “1”, or unless required for legal, financial, operational purposes or as otherwise provided by law, may be destroyed at any time. 2.5 The Administrator has the authority to destroy records, for which a retention period for the records has been established in Schedule “1” of this By-law, and the retention period has expired. 2.6 The Administrator shall make a record of those documents destroyed. The record of destroyed documents shall be maintained in accordance with the retention period established for such record in Schedule “1” of this By-law. 2.7 Prior to any municipal record being destroyed in accordance with the retention periods in Schedule “1” of this By-law, the Staff shall submit a request in writing to the Administrator on a form attached hereto as Schedule “2”. 2.8 When the records approved for destruction are destroyed or transferred to a museum, archives or library by the Administrator, such records shall be listed on the form as attached hereto as Schedule “3”, and duly witnessed. 2.9 That this By-law shall come into full force and effect on January 1st, 2015. 2.10 By-law No. 1996-046 of the Village of Port Burwell, as amended shall be repealed, in its entirety, immediately upon this By-law taking effect. READ a FIRST, SECOND and THIRD TIME and finally passed this 21th day of August, 2014. ___________________________ PAUL ENS MAYOR __________________________ LYNDA MILLARD CLERK CORPORATION OF THE MUNICIPALITY OF BAYHAM SCHEDULE 1 TO BY-LAW 2014-XXX RECORDS RETENTION BY-LAW RECORDS RETENTION SCHEDULE In this Schedule the following applies: C = Current Year P = Permanent S = Superseded (Replaced) T = Termination of employment, office, event, or closure of file A ADMINISTRATION RETENTION A-00 Administration – General Scope: Includes administrative records, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 A-01 Associations & Organizations Scope: Includes correspondence, minutes, agenda, notices and reports regarding external organizations and associations to which staff or the Municipality belongs or with which they communicate in the course of their duties. Notes: Excludes Intergovernmental Relations A-16 C+1 A-02 Staff Committees and Meetings Scope: Includes records regarding the activities of staff committees and meetings. Includes notices of meetings, agenda, and minutes. Notes: Excludes By-laws, Minutes, Motions & Resolutions C-01 Council/Committee Agenda C-04 C+3 A-03 Computer/Information Systems Scope: Includes records regarding all types of information systems in use. Includes computer hardware, computer software, data transmission, system design and implementation, quality control, office automation, and electronic correspondence management. Notes: Excludes Security A-18 S+5 A-04 Conferences and Seminars Scope: Includes invitations, approvals, agenda, and other records regarding conferences, conventions, seminars and special functions attended by staff, or sponsored by the municipality. Notes: C+1 A-05 Consultants Scope: Includes correspondence, proposals, resumes and other documents regarding the selection, appointment and monitoring of consultants. Notes: Excludes Quotations and Tenders F-18 C+1 A-06 Inventory Control Scope: Includes inventory statements and reports, and all other records regarding the control of supplies, fuel and small equipment stock levels. Notes: T= Disposal of item T+1 A-07 Office Equipment and Furniture Scope: Includes records regarding the design and maintenance of owned and leased office equipment and furniture. Includes chairs, desks, tables, photocopiers, printers, microfiche readers. Notes: T= Disposal of item Excludes Assets F-06 T+1 A-08 Office Services Scope: Includes records regarding rates and services provided by courier, mail and postage firms. Also includes records regarding the inter office mail system, internal printing and word processing services. Notes: C+1 A-09 Municipal Policies and Procedures Scope: Includes Municipal policy and procedure manuals, guidelines and directives. Notes: P A-10 Records Management Scope: Includes information regarding the management of corporate records. Notes: Excludes Municipal Policies and Procedures A-09 Records Disposition A-11 S+1 A-11 Records Disposition Scope: Includes records regarding the disposition or transfer of municipal records. Includes the disposal method used and forms authorizing and describing the destruction or transfer of records. Notes: P A-12 Telecommunications Systems Scope: Includes records regarding all types of telecommunications systems. Includes telephone systems, facsimile machines, base and mobile stations, towers, antennae, police and fire communications systems, and 911 emergency systems. Notes: Excludes Assets F-06 Contracts & Agreements L-03 S+1 A-13 Travel & Accommodation Scope: Includes records regarding travel and accommodation arrangements. Notes: C+1 A-14 Uniforms & Clothing Scope: Includes records regarding uniforms and special clothing used by municipal staff members, fire fighters' clothing and safety clothing used by utilities operators. Notes: P A-15 Vendors & Suppliers Scope: Includes records regarding vendors and