CITY OF REVELSTOKE
BYLAW NO. 1483
______________________________________________________________________________
Being a Bylaw to Provide for the Retention and Disposition of Records
______________________________________________________________________________
WHEREAS Section 244 (771) of the Municipal Act of British Columbia vests the responsibility for the care of all municipal records in the Municipal Clerk;
AND WHEREAS it is the desire of the Municipality of the City of Revelstoke to provide specific regulations with respect to the retention and disposal of its records;
AND WHEREAS a Records Management and Retention Policy of the Municipality has established the life cycle of records maintained by the Municipality 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, and which records should be selected for retention in the Archives;
AND WHEREAS it is the desire of the City of Revelstoke to establish the necessary authority to destroy certain redundant records.
NOW THEREFORE, the Council of the City of Revelstoke, in open meeting assembled, hereby enacts as follows:
1. Definitions: Policy means the Records Management and Retention Policy annexed hereto as Schedule "A".
2. All departments of the Municipality in collaboration with the Municipal Clerk, shall schedule retention periods for all their records.
3. All departments of the Municipality shall ensure that the records of their respective departments are scheduled in accordance with the Policy.
4. The Clerk shall ensure the retention and disposal of records in compliance with the terms and conditions of the Policy.
5. Upon adoption of this Bylaw a copy of the Bylaw and City's Policy shall be deposited with the Municipal Auditors and Solicitor.
6. This Bylaw shall come into full force and effect upon the adoption thereof.
7. This Bylaw may be cited for all purposes as "Records Retention and Schedule Bylaw No. 1483, 1994".
READ A THIRD TIME THIS 28th DAY OF MARCH , 1994.
READ A SECOND TIME THIS 28th DAY OF MARCH , 1994.
READ A THIRD TIME THIS 28th DAY OF MARCH , 1994.
RECONSIDERED AND FINALLY ADOPTED THIS 11th DAY OF APRIL , 1994.
________________________________ ________________________________
CLERK MAYOR
I hereby certify that the foregoing is a true and correct copy of the "City of Revelstoke Record Retention and Disposition Bylaw No. 1483, 1994".
________________________________
CLERK
THE CITY OF REVELSTOKE
SCHEDULE "A" OF BYLAW NO. 1483
DISPOSAL OF RECORDS POLICY
_________________________________________________
1. DOCUMENTS AND RECORDS RETAINED PERMANENTLY:
Bylaws
Road Closures
Temporary Use Permits
Development Variance Permits
Encroachment Agreements
Subdivision Records
Development Permits
Board of Variance
Certificates of Title
Minute Books
General Ledgers
Taxation Policy and Procedures
Financial Statements
Scrap Books
Burial Permits
All Cemetery Correspondence and Records
Building Permits, Plans and Inspection Reports
Re-Zoning Records
Policy Manual
2. DOCUMENTS AND RECORDS THAT MAY BE DESTROYED AFTER A LAPSE OF A PERIOD OF TEN YEARS:
Assessment Rolls
Property Tax Rolls
Re-Zoning Records
Separation Certificates
T4's and Summaries
3. DOCUMENTS AND RECORDS THAT MAY BE DESTROYED AFTER A LAPSE OF A PERIOD OF EIGHT YEARS:
Business Licenses
Sewer Billings
Water Billings
Accounting Records
Bank Statements
Cancelled Cheques
Vouchers
Payroll Records
4. DOCUMENTS AND RECORDS THAT MAY BE DESTROYED AFTER A LAPSE OF A PERIOD OF SIX YEARS:
Tax Sale Records
Correspondence (General)
Purchase Orders
Receipts
Dog Licence Receipt Copies
Payroll Time Sheets
Inactive Contracts and Agreements
5. DOCUMENTS AND RECORDS THAT MAY BE DESTROYED AFTER A LAPSE OF A PERIOD OF ONE YEAR:
Unused Dog Tags
Municipal Commercial Vehicle Decals
Cheque Book Stubs (when possess related cancelled cheques)
6. DOCUMENTS AND RECORDS THAT MAY BE DESTROYED AFTER A LAPSE OF AN INDEFINITE PERIOD:
Sign Permits (two years after life of sign)
Payroll Records (require written permission of District Revenue Canada Taxation Office)
Register of Electors (upon completion of new list under the provisions of Part 2 of the Municipal Act)
7. DOCUMENTS AND RECORDS TO BE MARKED FOR DESTRUCTION:
Mark boxes with a white sticker marked in bold indicating date upon which destruction can be undertaken.
8. COUNCIL RESOLUTION:
After satisfying all of the above criteria, an itemized resolution of Council is required to finally authorize destruction of records and documents.
|
