DIRECTORY OF RECORDS. Record Title MUNICIPAL GOVERNANCE

Transcription

1 COLLECTION 1 MUNICIPAL GOVERNANCE By-laws of the City of Windsor GCR Mayor s Projects GCR Requests for Service PIB Invitations and Scheduling GCR Birthday and Anniversary Letters PIB Appointments to Committees, Commissions, Boards and Task Forces GCR/PIB Council / Standing Committee Agendas and Reports GCR Council / Standing Committee Minutes GCR Council Meeting Audio and Video Recordings GCR Council Questions GCR Statutory Committees of Council Agendas, Minutes and Reports Advisory Committees, Commissions and Boards Agendas, Minutes and Reports Task Forces Agendas, Minutes, and Reports GCR Chief Administrative Officer (CAO) Projects GCR Employee Suggestions GCR Corporate Performance Measurements (OMBI) GCR Internal Staff Committees of the City of Windsor) GCR External Staff Committees GCR External Organizations GCR Agreements (Contracts Under Seal) GCR Deeds GCR Orders GCR Land Matters GCR GCR GCR

2 Property Management Files GCR Property Annexation GCR Insurance Policies GCR Certificates of Insurance PIB Litigation GCR Legal Opinions GCR Community Strategic Plan Development GCR Community Strategic Plans GCR Corporate Strategic Plan Development GCR Corporate Strategic Plans GCR Department Strategic Plan Development GCR Department Strategic Plans GCR Policies, Standards, Procedures and Manuals Development Policies, Standards, Procedures and Manuals GCR GCR COLLECTION 2- MUNICIPAL MANAGEMENT Public Relations and Marketing Subjects / Topics GCR Marketing Plans GCR Speeches and Presentations GCR Media Relations GCR Newspaper / Media Tracking GCR Newspaper / Media Advertisements GCR Telephone Book and Directory Listings GCR Awards GCR Promotional Items GCR

3 Brochures and Pamphlets GCR City of Windsor History GCR Loaned and / or Donated Art Works GCR Visual Identity and Insignia GCR Newsletters GCR Communication Plans GCR Issues Management GCR Surveys GCR Customer Service Projects GCR Complaints PIB Taxicab Compliments GCR City of Windsor Emergency GCR Emergency Social Services Response Plan and Reception / Evacuation Centre Plan Emergency Public Works After Hour Calls PIB Pandemic Plans GCR Mail Services GCR Courier Services GCR Fax Services GCR Phone Services GCR Contact and Mailing Lists GCR/PIB General Correspondence GCR Second Copies of General Correspondence GCR Travel and Accommodation Arrangements GCR/PIB Catering Arrangements GCR GCR

4 Tourism Development GCR Facility Studies GCR Construction and Renovation Projects GCR Floor Layouts and Office Designs GCR Facilities Operations and Maintenance GCR Multi-Use Arena Statistical Reports GCR Facility Signs and Signage GCR Monument and Sculpture Maintenance GCR Marinas, Harbours and Beaches Maintenance GCR Energy Management GCR Conference Rooms and Council Chambers Bookings GCR Park Design and Development Projects GCR Park Construction Projects GCR Landscaping Projects GCR Parks and Trails Maintenance GCR Trees GCR Weed Cutting GCR Vegetation Control GCR Grounds Maintenance at City Facilities GCR Facility Security Projects GCR Security Reports GCR Video Surveillance PIB Security Access Cards GCR Financial Management Subjects / Topics GCR

5 Financial Management Projects GCR Financial Reporting Structure GCR Operating Budget Process GCR Operating Budget Development GCR Operating Budget Review GCR Operating Budgets (Recommended) GCR Operating Budgets (Approved) GCR Operating Budget Variance Reports GCR Operating Budget Adjustments GCR Capital Budget Process GCR Capital Budget Development GCR Capital Budgets (Recommended) GCR Capital Budgets (Approved) GCR Capital Budget Projects GCR Capital Budget Variance Reports GCR External Year End Audit GCR Capital Budget and Reserve Fund Reports GCR General Ledger Year End GCR Windsor Tunnel Commission (WTC) Journal Entries GCR Payroll to Peoplesoft Balancing GCR Accounts Receivable Invoices GCR Accounts Receivable Adjustments GCR Accounts Receivable Reports GCR Assessment Rolls GCR