suppliers of goods and services as well as information about these goods and services, such as catalogues, price lists and correspondence. Notes: Excludes Purchase Orders and Requisitions F-17 Office Equipment & Furniture A-07 C+1 A-16 Intergovernmental Relations Scope: Includes correspondence and other records of a general nature regarding the relationship between the municipality and all other levels of government including MP and MPP. Notes: C+4 A-17 Accessibility of Records (F.O.I) Scope: Includes documents regarding the municipality's responsibilities under the Municipal Freedom of Information and Protection of Privacy Act, and records regarding the handling of requests under the Act. Notes: C+1 A-18 Security Scope: Includes reports, requests, logs, and other records regarding the security of offices, facilities and properties including security passes, parking passes, control of keys and computer and telephone passwords. Security Surveillance Scope: Includes any records from video equipment, reception equipment or storage devices. Notes: Excludes records retained for criminal, safety or security investigations or records for evidentiary purposes as set out in the Municipal Video Surveillance Policy. C+4 35 Days A-19 Municipal Facilities Construction, Renovations and Maintenance Scope: Includes records for the planning, construction and renovation of municipal facilities. Includes site meetings, consultant's reports, and cost reports. Also includes architectural and engineering drawings. Notes: S+1 A-20 Municipal Outdoor Recreational Property Maintenance Scope: Includes records regarding the maintenance of the municipality's exterior non-structural properties, such as parks, landscaping, grounds keeping and grass cutting. Notes: S+1 A-21 Facilities Bookings Scope: Includes copies of permits and bookings issued for the rental of recreational and administrative facilities for specific activities. Notes: C+1 A-22 Accessibility Scope: Includes records relating to the accessibility of municipal buildings and information to persons with disabilities. Notes: T+6 A-23 Cemetery Records Scope: Includes burial permits, maps, plot ownership records, interment registers, and indexes for municipal cemeteries and abandoned cemeteries. Notes: P C COUNCIL & BY-LAWS C-00 Council & By-laws – General Scope: Includes records regarding Council, Committee and Boards, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 C-01 By-laws, Minutes, Motions & Resolutions Scope: Includes final versions of the municipality's by-laws, motions, resolutions, amendments and attachments that are legally part of the by-laws, motions and resolutions. Notes: P C-02 By-laws, Motions and Resolutions Other Municipalities Scope: Includes final versions of by-laws, motions and resolutions of other municipalities, which are of interest. Notes: C+1 C-03 Council/Committee Correspondence Scope: Includes correspondence resulting from Council/Committee meetings. Notes: C+4 C-04 Council/Committee Agenda Scope: Includes agendas of all meetings of Council and Committee. Notes: C+1 C-05 Elections Scope: Includes returned notices, lists of officials, voters' lists, nominations, election results, preliminary voters lists, oaths taken by council members and information on ward boundaries. Includes advertising. Notes: T= day action took effect, or voting day Ballots: 90 days after voting or resolution of recount T+4 C-06 Goals and Objectives Scope: Includes records concerning strategic planning, goals and objectives, and mission statements. Notes: S+1 C-07 Reports Scope: Includes all reports to Council and Committee. Notes: P C-08 Boards and Committees Scope: Includes appointments by Council of staff, council members and outside appointees or nominees to Committees or Council. Notes: P D DEVELOPMENT & PLANNING D-00 Development & Planning – General Scope: Includes records regarding development and planning which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 D-01 Demographic Studies Scope: Includes records regarding trends in population growth, census reports, and density studies. Also includes records regarding the type, level and rate of growth of employment, unemployment statistics and composition of the workforce. Notes: Excludes Vital Statistics L-08 C+6 D-02 Economic Development Scope: Includes records regarding the growth of the economy. Includes studies, statistics and projections. May also include other Municipal/County projections, strategic plans, studies and proposals. Notes: Excludes Demographic Studies D-01 Tourism Development D-06 Industrial/Commercial Development D-20 C+6 D-03 Green Energy-Sustainability Scope: Includes records regarding green energy, energy conservation and sustainability. Notes: C+6 D-04 Property Rolls Scope: Includes records all records for each property within the municipality. Notes: C+6 D-05 Natural Resources Scope: Includes records regarding the management and preservation of forests, records regarding the characteristics of various minerals as well as mineral deposits, and other natural resources information. Notes: C+6 D-06 Tourism Development Scope: Includes records