Records Retention Schedule -
Board of Governors of Exhibition Place
The Corporate Services Committee recommends the adoption of the following report (June 5, 1998) from the City
Clerk:
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.
Recommendation:
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 Clerk's 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
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ATTACHMENT "A"
CITY OF TORONTO
D R A F T BY-LAW
To amend further By-law No. 2561 of the former Municipality of
Metropolitan Toronto respecting schedules of retention for records
of the former Municipality of Metropolitan Toronto.
The Council of the City of Toronto HEREBY ENACTS as follows:
1.Section "A" to By-law No. 2561, of the former Municipality of Metropolitan Toronto being a by-law "To establish
schedules of retention periods for records of The Municipality of Metropolitan Toronto", as amended, is amended further
by inserting in Columns 1, 2 and 3 of the said Schedule the following:
(In(In(In
Column 1)Column 2)Column 3)
Local BoardRecordsDue for
Destruction
Board ofAdministration Division
Governors of- Treasury Department
Exhibition- Accounting Unit
PlaceBudget files1984-1990Immediately
Budget reports1979Immediately
Budget analysis/sales reports1981-1986Immediately
Budgets - operating1988-1989Immediately
Centennial Square files1981-1987Immediately
Daily summary sheets - CNE1988-1989Immediately
Detail journals (duplicates)1978-1979Immediately
Encumbrance report1988Immediately
Foreign exchange forms1941-1950Immediately
Material control1975Immediately
Petty cash1989-1990Immediately
Purchase orders (duplicates)1987-1990Immediately
Purchase requisitions (duplicates)1987-1990Immediately
Revenue book1976Immediately
Restaurant percentage 1938-1940Immediately
Restaurant revenue1984-1988Immediately
Suborders (duplicates)1986-1990Immediately
Superintendents manuals1986-1989Immediately
Ticket receipts1958-1962Immediately
Transaction journal (print out)1988Immediately
Trial balances1946-1955Immediately
Administrative Division
- Treasury Department
- Controller
General correspondence files1949-1989Immediately
Ambulance calls1981-1987Immediately
Typewriter rentals1981-1990Immediately
(In(In(In
Column 1)Column 2)Column 3)
Local BoardRecordsDue for
destruction
Board ofAdministrative Division
Governors of- Treasury Department
Exhibition- Cost Accounting Unit
PlaceAccounts distribution 1970-1984Immediately
Central stores (gas/diesel1986-1990Immediately
receipts)
Central stores issues 1986-1989Immediately
Central stores transferno date Immediately
ledger - electrical
Central stores MSR forms1985-1990Immediately
Equipment inventory1955-1975Immediately
Fixed assets 1986-1989Immediately
General account/ledger cheques1987-1990Immediately
Administrative Division
- Treasury Department
- Cost Accounting Unit (contd)
Inventory cards - discontinued1981-1989Immediately
R & S ledgers1987-1989Immediately
R & S forms 1986-1987Immediately
R & S forms (duplicates)1986-1990Immediately
Reconciliation reports1987Immediately
Third party billing1987-1990Immediately
Work charged out1976-1981Immediately
Work order ledgers1987-1990Immediately
Administrative Division
- Treasury Department
- Accounts Payable Unit
Bank reconciliations1988-1990Immediately
Cheques & cheque stubs1977-1990Immediately
Cheques - Can/U.S. (copies)1980-1990Immediately
Cheque distribution sheets1984-1989Immediately
Cumulative transaction journal1986-1988Immediately
(January-November only)
Energy invoices1980Immediately
Invoices1980-1990Immediately
Journal vouchers1970-1990Immediately
Paid requisitions1981Immediately
Payroll distribution1984-1990Immediately
Payroll distribution recaps1986-1987Immediately
Payroll cheques1965-1986Immediately