6 Property Tax Pre-Authorized Payments PIB Property Ownership Changes GCR Collector s Rolls GCR Property Tax Transaction Register GCR Property Tax Payment Slips GCR Property Assessment Adjustments GCR Property Tax Adjustments GCR Property Tax Payment Adjustments GCR Property Tax Exemptions (Payments in Lieu) GCR Property Tax Arrears Listing GCR Property Tax Registrations and Sales GCR Property Tax Reconciliation GCR Property Tax Certificates GCR Property Tax Accounts GCR Mortgage Company Files GCR Revenues Received from Services GCR Revenues Received from Performing Arts GCR Revenues Received from Sale of Goods GCR Donations and Gifts GCR Other Revenues Received Reports GCR Vendor List GCR Purchase Orders GCR Accounts Payable Invoices (Paid Vouchers) GCR/PIB Government Tax Filings GCR

7 Worksheet Balance Sub-ledger GCR Cheque Cancellations GCR Voucher Cancellations GCR Changing Payable Due Date GCR Monthly Accounts Payable GCR/PIB MFP Financial Services Files GCR Second Copy of Cheques Issued GCR Salary Schedules GCR Attendance and Vacation Reporting PIB Employee Scheduling / Timesheets / Crew Cards PIB Overtime Hours PIB Council Remuneration GCR Payroll Summary Cards GCR Payroll Summary Reports GCR Payroll Year-to-Date GCR Payroll Register Reports GCR Payroll Supporting Documentation GCR TD1s and TD1ONs GCR Direct Deposit Authorizations PIB Benefits Deductions Changes GCR/PIB Registered Retirement Savings Plan (RRSP) Authorizations and Changes GCR/PIB Canada Savings Bonds Authorizations and Changes PIB OMERS Reports GCR/PIB Leaves of Absence PIB

8 Employment Insurance Rebates GCR/PIB T4 Slips and Summaries PIB Payroll Source Deduction Remittances PIB Employer Health Tax GCR Workplace Safety Insurance Board (WSIB) Remittances PIB Benefit Program Remittances PIB Debentures Authorizations and Changes PIB Short Term Liabilities PIB Investment Records GCR Petty Cash GCR Cashier Rolls GCR Internal Registers / Listings GCR External Registers / Listings GCR Transaction Receipt Books GCR Cashbook Correction Sheets GCR Bank Statements GCR Bank Deposit Books GCR Bank Account Analysis Worksheets GCR Bank Reconciliation Reports GCR Amanda Reports GCR Cashflow GCR Internal Audit Projects GCR Internal Audit Reports GCR Internal Audit Legal Proceedings GCR

9 Pay As You Go GCR Debt and Debenture Audits GCR Windsor Tunnel Commission (WTC) Working Papers GCR City of Windsor Balance Sheet Year-End Working Papers GCR City of Windsor Consolidated Statements Assembly GCR Performance Measurements GCR Pay-As-You-Go Models GCR City of Windsor Annual Financial Statements GCR City of Windsor Financial Information Returns (FIR) GCR Year End Planning GCR Roseland Golf and Country Club Financial Statements GCR Cleary Financial Statements GCR Trade Receivable Collections GCR Equifax Reports GCR/PIB Trade Receivable Aging Analysis GCR Grants Subjects / Topics GCR Grants and Subsidies GCR Grants for Non-Profit Organizations GCR Provincial Subsidy Claims GCR Other Municipal Recoveries GCR Ontario Municipal Partnership Funding (OMPF) GCR Fleet Management Subjects / Topics GCR Fleet Management Projects GCR Rental Fleet System Reports GCR