regarding the tourism industry and efforts made to promote and encourage tourism. Notes: C+6 D-07 Official Plans and Amendments Scope: Includes the official plan and amendments to the official plan. Also includes secondary plans and amendments, containing detailed objectives and policies concerning the planning, development, and redevelopment of specific planning districts. Includes statutory public meetings, focus groups and appeals. Notes: P D-08 Official Plans and Amendments (Other Municipalities) Scope: Includes applications to amend the official plan or secondary plans, background reports, notices, resolutions and decisions, and appeals of other municipalities of interest or affecting the Municipality. Notes: C+1 D-09 Severances/Consents Scope: Includes records regarding the granting of severance to parcels of land including application for severance. Notes: P D-10 Site Plan Control Scope: Includes records regarding the provision of services to individual land sites. Includes water, sewage, utility approvals, comments and correspondence. Also includes correspondence regarding parking areas, drainage and driveways. Notes: P D-11 Subdivision Plans Scope: Includes records regarding the approval of plans of subdivisions (both residential and commercial). Includes drawings, technical reports, and correspondence, written comments, working notes and background information. Includes clearance letters, draft approved plans, applications, registered plans, and changes to approved plans. Notes: P D-12 Variances Scope: Includes records regarding the granting of variances in land use including zoning applications from existing zoning regulations. Notes: P D-13 Zoning Scope: Includes records and standards regarding the designation of zones for land use planning purposes. Notes: P D-14 Easements Scope: Includes all records on Rights of Way and Easements concerning municipal ownership of private lands in order to maintain public service. Notes: P D-15 Encroachments Scope: Includes all records regarding private properties encroaching on municipal lands. Also includes surveys and any other related documentation. Notes: P D-16 Annexation/Amalgamation Scope: Includes all records pertaining to the annexing and amalgamating of land adjacent to municipal lands to accommodate growth or other purposes. May include studies on restructuring, green belt and buffer zone areas. Notes: P D-17 Community Improvement Projects Scope: Includes records, studies, statistics and any required background information on community development programs. Notes: S+6 D-18 Municipal Addressing Scope: Includes records regarding requests for and assignment of new subdivision and other street names and numbers. May include correspondence, reports and drawings. Notes: S+6 D-19 Reference Plans Scope: Includes Registered Plans, site plans and property survey plans as received from the Registry Office. Notes: P D-20 Industrial/Commercial Development Scope: Includes records regarding promotion and development of industry and commerce. Notes: P D-21 Agricultural Development Scope: Includes all records regarding development of agricultural growth. Notes: P D-22 Digital Mapping - GIS Scope: Includes all records used to produce maps and updates in digital format. Includes all GIS tracking and mapping data. Notes: C+3 E ENVIRONMENTAL SERVICES E-00 Environmental Services - General Scope: Includes records regarding environmental services, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 E-01 Sanitary Sewers Scope: Includes records regarding the design, construction and maintenance of sanitary sewers and septic systems. Notes: Excludes Waste Management E-07 Storm Sewers E-02 Treatment Plants E-03 T+6 E-02 Storm Sewers Scope: Includes records regarding the design, construction and maintenance of storm sewers. Notes: T+6 E-03 Treatment Plants Scope: Includes records regarding the operation of treatment and pumping stations and lagoons. Notes: C+6 E-04 Trees Scope: Includes records of tree removal, planting, trimming, pruning and preservation. Notes: C+6 E-05 Environmental Monitoring Scope: Includes records regarding the routine monitoring of water quality, water quantity and air quality as well as responses to interference with quality or quantity. Also includes monitoring and control of creeks and floods, weeds, noise, erosion, top soil and storm water. Notes: C+6 E-06 One Call Scope: Includes all documents associated with one call notification requests. Notes: T+6 E-07 Waste Management Scope: Includes records regarding the collection and disposal of waste. Includes landfill site records, recycling, energy from waste, source separation, collection services and composting. May also include Certificate of Approval and related documentation. Notes: C+6 E-08 Water Works Scope: Includes records regarding the design, construction and maintenance of water mains, tanks, pipelines and related facilities and equipment. Notes: S+6 E-09 Municipal Drains Scope: Includes records regarding the design, construction and maintenance of rural drains. Also includes engineer reports, petitions, assessments, general specifications and