June 5, 1998

 TO:Corporate Services Committee

 FROM:City Clerk

 SUBJECT:Records Retention Schedule - Board of Governors of Exhibition Place.

 Purpose:

 The purpose of this report is to seek Council authority for the destruction of unneeded records of Exhibition Place.

 Funding Sources, Financial Implications and Impact Statement:

 Funds for records destruction are included in the Exhibition Place operating accounts.

 Recommendations:

 It is recommended that authority be granted for the introduction in Council of a Bill in the form of the draft by-law, Attachment A, to provide a one-time destruction authority for the records listed therein.

 Council Reference/Background/History:

 City Council is required by statute to authorize the destruction of all records of departments and special purpose bodies by enacting a by-law which must then be approved by the City Auditor.

 Comments and/or Discussion and/or Justification:

 Approximately 750 cubic feet of inactive Exhibition Place records are stored in the Stadium which is scheduled for demolition this Fall. These records have no further administrative, fiscal, legal or archival value. This destruction recommendation is based on assessments by staff of Exhibition Place, the City Clerks Division, Records and Archives Section and the City Auditor.

 At its meeting of April 24, 1998, the Board of Governors of Exhibition Place approved the destruction of Exhibition Place records, listed in Attachment A.

 A secure re-cycling method will be used for disposal of these records.

 Conclusions:

 Approval of a one-time disposal authority for Exhibition Place records that have no further administrative, fiscal, legal or archival value is in keeping with good business practices and is in compliance with records retention laws.

 Contact Name and Telephone Number:

 Michael Moir, Director of Corporate Records Systems and City Archivist, 392-9673

 Novina Wong

City Clerk