10 Vehicle Maintenance GCR Vehicle Circle Checks GCR Vehicle Mileage Reports GCR Vehicle Depreciation GCR Hours of Service Regulations GCR Adjuvant Equipment Tracking GCR Adjuvant Equipment Preventative Maintenance and Repair GCR Equipment Guarantees and Warranties GCR Equipment Manuals and Operating Instructions GCR Equipment Utilization Sheets GCR Parks Inventory Equipment GCR Fitness Centre (Weight Rooms) Equipment Maintenance GCR Equipment Maintenance Logs GCR Parking Meter Maintenance GCR Human Resources Subjects / Topics GCR Recruitment Subjects / Topics GCR Organization Charts GCR History of Position (HOP) / Job Descriptions / Summaries GCR Job Evaluations / Pay Equity PIB Job Postings and Applications GCR/PIB Unsolicited and Pool Applications PIB Recruitment Activation Reports GCR Compensation Structure GCR Staff Establishments GCR

11 Employee Schedules GCR Employee Immunization Records PIB Employee Vaccination Clinic PIB Attendance Management PIB Respectful Workplace Subjects / Topics GCR Human Rights Complaints and Investigations PIB Workplace Violence and Harassment Complaints PIB Arena Board of Management (Staffing) PIB Employee Files PIB Retiree Files PIB Training Programs GCR Educational Assistance Program GCR/PIB Career and Development GCR Performance Management GCR Fire Equipment Driver List GCR Occupational Health and Safety Subjects / Topics GCR Material Safety Data Sheets (MSDS) GCR Physical Demand Analyses GCR Accident / Incident Claims and Investigations Reporting GCR/PIB Workplace Inspection Reports GCR Ministry of Labour Health and Safety Orders GCR Workplace Ergonomics GCR Continuous Safety Service (CSS) Reports GCR Non-Occupational Accommodations PIB

12 Workplace Safety Insurance Board (WSIB) Claims PIB Workplace Safety Insurance Board (WSIB) Correspondence Collective Bargaining Negotiations GCR Memorandums of Agreement GCR Grievances PIB Arbitrations PIB Labour Relations GCR Seniority List GCR Volunteer Files PIB Unsuccessful Volunteer Applications PIB Volunteer Log PIB Student / Adult Programs Administration PIB Benefit Administration PIB Employee Family Assistance Programs GCR/PIB Employee Wellness Programs GCR Records Management Subjects / Topics GCR Records Management Projects GCR Records Scheme GCR Records Retention Schedule GCR Records Off-Site Storage / Transfer Lists GCR Records Destruction Notices GCR Legal Projects GCR Risk and Insurance Management Subjects / Topics GCR Risk Management Projects GCR GCR

13 Insurance Claims Reports GCR Insurance Claims Against or by the City of Windsor GCR/PIB Incident Reports GCR/PIB Risk Inspections GCR Vehicle Accident Reports GCR/PIB Purchasing Subjects / Topics GCR Authorized Vendor List GCR Tenders / Proposals / Quotations GCR Food Order Requisitions GCR Gas / Electricity Procurement GCR Inventory Management Subjects / Topics GCR Management of Capital Assets (Inventory Control) GCR Management of Non-Capital Assets and Supplies (Inventory Control) Fuel / Oil Consumption Reports and Tank Inventory GCR Chemical Inventory GCR Information Technology Administration Subjects / Topics GCR Information Technology Projects GCR Internet Style Guides GCR Internet Content GCR Internet Statistics GCR Intranet Style Guides GCR Intranet Content GCR Technology and Applications Architectures GCR GCR Technology and Applications Software, Upgrades and Maintenance GCR

14 Technology and Applications Testing GCR Technology and Applications Backup and Recovery GCR Technology and Applications Logs GCR Technology and Applications Security GCR Technology and Applications Support GCR COLLECTION 3 - MUNICIPAL SERVICES & PROGRAMS DELIVERY Standard Specifications Drawings GCR By-law Complaints PIB Orders to Comply PIB Parking Tickets Issued PIB Parking Tickets Cancelled PIB Parking Tickets Paid PIB Parking Ticket Notices PIB Parking Infractions Reports GCR/PIB Parking Enforcement Statistics GCR Business Licences PIB Dog Licences PIB Licence Complaints and Inspections PIB Licencing Examinations PIB Safety Lane Inspections GCR Lottery Licences (Approved) and Reports PIB Lottery Licence Applications (Rejected) PIB Licencing Studies and Consultation Reports GCR