correspondence. Notes: S+6 E-10 Pits & Quarries Scope: Includes records regarding the design, construction & maintenance of all pits & quarries. Includes engineer's reports, assessments, general specifications and correspondence. Notes: Excludes Licences P-07 C+6 E-11 Nutrient Management Scope: Includes records and information regarding the nutrient management Notes: C+6 E-12 Private Sewage Disposal Systems Scope: Includes records and information regarding private sewage disposal systems Notes: C+6 E-13 Water Monitoring & Sampling Scope: Includes records regarding the routine monitoring of water quality, water quantity, annual reports, and chemical samples collected quarterly (trihalomethanes, nitrate and nitrites), as well as responses to interference with quality or quantity. Also includes monitoring and control of creeks and floods, weeds, noise, erosion, top soil and storm water. Also includes operational checks, weekly and monthly microbiological sampling and testing, chain of custody, report of analysis and adverse samples. Notes: S+6 E-14 Chemical Sampling of Water Scope: Includes chemical samples collected and tested, inorganic and organics lead, sodium and fluoride samples collected and engineer evaluation reports Notes: C+6 E-15 Well Records Scope: Includes well records, certificate of approvals, original engineer reports and maintenance manuals Notes: P E-16 Air Quality Monitoring Scope: Includes records regarding the routine monitoring of air quality as well as responses to interference with quality or quantity Notes: P E-17 Utility Accounts Scope: Includes records regarding individual utility accounts. Notes: C+6 F FINANCE & ACCOUNTING F-00 Finance and Accounting – General Scope: Includes records regarding finance and accounting, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 F-01 Accounts Payable Scope: Includes records documenting funds payable by the municipality, including paid invoices, receipts, petty cash receipts, conventions registration fees, copies of cheques issued to pay accounts, rebates, levies payable, reports, telephone bills, membership fees, employee and council expenses and receipts issued. Notes: C+6 F-02 Accounts Receivable Scope: Includes records documenting funds owing to the municipality including invoices, billing listings, requests from mortgage companies and recoveries reports. Includes correspondence related to collection tax and supporting documentation. Notes: Excludes Write-offs F-23 Tax Rolls and Tax Arrears F-22 C+6 F-03 Audits Scope: Includes records regarding internal and external financial audits of accounts. Notes: P F-04 Banking Scope: Includes records regarding banking transactions and relationships with banks. Includes bank reconciliation and deposit records. Notes: C+6 F-05 Budgets and Estimates Scope: Includes original departmental and corporate budgets and amendments, both capital and operating. Notes: P F-06 Assets Scope: Includes records regarding current and fixed assets. Includes inventories as well as records of initial expenditure, depreciation, amortization, and disposal. Notes: T= disposal of asset P F-07 Cheques Scope: Includes all cancelled cheques issued. Also includes cheque requisitions, cheque listings, and supporting documents used to authorize issuance of cheques, cheque vouchers, N.S.F. cheques and bank statements. Notes: C+6 F-08 Debentures and Bonds Scope: Includes records regarding debentures and bonds issued. Includes information regarding the initial issuance of the debenture or bond as well as all records of payments made to investors. Notes: T= Debentures surrendered for exchange/cancellation P F-09 Employee and Council Expenses Scope: Includes travel and meeting expense statements and all receipts submitted by employees or Council and Committee members to substantiate their claims. Notes: C+6 F-10 Financial Statements Scope: Includes the Consolidated statement of financial position, consolidated statement of operations, consolidated statement of change in net financial assets, consolidated statement of changes in cash flows, as well as the notes to the consolidated financial statements. Notes: P F-11 Grants and Loans Scope: Includes records regarding revenue generated in the form of grants- in-lieu, provincial and federal grants, loans and subsidies. Also includes submissions, acknowledgements, reports and applications. Notes: P F-12 Investments Scope: Includes records regarding the municipality's investments after the maturity date, term deposits, and promissory notes. Notes: T= closure of account C+6 F-13 Journal Vouchers Scope: Includes completed journal voucher forms, input forms, and all background documentation used to substantiate journal entries. Notes: C+6 F-14 Subsidiary Ledgers, Registers, and Journals Scope: Includes all subsidiary ledgers, registers, and Journals such as Payment and Receipt Journals, Payroll Registers, and Debenture Registers. Notes: P F-15 General Ledgers and Journals Scope: Includes all records in the Books of Original Entry and Trial Balances. Notes: P F-16 Payroll Scope: Includes all records of payments of salary, wages and deductions to