Item - 2024.EX17.8

The Executive Committee recommends that:

1. City Council approve the Records Retention Policy for the Cecil Street Community Centre Board of Management set out in Appendix A to the report (June 25, 2024) from the Executive Director, Cecil Street Community Centre, and City Council amend Toronto Municipal Code Chapter 219, Records, Corporate (Local Boards) to incorporate the Records Retention Policy for Cecil Street Community Centre Board of Management as a new Article VIII.

2. City Council further amend Toronto Municipal Code Chapter 219, Records, Corporate (Local Boards), to add Schedule J, Article VIII, Records Retention Schedule (Board of Management of Cecil Street Community Centre), as set out in Appendix B to the report (June 25, 2024) from the Executive Director, Cecil Street Community Centre.

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, or except as otherwise provided.

The City Clerk's Office assists its city or agency clients with storage, retention, and disposition in order to meet their record keeping obligations under the City of Toronto Act, 2006 and the Toronto Municipal Code, Chapter 217, Records, Corporate (City), and may also provide limited record keeping support to some Local Boards, including advice and recommendations on the development of records retention schedules.

Cecil Community Centre engaged staff at the City Clerk's Office Corporate Information Management Services (CIMS) unit for consultative advice to aid in the development and review of their records retention schedules.

This report recommends that Council formally approve the inclusion of a records retention policy and schedule for the records of the Cecil Community 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) as approved by the Board of Management (the "Board") and as requested in the Executive Director's Report in Attachment 1 to this report.