15 Residential Parking Permits PIB Residential Parking Permits (Cancelled) PIB Municipal Parking Lot Permits GCR Municipal Parking Lot Permits (Cancelled) GCR Municipal Parking Lot Permits (Refunded) GCR Municipal Parking Garage Permits GCR Municipal Parking Garage Permits (Cancelled) GCR Municipal Parking Garage Permits (Refunded) GCR Pre-Authorized Parking Payment Reports PIB On street Accessible Parking Spaces GCR/PIB Freedom of Information (FOI) Requests and Appeals PIB Freedom of Information (FOI) Correspondence PIB Marriage Licence Applications PIB Marriage Licence Register PIB Death Records PIB Birth Records PIB Stillbirth Records PIB Refuse, Recycling and Yard Waste Collection GCR Refuse Haulage and Disposal GCR Containerized Collection GCR Litter GCR Street Sweeping GCR White Goods GCR Public Health Subjects / Topics GCR

16 Public Health Projects GCR Animal Control GCR Call Centre Projects GCR Call Centre Statistical Reports GCR Call Centre Digital Recordings GCR/PIB Call Centre Service Requests (CSR) GCR/PIB Ward and Voting Subdivision Boundaries GCR Election Personnel PIB Election Advertising GCR Election Forms (Originals) GCR Voting Places GCR Candidate Registrations and Nominations GCR/PIB Candidate Campaign Expense Reports GCR/PIB Preliminary Voters List GCR Applications for Voters List Inclusion, Deletion or Correction Voter Notice Cards PIB Ballots/Votes Cast and Statistics GCR Election Results, and Returns by Election Personnel GCR Election Recounts GCR Council Inauguration GCR Councillors Oaths of Office GCR Councillors Orientation GCR Fire & Rescue Subjects / Topics GCR Fire Station Orders GCR PIB

17 Fire Station Notices GCR Fire Station Transfers GCR Fire Statistics GCR Fire Prevention Programs GCR Fire Property Files PIB Fire Incident Response Reports PIB Fire Safety Plans GCR Medical Assist Reports GCR/PIB Community Events Subjects / Topics GCR Community Projects GCR Community Special Events GCR Day Camp Registration Packages GCR Activity Guide GCR Facility Rental Bookings PIB Concession Stands (In-House and Contracted-Out) GCR Community Equipment Rental Bookings PIB Community Partnerships GCR Aquatic Training Centres GCR Fitness Centres (Weight Rooms) GCR Convention, Cultural and Performing Arts Subjects / Topics GCR Convention and Conference Events GCR Theatre Events GCR Wedding Events GCR/PIB Civil Ceremonies GCR/PIB

18 Corporate Events GCR Other Social Events GCR/PIB Museum Collections GCR Historical Photographs GCR Monuments, Memorials and Sculptures GCR Museum History GCR Social Services Subjects / Topics GCR Social Services Projects GCR Transit Windsor Bus Passes PIB Dental Services PIB Other Discretionary Benefits PIB Ontario Works Case Files PIB Social Worker Case Files PIB Family Support Case Files PIB Ontario Works Discretionary Benefits (100% Municipal) PIB Statements of Income PIB Children s Services Program Administration GCR/PIB Child Care Case Files PIB Child Care Fee Subsidies GCR/PIB Child Care Attendance PIB Day Care Licences GCR Ontario Early Years (OEY) Program Administration GCR/PIB Work and Learn Program GCR/PIB Social Housing Administration GCR/PIB

19 Lodging Home Case Files PIB Consolidated Homelessness Prevention Programs GCR Social Housing Providers GCR Social Housing Initiatives GCR Central Housing Registry GCR Rent Bank Files PIB Homemaker Case Files PIB Home Support Case Files PIB Long Term Care Services Subjects / Topics GCR Resident Charts PIB Board of Health Inspections GCR Long Term Care Declined Applications PIB Long Term Care Waiting List PIB Long Term Care Resident Council Minutes GCR Pastoral Care Minutes GCR Drug Order Book GCR Surplus Drug Book GCR Narcotic Cards GCR/PIB Narcotic Counts GCR Resident Lab Schedule GCR/PIB Resident Care Plan Schedule GCR/PIB Resident Census GCR Nursing 24 Hour Report GCR/PIB Infection Control Statistics GCR