employees. Includes pay lists, Garnishees, T4 Slips, CRA Reports and Statistics Canada reports. Also includes honoraria and fees to Council. Notes: Permission to destroy records related to the Employer Health Tax must be obtained from the Minister of Finance. Permission to destroy C.P.P. and Employment Insurance records prior to the expiration of their retention period must be obtained from the Minister of Revenue. C+6 F-17 Purchase Orders & Requisitions Scope: Includes purchase orders and requisitions, blanket orders, and all background documentation, which matches the packing slips authorizing the procurement of goods and services. Notes: Excludes Quotations and Tenders F-18 C+6 F-18 Quotations and Tenders Scope: Includes records regarding quotations and tenders obtained from suppliers of goods and services. Includes Requests for Proposal, Quotes, Invitations to Tender, Proposals, Tender Submissions, Pre- qualifications, and all documentation regarding the selection process. Notes: C+6 F-19 Receipts Scope: Includes receipts issued for payment of items including licenses, rentals and taxes. Notes: C+6 F-20 Reserve Funds Scope: Includes records documenting obligatory and/or discretionary reserve funds including reserves for working funds, contingencies, future capital projects, and information systems. To include all natural disaster funds and applications for payment for damages suffered (Tornado, Wind, Flood) Notes: P F-21 Revenues Scope: Includes records regarding the generation of revenues, other than taxes. Notes: Excludes Accounts Receivable F-02 Tax Rolls & Records F-22 C+6 F-22 Tax Rolls and Records Scope: Includes taxation records of long term importance, including assessment rolls, tax sale records, tax sale deeds, property tax registrations, tax arrears register cards, tax collector's rolls and levies. Notes P F-23 Write Offs Scope: Includes accounts receivable that have been written off as uncollectible. Also includes records of bankruptcies. Notes: Excludes Accounts Receivable F-02 C+6 F-24 Trust Funds Scope: Includes records regarding funds established by the municipality for money held in trust. Notes: T= Closure of account P F-25 Security Deposit Scope: Includes development deposits, letters of credit, proof of insurance when required and records of monies held as security. Notes: T= Closure of account T+6 F-26 Taxation Scope: Includes records regarding any taxes paid by the Municipality and the exceptions and rebates related to these taxes. Includes the original assessment notices and HST Registration Number. Notes: C+6 H HUMAN RESOURCES H-00 Human Resources - General Scope: Includes records regarding human resources, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 H-01 Attendance and Scheduling Scope: Includes records regarding employee attendance, shift scheduling, vacation schedules and hours of work. Also includes Doctors notes required for missed days. Notes: C+6 H-02 Benefits Scope: Includes brochures, rates, quotes, correspondence and explanatory documents regarding benefits offered to employees, such as group insurance, dental plans and general information on EHT. Notes: Excludes – Payroll F-16 C+49 H-03 Employee Records Scope: Includes records regarding the employment history of municipal employees. Includes initial resumes and applications, performance evaluations, correspondence with the employee, and employee assistance. Includes part-time and student employees. Notes: P H-04 Health and Safety Scope: Includes records regarding the occupational health and safety of staff. Includes non lost-time accident and incident reports, WSIB reports for non-lost time, and information on health and safety programs for staff including fire drills, and CPR courses. Notes: Excludes - Claims for STD, LTD or WSIB Records related to exposure to airborne Acrylonitrile benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide or asbestos must be kept the longer of (a) 40 years from the time the records were first made with respect to the worker, or (b) 20 years from the time the last of the records were made with respect to the worker. C+6 H-05 Human Resource Planning Scope: Includes records of succession planning, executive placement, retirement programs, staff turnover rates, annual hire/promotion targets, recruitment freezes, employment equity, performance management, student employment program plans, Modified Work Program, Human Resources research information, lay-of notices and related records Notes: Excludes Employee Records H-03 C+6 H-06 Job Descriptions Scope: Includes job descriptions and specifications as well as background information used in their preparation or amendment Notes: S+6 H-07 Labour Relations Scope: Includes records regarding the relationship between labour and management. Includes collective bargaining, correspondence with unions and negotiations Notes: S+6 H-08 Organization Scope: Includes records regarding reporting relationships, reorganization, downsizing, organizational analysis, etc. Includes organization charts. Notes: Excludes Job Descriptions H-06 S+6 H-09 Salary Planning Scope: Includes records regarding the planning