Prize cheques1979-1980Immediately
Prize accounts1989-1990Immediately
Purchase orders1987Immediately
Purchase requisitions1987Immediately
Rill Foods1982-1987Immediately
Space invoices1972-1980Immediately
Vouchers1986-1990Immediately
Voucher backups1984-1987Immediately
Voucher register1970-1988Immediately
U.S. dollar cheques1989-1990Immediately
(In(In(In
Column 1)Column 2)Column 3)
Local BoardRecordsDue for
destruction
Board ofAdministrative Division
Governors of- Treasury Department
Exhibition- Accounts Receivable Unit
PlaceCash reports1936-1990Immediately
Cashier/Sellers returns1985-1986Immediately
Credit notes1980Immediately
Invoices1980-1987Immediately
Ledger cards1970-1989Immediately
User fees1988Immediately
Agriculture contracts1982-1988Immediately
Space contracts1983Immediately
Building rentals contracts1984Immediately
Cleaning contracts1984Immediately
Miscellaneous contracts1984Immediately
Concessions licences1983Immediately
Administration Division
- Treasury Department
- Payroll Unit
Clock cards1986-1990Immediately
forms1981-1990Immediately
General files1983Immediately
Job tickets1987-1990Immediately
Job ticket listing1988Immediately
Record of Employment 1979-1990Immediately
Recap reports1982-1990Immediately
Time cards 1986-1987Immediately
T4s1974-1975Immediately
TD1s1983-1990Immediately
Administrative Division
- Purchasing Department
Purchase orders 1981-1990Immediately
Purchase sub-orders1986-1990Immediately
Purchase requisitions1986-1990Immediately
General files1952-1990Immediately
Invoices1981Immediately
Quotations1987-1990Immediately
Record books1989-1990Immediately
Administration Division
-Corporate Secretary
Metropolitan Toronto -1975-1989Immediately
Council Minutes
Correspondence (duplicates)1950-1985Immediately
Reports (duplicates)1950-1985Immediatley
(In(In(In
Column 1)Column 2)Column 3)
Local BoardRecordsDue for
destruction
Board ofAdministration Division
Governors-Archives Department
of Exhibition-Assistant Archivist
PlaceGeneral files1991Immediately
Administration Division
-Contracts Department
Expired insurance policies1953-1970Immediately
ACH Building insurance files1971Immediately
Administration Division
-Pass Department
General files1971-1988Immediately
Request files1981-1984Immediately
Record of passes - CNEA1960-1975Immediately
Administration Division
-Human Resources Department
Applications - summer staffing1995Immediately
Operations Division
-Capital Works Department
-Manager, Capital Works Department
Purchase orders, requisitions1982-1987Immediately
and vouchers (duplicates)
Operations Division
-Cleaning Department
General files1982-1988Immediately
Show/event files1982-1989Immediately
Purchase requisitions1984-1988Immediately
R & S forms1984-1987Immediately
Work orders1987-1988Immediately
Time sheets1981-1987Immediately
Clock cards1984-1987Immediately
Job tickets1987-1988Immediately
Photo identification badges1988-1993Immediately
Operations Division
-Cleaning Department
-Supervisor
General files1982-1990Immediately
Operations Division
-Maintenance Department
-Manager
General files (duplicate 1950-1986Immediately
work orders, purchase requisitions)
Change forms1981-1982Immediately
(In(In(In
Column 1)Column 2)Column 3)
Local BoardRecordsDue for
destruction
Board of Operations Division
Governors-Maintenance Department
of Exhibition-Physical Plant Unit
PlaceGeneral files (duplicate1979-1981Immediately
work orders, purchase requisitions)
Operations Division
-Maintenance Department
-Labour Unit
Budget reports1976-1978Immediately
Budgets (computer print-outs)1973-1977Immediately
Account distribution (monthly)1978-1979Immediately
Detail journals (duplicates)1978-1979Immediately
Labour distribution1972-1978Immediately
Purchase requisitions (duplicates)1978Immediately
Work orders (duplicates)1977-1981Immediately