20 Nutrition and Food Service Memos GCR/PIB Dietician Memos GCR/PIB Menu Production Sheets GCR Quality Assurance Audits GCR Recipes GCR Menus GCR Menu Tracking GCR Resident Meal Seating Plans GCR/PIB Resident Diet Cards GCR/PIB Special Functions GCR Economic Development Subjects / Topics GCR Economic Development Programs and Services GCR Planning Districts and Areas GCR Business Improvement Areas GCR Community Improvement Projects GCR Housing GCR Demographic and Economic Studies and Statistics GCR Urban Design Projects GCR Official Plan of the City of Windsor GCR Official Plan Issues GCR Master Plans GCR Secondary Plans GCR Official Plan Amendments GCR Zoning By-law of the City of Windsor GCR

21 Zoning By-law Issues GCR Zoning By-law Amendments (Rezonings) GCR Site Plan Control GCR Plans of Subdivision GCR Condominium and Conversions GCR Part Lot Control GCR Sign By-law Amendments GCR Consents GCR/PIB Minor Variances GCR/PIB Other Municipal Official Plans and Amendments GCR Environmental Subjects / Topics GCR Environmental Assessments GCR Environmental Clean-ups GCR Environmental Monitoring Projects GCR Winter Control GCR Engineering Reports GCR Soil Reports GCR Closed Landfill Monitoring GCR Aerial Photo Contact Prints GCR Reference Plans (12Rs) GCR Property Survey Drawings GCR Property Files GCR Property Information Requests GCR Street Opening Permits (Public Right of Way) GCR

22 Public Works Inspection Photos GCR Building Permits GCR Building Plans GCR Municipal Loan Programs GCR Heritage Preservation Files GCR Heritage Fund Applications Tracking GCR Municipal Heritage Register GCR Heritage Conservation District Studies GCR Archaeological Master Plan GCR Natural Heritage Sites GCR Progress Certificates GCR Diaries GCR As-Built Drawings GCR Capital Engineering Projects GCR Sewage Pumping and Treatment Subjects / Topics GCR Sewage Pumping Stations GCR Sewage Treatment Plants GCR Industrial Waste GCR Sludge Management GCR Sewage Treatment Plant Performance GCR Storm Water Drainage Subjects / Topics GCR Storm Water Drainage Projects GCR Storm Water Drainage Maintenance GCR Drainage Area Drawings GCR

23 Bridges Subjects / Topics GCR Bridges GCR Culverts Subjects / Topics GCR Culverts GCR Tunnels Subjects / Topics GCR Tunnels Projects GCR Roadway, Sewer and Sidewalk Subjects / Topics GCR Road and Sewer Construction Projects GCR Sewer Construction Drawings GCR Pavement Construction Drawings GCR Road and Sewer Maintenance Projects GCR Closed Circuit Camera Inspections (CCTV) GCR Sewer Rehabilitation GCR Road and Sewer Capital Projects GCR Private Development Specifications GCR Street and Alley Closings GCR Local Improvement Petitions GCR Street Naming and Numbering GCR Street and Park Lighting Subjects / Topics GCR Street and Park Lighting Projects GCR Street and Park Lighting Installation and Maintenance GCR Transportation Management Subjects / Topics GCR Transportation Planning and Engineering Projects GCR Signalized Intersections GCR

24 Signal Maintenance Log GCR Signs and Pavement Markings GCR Traffic Counts GCR Traffic Infrastructure Drawings GCR Traffic and Parking By-law Petitions GCR Traffic Control Plans GCR Traffic Calming Reviews GCR Traffic Impact Studies GCR Oversized Load Applications GCR Collision Database GCR/PIB School Crossing Guard Program GCR/PIB Railway Subjects / Topics GCR Railways GCR