and scheduling of salaries, such as job evaluations, job classification systems, salary surveys, job comparison schedules and seniority lists. Also includes any reference material retained regarding issues related to pay equity. Notes: C+6 H-10 Pension Records Scope: Includes records detailing obligations to individuals under OMERS. Includes pension information of retired personnel, including registration and records. Notes: C+49 H-11 Recruitment Scope: Includes records regarding the recruitment of staff and interviews. Includes job postings, copies of advertisements, records regarding competitions and unsuccessful applications. Notes: C+1 H-12 Training & Development Scope: Includes records regarding courses offered to employees, and information on career and professional development programs. Also includes orientation materials. Notes: S+1 H-13 Claims Scope: Includes records regarding claims to WSIB or insurance carriers for lost-time incidents, accidents, STD or LTD Notes: T = Resolution of claim Excludes - Records related to exposure to airborne Acrylonitrile, benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide or asbestos must be kept the longer of (a) 40 years from the time such records were first made with respect to the worker, or (b) 20 years from the time the last of such records were made with respect to the worker. T+6 H-14 Grievances Scope: Includes records dealing with grievance complaints filed against the Municipality such as the initial complaint, investigation, reports and final resolution Notes: T = Resolution of claim T+6 H-15 Volunteer Firefighter Records Scope: Includes all records pertaining to the training of firefighters. Notes: P L LEGAL AFFAIRS L-00 Legal Affairs – General Scope: Includes records regarding legal affairs, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 L-01 Appeals and Hearings Scope: Includes all transcripts and related documentation regarding appeals, hearings, and legal proceedings. Includes final judgments and Court Orders. Includes zoning appeals, official plan appeals, and Committee of Adjustment appeals. Also includes orders issued by regulatory bodies and boards. Notes: P L-02 Claims Against/By the Municipality Scope: Includes all litigation made by other parties against the Municipality. Notes: T = Resolution of claim and all appeals T+1 L-03 Contracts and Agreements Scope: Includes all agreements entered into by the municipality (simple or under seal). Includes construction contracts, collective agreements, and subdivision agreements. Also includes agreements regarding easements, encroachments, areaways and laneways. Notes: P L-04 Insurance Appraisals Scope: Includes appraisals of municipal property for insurance purposes. Notes: T= Event, act or omission on which claim is based took place T+15 L-05 Insurance Policies Scope: Includes municipal insurance policy documents, such as vehicle, liability, theft, and fire insurance. Includes non- litigation claims only. Notes: T = Expiration of policy T+15 L-06 Land Acquisition and Sale Scope: Includes records regarding real estate transactions, conveyance of land, lot sales, alley closings and allowances whether through voluntary transactions or expropriation. Includes deeds and expropriation plans, purchase letters and appraisals. Notes: P L-07 Opinions and Briefs Scope: Includes copies of opinions and briefs prepared by the municipality's legal counsel on specific issues and by-laws. Notes: S+1 L-08 Vital Statistics Scope: Includes registers of births, stillbirths, deaths and marriages. Notes: P L-09 Prosecutions Scope: Includes records regarding prosecutions to enforce bylaws and federal and provincial legislation. Notes: T=Delivery of Judgment T+6 L-10 Subdivision Assumption-Street Dedication & Assumption Scope: Includes records leading to assumption of streets/roads and subdivision assumption. Notes: P M MEDIA & PUBLIC RECORDS M-00 Media and Public Relations - General Scope: Includes records regarding media and public relations, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 M-01 Advertising Scope: Includes records regarding news releases and public advertising in magazines, newspapers, radio, television, and transit. Notes: C+1 M-02 Ceremonies and Events Scope: Includes records regarding participation in special events, openings, anniversaries and Remembrance Day. Also includes records regarding the set-up and running of special events, Beef B-B-Q, Retirement Parties, Parades, Golf Tournament etc. Notes: C+4 M-03 Municipal Charitable Campaigns-Fund Raising Scope: Includes records regarding the raising of funds and donations for the municipality. Includes the United Way, Cancer Fund, community interest groups, Bingo and Nevada tickets, etc. Notes: C+6 M-04 Complaints, Commendations & Inquiries Scope: Includes records regarding commendations, requests for information, and very general types of inquiries and general complaints. Also includes concerns about services offered by the Municipality, inquiries about council proceedings and congratulatory letters. Notes: Excludes Accessibility of Records (F.O.I) A-17 By-law Enforcement-Complaints P-01 