Item - 2022.EX33.4

The Executive Committee recommends that:

1. City Council approve the records retention schedule for the Waterfront Neighbourhood Centre Board of Management set out in Appendix A to the report (May 25, 2022) from the Executive Director, Waterfront Neighbourhood Centre, and City Council amend Municipal Code Chapter 219, Records, Corporate (Local Boards), to incorporate the records retention schedule for Waterfront Neighbourhood Centre Board of Management as a new Schedule I, Article VII.

2. City Council amend Municipal Code Chapter 219, Records, Corporate (Local Boards), to add a new Article VII, substantially as set out in Appendix B to the report (May 25, 2022) from the Executive Director, Waterfront Neighbourhood Centre.

The purpose of this report is to convey to City Council a report from the Waterfront Neighbourhood Centre Board of Management requesting establishment of their new records retention schedule in the Toronto Municipal Code. Under section 201 of the City of Toronto Act, 2006, a record of the City or of its Local Boards, other than a copy of the original record, may only be destroyed if the retention period for the record has expired, except as otherwise provided.

The City Clerk's Office assists its divisional clients with storage, retention, and disposition in order to meet their recordkeeping obligations under the City of Toronto Act, 2006 and the Toronto Municipal Code, Chapter 217, Records, Corporate (Local Boards). The City Clerk's Office may also provide limited recordkeeping support to some Local Boards, including providing advice and recommendations on the development of records retention schedules.  Waterfront Neighbourhood Centre has engaged with the City Clerk's Office to aid in the development of a records retention schedule. Corporate Information Management Services staff provided policy review and consultative advice to Waterfront Neighbourhood Centre staff as they developed their own records retention schedules.

This report recommends that Council formally approve the inclusion of a records retention schedule for the records of the Waterfront Neighbourhood Centre, by adding it to the other records retention schedules for the various Local Boards of the City contained in Municipal Code Chapter 219, Records, Corporate (Local Boards).