Item - 2024.GG18.29

The General Government Committee recommend that:  

1. City Council amend Schedule A, Records Retention Schedule, in the City of Toronto Municipal Code Chapter 217, Records, Corporate (City), as set out in Appendix 1 to the report (October 31, 2024) from the City Clerk.

Under Section 201 of the City of Toronto Act, 2006, a record of the City may be destroyed if a retention period has been established and the retention period has expired, or the record is a copy of the original record. Toronto Municipal Code Chapter 217, Records, Corporate (City) provides the legislative basis on which the retention periods for City records are authorized, and Schedule A of the by-law indicates the retention schedule for each records class.

The purpose of this report is to amend the City's records retention by-law by establishing three new records retention schedules that pertain to:

- declarations of office executed by members of council before they take office to which they were elected or appointed to,

- records relating to the application process for Councillors seeking membership to the City of Toronto Long-Term Care Committee of Management, and

- records relating to audio / video recordings (i.e., recorded livestreams and video conferences) produced from live meetings of City Council and Committee meetings­.