C+1 M-05 Publications/Promotions Scope: Includes typed manuscripts, artwork, printed copies and related records regarding the publication of tourism information, trade shows, current events, industrial directories, business directories, and maps. May include annual reports of a non-financial nature and newsletters published for distribution to the public and in-house. Notes: C+1 M-06 Visual Identity and Insignia Scope: Includes records regarding the standards, which apply to graphic designs in the interest of establishing a Visual Identity Program. Includes logo and letterhead design, signage, flags and vehicle identification. Also includes records regarding corporation insignia and seals of office. Notes: P P PROTECTION & ENFORCEMENT SERVICES P-00 Protection & Enforcement Services - General Scope: Includes records regarding protection and enforcement services, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 P-01 By-law Enforcement - Complaints Scope: Includes records of by-law complaints and municipal efforts to enforce bylaws such as order to comply, inspection reports, stop work orders, working notes, correspondence, exhibits, and photographs. Notes: P P-02 Daily Occurrence Logs Scope: Includes logs maintained of daily occurrences logs maintained by the Building Inspectors, Chief Building Official and Municipal By-law Enforcement Officers. Notes: C+6 P-03 Emergency Planning Scope: Includes records regarding the planning and rehearsal of emergency measures and report to E.M.O. Notes: S+1 P-04 Hazardous Materials Scope: Includes information and reports on chemicals and substances that pose fire hazards. Also includes records dealing with toxic substance control, transportation and effects. Notes: Hazardous Materials Data Sheets (MSDS) shall be kept permanently. S+1 P-05 Incident/Accident Reports Scope: Includes fire, vandalism and security incident reports and reports of accidents that occur at recreational facilities and other municipal properties. Includes firefighter attendance at emergencies Notes: P P-06 Public Health Scope: Includes records from the Elgin Health Unit and public health information. Notes: S+1 P-07 Licences Scope: Includes records regarding licenses administered by or required by the municipality, or required by the province, such as licensing for dog kennels, dogs, liquor, businesses, lotteries and quarries, inspections performed on private institutions, etc. Notes: Excludes Vital Statistics L-08 Animal Control-Dog Licenses P-10 T+1 P-08 Building Permits Scope: Includes permits issued to builders, contractors, and residents giving them permission to build or renovate. Includes entrance permits, culvert permits. (minor construction including plans for single family dwellings, semi detached dwellings, additions, accessory buildings and agricultural buildings) Notes: Building Permits Scope: Includes permits issued to builders, contractors, and residents giving them permission to build or renovate. Includes entrance permits, culvert permits. (major commercial, industrial, institutional and residential buildings) Notes: C+6 P P-09 Permits, Other Scope: Includes applications and copies of permits issued by the Municipality as well as permits issued giving permission to hold special events, transport oversize loads, erect signs, park on the street, moving permits, and fire permits. Notes: Excludes Building Permits P-08 T+1 P-10 Animal Control-Dog Licenses Scope: Includes records regarding the control of household pets, strays, livestock and wildlife and livestock evaluation reports. Also includes yearly dog licensing. Notes: C+6 P-11 Emergency Services General Scope: Includes records regarding land ambulance, fire and rescue services. Notes: Excludes Incident/Accident Reports P-05 C+6 P-12 Provincial Offenses Scope: All Provincial Offences documentation including correspondence. Notes: C+6 R RECREATION & CULTURE R-00 Recreation and Culture - General Scope: Includes records regarding recreation and cultural services, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 R-01 Heritage Preservation Scope: Includes records regarding heritage and historical development, including designations of buildings, districts, and cemeteries. Notes: T = Removal of designation. T+1 R-02 Library Services Scope: Includes circulation lists, recommendations for additions to library collections, information searches, inter-library loan requests and more general records regarding the operation of libraries. Notes: C+4 R-03 Museum and Archival Services Scope: Includes registers of holdings, museum programming, activity reports, historical society holdings, archival operations, conservation information and related records. Notes: C+4 R-04 Trails-Cycling Scope: Includes records and correspondence pertaining to trails construction maintenance and cycling initiatives. Notes: S+6 R-05 Financial Assistance Applications Scope: Includes correspondence and applications pertaining to Municipal Financial Assistance applications. Notes: C+6 T TRANSPORTATION T-00 Transportation – General Scope: Includes records regarding transportation which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 