Union files1958-1970Immediately
Correspondence (duplicates)1950-1985Immediately
Reports (duplicates)1950-1985Immediately
Operations Division
-Maintenance Department
-Security Unit
Service reports1981-1984Immediately
Lost and found forms1982Immediately
Operations Division
-Exhibition Stadium
(formerly Exhibition Stadium Corporation
1975-1983)
-Accounting Unit
Accounts receivable1977-1981Immediately
Bank reconciliation1982-1983Immediately
Budget files1979-1981Immediately
Budget ledger1976-1982Immediately
Cheques and cheque stubs1979-1983Immediately
Correspondence (duplicate)1975-1987Immediately
Disbursements1982-1983Immediately
Event billing1979-1989Immediately
General files1977-1983Immediately
Invoices1977-1982Immediately
Paid receipts1976-1980Immediately
Purchase orders1977-1980Immediately
Revenue1977-1982Immediately
Work order binders1984-1987Immediately
(In(In(In
Column 1)Column 2)Column 3)
Local BoardRecordsDue for
destruction
Board ofOperations Division
Governors-Exhibition Stadium
of Exhibition(formerly Exhibition Stadium Corporation
Place1975-1983)
-Payroll Unit
Change forms1987Immediately
Job applications1987Immediately
Job tickets1980-1983Immediately
Time cards1980-1986Immediately
T4s/T4As1982Immediately
Operations Division
-Exhibition Stadium
(formerly Exhibition Stadium Corporation
1975-1983)
-General Manager
Job applications1977Immediately
CNEA minutes1980-1988Immediately
Board of Governors of Exhibition
Place minutes 1980-1986Immediately
RV show ticket stubs1983Immediately
Correspondence (duplicate)1975-1987Immediately
Reports (duplicate)1975-1987Immediatley
Operations Division
-Exhibition Stadium
(formerly Exhibition Stadium Corporation
1975-1983)
-Operations Manager
General files1977-1985Immediately
Invoices 1978-1988Immediately
Purchase orders (duplicates)1978-1988Immediately
Correspondence (duplicate)1975-1987Immediately
Reports (duplicate)1975-1987Immediatley
Stock car tickets 1990Immediately
Operations Division
-Exhibition Stadium
(formerly Exhibition Stadium Corporation
1975-1983)
-Cleaning Unit
General files1981-1982Immediately
Operations Division
-Exhibition Stadium
(formerly Exhibition Stadium Corporation
1975-1983)
-Event Coordinators
General files1984Immediately
(In(In(In
Column 1)Column 2)Column 3)
Local BoardRecordsDue for
destruction
Board of Operations Division
Governors-Exhibition Stadium
of Exhibition(formerly Exhibition Stadium Corporation
Place1975-1983)
-Event Coordinators (cont)
Work orders (duplicates)1984Immediately
R & S forms (duplicates)1984Immediately
Operations Division
-Exhibition Stadium
(formerly Exhibition Stadium Corporation
1975-1983)
-Security Unit
Base station reports1983Immediately
Shift reports1977-1986Immediately
CNE Division
-Program Department
-Agriculture Unit
Horse show entry forms 1982Immediately
Livestock entry forms1982Immediately
Prize cheques (duplicates)1972Immediately
CNE Division
-Program Department
-Feature Country
Contest ballots (valid/spoiled)1993-1996Immediately
CNE Division
-Concessions Department
-CNE Hospital
Hospital files1930-1985Immediately
Accident forms1980-1986Immediately
List of patients1965-1981Immediately
CNE Division
-Program Department
-Sports Coordinators
Correspondence (duplicate)1962-1980Immediately
Reports (duplicates)1962-1980Immediately
Work orders (duplicates)1962-1980Immediately
Purchase requisitions (duplicates)1962-1980Immediately
CNE Division
-Women's Department
Correspondence (duplicates)1948-1980Immediately
Reports (duplicates)1948-1980Immediately
Work orders (duplicates)1960-1980Immediatley
Purchase requisitions (duplicates)1960-1980Immediately
2.This By-law shall come into force upon receiving the approval of the City Auditor.
ENACTED AND PASSED this day of , A.D.1998.
MayorCity Clerk