T-01 Illumination Scope: Includes records and studies regarding the installation and repair of equipment used to illuminate roads including streetlights and pedestrian crossover lights. Also includes records on power consumption. Notes: T= Completion of project. T+1 T-02 Parking Scope: Includes records and studies regarding municipal parking issues such as handicapped parking, lot and garage operations, fire routes and employee parking. Notes: T= Closure of lot or space. T+1 T-03 Public Transit Scope: Includes records regarding public transit systems. Includes schedules, routes, maps and similar information. Also includes project records regarding the construction of bus shelters and similar facilities, route administration and planning, fare policies and intergovernmental transit. Notes: T = Closure of route/shelter/stop T+6 T-04 Road Construction Scope: Includes records and studies regarding construction projects on roads. Includes the construction of new roads and major improvements to existing roads, resurfacing, widening and bridges. Notes T = Asset no longer exists T+6 T-05 Road Maintenance Scope: Includes records and studies regarding the inspection and maintenance of roads. Includes the installation of culverts, minor repairs to road surfaces, curbs and sidewalks, cycle-ways, footpaths, walkways. Also includes grading, ploughing and sanding of roads, snow removal and cleaning. Notes: T = Asset no longer exists T+6 T-06 Signs and Signals Scope: Includes records and studies regarding the manufacture and installation of signs and signals. Notes: T = Removal of sign/signal. T+6 T-07 Traffic Scope: Includes records and studies regarding the flow of traffic on roads. Includes intersection drawings, pedestrian crossovers, crossing guards, traffic counts, traffic accident statistics and related records. Notes: P T-08 Roads and Lanes Closures Scope: Includes records on roads and lanes closed on a permanent or regular basis. Records include reports, appraisals and correspondence. Notes: P T-09 Field Survey/Road Survey Books Scope: Includes engineering field survey notes and survey books. Notes: P T-10 Harbour Scope: Includes all records associated with the Harbour and Harbour lands. Notes: P V VEHICLES & EQUIPMENT V-00 Vehicles and Equipment – General Scope: Includes records regarding vehicles and equipment, which cannot be classified elsewhere. Use only if no other heading is available. Notes: C+1 V-01 Fleet Management Scope: Includes records of all vehicles currently leased or owned, operated and maintained by the municipality. This includes vehicle history files, vehicle maintenance, registration and disposal. Notes: T = termination of lease or vehicle disposal T+6 V-02 Mobile Equipment Scope: Includes records regarding mobile equipment used in conjunction with vehicles and emergency vehicles. Also includes maintenance and history files on equipment such as generators, pumps and sanders. Notes: T = End of service date T+6 V-03 Transportable Equipment Scope: Includes records regarding transportable equipment used by the municipality. Also includes maintenance and history files on equipment such as lawnmowers, hoses, weed-eaters, drills, and rescue equipment. Notes: T = End of service date T+6 V-04 Protective Equipment Scope: Includes records regarding protective equipment used by the municipality. Also includes maintenance and history files on equipment such as breathing apparatus, breathing tanks, down alarms, etc. Notes: T = End of service date T+6 CORPORATION OF THE MUNICIPALITY OF BAYHAM SCHEDULE II TO BY-LAW 2014-XXX RECORDS RETENTION BY-LAW REQUEST TO DESTROY MUNICIPAL RECORDS MUNICIPALITY OF BAYHAM Date: ____________________ TO: Administrator From: ____________________________________ (Name) I hereby request permission to destroy the following municipal records in accordance with the provisions of the Records Retention By-law No. 2014-XXX for the Municipality of Bayham. List of Records requested for destruction: CORPORATION OF THE MUNICIPALITY OF BAYHAM SCHEDULE III TO BY-LAW 2014-XXX RECORDS RETENTION BY-LAW WITNESS STATEMENTS AS TO DESTRUCTION OR TRANSFER OF RECORDS MUNICIPALITY OF BAYHAM WITNESSES We, ______________________and __________________________ state that we were present upon _________________________ and did (date) witness _______________________________________ of the Municipalilty of Bayham, destroy the following records in accordance with the provisions of the Records Retention By-law No. 2014-XXX for the Municipality of Bayham. OR We, ________________________ and _____________________________ state that we were present upon ___________________________ and did (date) witness ___________________________________ of the Municipality of Bayham transfer the following records to _____________________________________________ (name of Storage Facility, Archives) as such records are no longer required to be retained by the Municipalilty of Bayham in accordance with By-law No. 2014-XXX but may be of historical interest to the public. List of Records destroyed or records transferred to the above-listed Library, Museum or Archives: