Routine Disclosure and Active Dissemination Policy (A09 GOV 005 LS)
Lincoln, Ontario
· adopted 2023-06-26
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POLICY TITLE
Routine Disclosure and Active Dissemination
CATEGORY
Governance
POLICY NUMBER
A09 GOV 005 LS
DEPARTMENT
Legislative Services
POLICY AUTHOR
Director of Legislative Services/Town Clerk
POLICY TYPE
Corporate Policy
APPROVED BY
Council
EFFECTIVE DATE
JUN 26 2023
REVIEW DATE
JUN 26 2026
POLICY STATEMENT
The Corporation of the Town of Lincoln (the "Town") is committed to open governance.
Open governance includes ensuring that the public has access to Records in the custody
or under the control of the Town, subject to limited and specific exceptions, in accordance
with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.
M.56, as amended ("MFIPPA").
POLICY PURPOSE
The purpose of this policy is to formalize and define a process for the Routine Disclosure
and Active Dissemination of Records in the custody and control of the Town. Active
Dissemination establishes a process for Town Staff to automatically post or publish
Records in the public domain, typically on the Town's website. While most Records are
intended to be provided through Active Dissemination, others may be available through
the Routine Disclosure policy, which empowers Town staff to provide copies of certain
Records in response to requests from the public without requiring a formal Freedom of
Information ("FOI") request under MFIPPA.
This policy serves to engage the public and further the accountability and transparency
of the Town's operations by making information readily available to the public in
accordance with the key principles of MFIPPA. There is an added cost-saving benefit for
the Town, as this policy is intended to address the increasing volume of FOI requests
received by the Town.
LEGISLATIVE AUTHORITY
MFIPPA has two purposes, as set out in Section 1 of the Act. First, to provide a right to
access information under the control of institutions, including the Town, in accordance
with three principles:
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- Information should be made available to the public;
- Exemptions from the right of access should be limited and specific; and
- Decisions on the disclosure of information should be reviewed independently.
The other purpose of MFIPPA is to protect the personal information of individuals held by
institutions and to provide individuals with the right to access their own information.
Section 224 of the Municipal Act, 2001, S.O. 2001, c. 25 provides that it is the role of
Council to ensure the accountability and transparency of the operations of the Town.
POLICY SCOPE & EXEMPTIONS
This policy applies to all Town staff, as well as all members of all Committees and boards
and members of Council. It applies to all records in the custody or under the control of the
Town. The list of Records available through Routine Disclosure and Active Dissemination
is attached as Appendix 1.
The Town will not disclose Personal or Confidential Information through the Routine
Disclosure or Active Dissemination process. Requests for any Record that may contain
Personal or Confidential Information must be submitted through the FOI request process
under MFIPPA.
This policy is to be interpreted in a way that is consistent with the Town's obligations
under MFIPPA.
POLICY ADMINISTRATION
1.
Roles and Responsibilities
Informal requests for Records subject to Routine Disclosure should be handled by
Town staff in the responsible department. When a staff member is uncertain about
disclosure of a requested Record, he or she should consult with Legislative
Services.
a) Council
Members of Council requesting access to Records through Routine Disclosure
will be provided the same right of access as the public. If the requested Record
is not available through Routine Disclosure or Active Dissemination, the
Council member may submit an FOI request in accordance with section 17 of
MFIPPA.
b) Chief Administrative Officer and Corporate Leadership Team
In relation to this policy, the Chief Administrative Officer ("CAO") and Corporate
Leadership Team shall promote compliance with this policy.
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c) Directors and Managers
In relation to this policy, Directors and Managers shall:
- Identify Records that are suitable for Routine Disclosure or Active
Dissemination, in consultation with the Clerk or designate;
- Update the Clerk with recommendations for Routine Disclosure and
Active Dissemination as new types of records are created;
- Promote compliance with this policy within their department; and
- Ensure all staff within their department comply with MFIPPA, including
ensuring that Personal Information and Confidential Information is
managed and protected appropriately, in consultation with the Clerk or
designate, who is the designated Head under MFIPPA.
d) Legislative Services Department
The Clerk is the designated Head of the municipality under section 3 of
MFIPPA. The Clerk therefore has responsibility for administrative duties for the
purposes of MFIPPA.
In relation to this policy, the Clerk shall:
- Respond to FOI requests in accordance with the requirements of
MFIPPA;
- Update and maintain the list of records available through Routine
Disclosure and Active Dissemination in Appendix 1;
- Provide guidance to staff about whether records are subject to Routine
Disclosure and Active Dissemination;
- Assist staff in understanding their obligations to release records in
accordance with this policy;
- Provide guidance to staff or to the public regarding the process for FOI
requests, as applicable; and
- Redirect Routine Disclosure requests to the responsible staff member
when the request has been submitted as an FOI.
e) Town Staff
In relation to this policy, Town staff shall:
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- Assist the public by fulfilling Routine Disclosure requests originating in
their department;
- Become familiar with the list of Records available through Routine
Disclosure and Active Dissemination in Appendix 1, and be aware of
which Records and information may be released without consultation
with the Legislative Services Department;
- Consult with the Clerk or designate when they are uncertain about which
Records are appropriate for Routine Disclosure or Active Dissemination;
- Respond to Routine Disclosure requests in a reasonable timeframe as
set out in this policy; and
- Offer recommendations for new records that may qualify for Routine
Disclosure or Active Dissemination to their direct supervisor, as
appropriate.
2.
Practice and Procedures
Access to Records in the custody or under the control of the Town should be made
through Routine Disclosure or actively disclosed, as appropriate. Town staff may
therefore release certain Records that are identified in Appendix 1 on an automatic
or routine basis:
- If a Record is subject to Active Disclosure, the Town will make the Record
publicly available on the Town's website, social media or otherwise.
- If a Record is subject to Routine Disclosure, Town staff may provide a copy
of the Record in response to a request for information without requiring the
requester to file a formal FOI request under MFIPPA.
Personal or Confidential Information will not be disclosed to any individual other
than the individual to whom the information relates, in accordance with MFIPPA.
Staff should exercise caution when Personal or Confidential Information is included
in a Record. In these cases, a requester may be required to file a formal FOI
request under MFIPPA.
If there are any questions about whether a Record should be disclosed, staff
should contact the Clerk or designate.
Formal requests for Records or information under MFIPPA will continue to be
processed by the Clerk or designate.
a) Identifying Records for Routine Disclosure or Active Dissemination
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The Clerk or designate will determine the Records that may be included on
Appendix 1 and classified for Routine Disclosure, Active Dissemination or
subject to a formal MFIPPA request.
The Clerk or designate will consider the following factors in determining which
Records should be available for Routine Disclosure or Active Dissemination:
- The type of Records that are requested on a regular basis;
- The classification of Records that are released on a regular basis,
without exemption;
- Whether there is a statutory requirement to make certain Records
publicly available;
- Whether Records can be modified to remove information subject to the
mandatory exemptions in MFIPPA (such as Personal Information) so
that the remaining information can be routinely released.
The official listing of Records that may be Routinely Disclosed or Actively
Disseminated is contained in Appendix 1. Examples of records included on this
list include but are not limited the following categories of Records:
- Council and Committee agendas, minutes, reports, , resolutions, and
by-laws (excluding closed meeting Records);
- Financial statements, and budget and tax related information.
- Fire Services general incident reports;
- Community event related information;
- Tax assessment rolls (for in-person viewing only);
- Strategic plans and related Information;
- Council-approved master plans;
- Accessibility plans and building audits;
- Recreation programming Information;
- Building Activity Reports
- Building permit construction drawings and plans (for property owners
and authorized representatives);
- General construction-related Information (e.g. road closures, condition
and planned road work road classifications, etc.);
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- Planning and development application materials, including any reports
submitted in support of the application;
- Committee of Adjustment agendas and minutes (excluding closed
meeting Records);
- Notices and Decisions of applications pursuant to the Planning Act;
- Official Plan and amendments;
- Zoning By-laws and amendments;
- Registered plans of subdivision and condominiums;
- Registered reference plans;
- Registered subdivision and site plan agreements;
- Approved subdivision and site plan drawings, excluding any plans
submitted as part of a building permit application;
- General property information, excluding any personal information.
b) Records not Subject to Routine Disclosure or Active Dissemination
The following categories of Records are not subject to Routine Disclosure or
Active Dissemination. These Records are more likely to trigger the exemptions
for Personal Information or Confidential Information under MFIPPA and must
be requested through the formal FOI process:
- Closed meeting agendas, minutes and reports;
- Documents related to negotiations for the buying or selling of land by the
Town;
- Unit prices and other proprietary information contained in tenders and
proposals without the permission of the bidders;
- Private property surveys submitted for the purpose of a building permit
application and/or for the sale of lands;
- Title search, parcel register, land transfers or deeds;
- Program related attendance records;
- Personal Information about an identifiable individual;
- Information subject to solicitor client privilege;
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- Information otherwise protected by MFIPPA, the Municipal Act, 2001 or
any other statute.
The Town has the authority in accordance with MFIPPA to decide not to
disclose all or part of certain Records requested through the FOI process.
Sections 6 to 15 of MFIPPA set out a number of mandatory and discretionary
exemptions from the public's right to access Records in the custody or under
the control of the Town.
The Town must maintain the confidentiality of records or parts of Records that
contain the following:
- Personal Information;
- Information related to inter-governmental relations;
- Third party commercial information where there is an expectation that
this information will be kept confidential.
The Clerk or designate has the authority to exercise their discretion and may
refuse to disclose Records or parts of Records that fall under the following
categories:
- Draft by-laws and reports, including closed meeting records;
- Certain types of advice or recommendations made by Town staff;
- By-law and legal enforcement;
- Relations with Aboriginal communities;
- Certain information related to the Town's economic and other interests;
- Solicitor-client privileged information;
- Information that, if disclosed, could reasonably be expected to seriously
threaten the health and safety of an individual; and
- Information soon to be published.
Pursuant to section 16 of MFIPPA, an exemption from disclosure of certain
types of Records does not apply if there is a compelling public interest in the
disclosure of the Record that clearly outweighs the purpose of the exemption.
Sections 31 and 32 of MFIPPA sets out the specific circumstances in which the
Town may use or disclose Personal Information.
c) Process for Active Dissemination
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Records under the custody and control of the Town may be Actively
Disseminated, which can occur by:
- Posting Records on the Town's website or social media accounts; and
- Publishing information in the media, in posters, flyers or other materials.
Records identified for Active Dissemination in Appendix 1 will be made
available in a timely manner and as determined by the relevant Town
department, in consultation with Legislative Services.
d) Process for Requests for Routine Disclosure
Requests for Routine Disclosure should be directed to the responsible
department at the Town. Requests may be made verbally or in writing, but the
Town reserves the right to require that a request be submitted in writing. Fees
may also be applicable in accordance with the Fees and Charges By-law.
Requests for Routine Disclosure will be acknowledged by Town staff in a
reasonable timeframe taking into account the workload of the staff member
and the nature of the request. Town staff will endeavour to respond to requests
within 30 calendar days. If the request cannot be fulfilled within 30 calendar
days, Town staff will notify the requester within a reasonable timeframe to
provide an estimated deadline for response.
Fees may be charged for Routine Disclosure requests where the Records are
not already published on the Town's website and are not easily retrievable at
the following rates: $65 for the initial request ($5.00 is to be submitted with the
request, and the remaining $60.00 is to be submitted upon successful retrieval
of records). If the request is large or complex in nature an additional $80 per
hour fee will be charged.
Official Records are disposed of in accordance with the Town's record
retention by-law, By-law 2020-31, as amended from time to time.
The Town has the authority to deny any requests for Routine Disclosure of a
Record or part of a Record and require the requester to submit a formal FOI
request under MFIPPA. A Routine Disclosure request may be refused if the
request is determined to be frivolous or vexatious by the Clerk or designate,
in accordance with their authority under MFIPPA. If a Routine Disclosure
request is denied, the requester must be advised of their right to submit an
FOI request in accordance with MFIPPA.
Requests for Records that contain Personal Information or Confidential
Information should be forwarded to Legislative Services. If staff receive a
request for Routine Disclosure and are unsure if a responsive Record can be
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released under this policy, they should consult with the Clerk or designate for
clarification prior to releasing any Record.
e) Privacy Breach Response
A privacy breach occurs when Personal Information is stolen or lost or is
collected, used or disclosed without authority.
If a privacy breach occurs in respect of Records in the custody or under the
control of the Town, the Clerk or designate shall take the following steps:
- Retrieve and secure any personal information that has been
collected, used or disclosed without authority;
- Ensure no copies, including digital copies have been made or
retained by the individual who was not authorized to receive or use
the information;
- Determine whether the breach would allow unauthorized access to
any other Personal Information;
- Notify individuals who may be affected by the breach at the first
reasonable opportunity, which notice will:
o Generally describe the breach;
o Inform the individual of any steps that have been taken to
mitigate adverse effects and prevent a similar breach from
occurring;
o Provide contact information for the Clerk or designate;
o Advise the individual of their right to complain to the
Information and Privacy Commissioner ("IPC").
- Notify the IPC if the breach is significant based on the sensitivity and
volume of the information breached and the number of people
affected.
f) Monitoring and Evaluation
Legislative Services will monitor the compliance and engagement of this
policy by reviewing the results of audits and conducting training and
education session evaluations.
This policy is to be reviewed by the Clerk or designate at least every 3 years
to ensure its effectiveness and compliance with legislation and current
practices, or more frequently if required.
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The Clerk is authorized to make minor or housekeeping amendments to this
policy and its appendices, as required.
POLICY COMMUNICATION
The Policy will be posted to the internal Corporate Policy Hub as well as made available
on the Town's website for public access.
DEFINITIONS
"Active Dissemination" means the release of certain records by the Town to the public in
the absence of a request.
"Confidential Information" means a record that is excluded or exempted from disclosure
in accordance with sections 6 to 15 of MFIPPA.
"FOI" means a formal freedom of information request for access to or copies of a record
made in accordance with section 17 of MFIPPA.
"Head" means the Town Clerk, who was appointed by the Council pursuant to
requirements of section 228 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
or their designate.
"MFIPPA" means the Municipal Freedom of Information and Protection of Privacy Act,
R.S.O. 1990, c. M.56, as amended.
"Personal Information" means recorded information about an identifiable individual, as
defined in subsection 2(1) of MFIPPA, including:
(a) information relating to the race, national or ethnic origin, colour, religion, age,
sex, sexual orientation or marital or family status of the individual,
(b) information relating to the education or the medical, psychiatric, psychological,
criminal or employment history of the individual or information relating to financial
transactions in which the individual has been involved,
(c) any identifying number, symbol or other particular assigned to the individual,
(d) the address, telephone number, fingerprints or blood type of the individual,
(e) the personal opinions or views of the individual except if they relate to another
individual,
(f) correspondence sent to an institution by the individual that is implicitly or
explicitly of a private or confidential nature, and replies to that correspondence that
would reveal the contents of the original correspondence,
(g) the views or opinions of another individual about the individual, and
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(h) the individual's name if it appears with other personal information relating to the
individual or where the disclosure of the name would reveal other personal
information about the individual.
"Personal Information" does not include:
(a) information about an individual who has been dead for more than thirty years
(s. 2(2) of MFIPPA); or
(b) the name, title, contact information or designation of an individual that identifies
the individual in a business, professional or official capacity, even if the individual
carries out business, professional or official responsibilities for their dwelling and
the contact information for the individual relates to that dwelling (ss. 2(2.1) and
(2.2) of MFIPPA).
(c) the name of the applicant and/or agent who has submitted an application
pursuant to the Planning Act.
"Record" means any record of information however recorded, whether in printed form, on
film, by electronic means or otherwise, as defined in subsection 2(1) of MFIPPA,
including:
(a) correspondence, a memorandum, a book, a plan, a map, a drawing, a diagram,
a pictorial or graphic work, a photograph, a film, a microfilm, a sound recording, a
videotape, a machine-readable record, any other documentary material,
regardless of physical form or characteristics, and any copy thereof, and
(b) subject to the regulations, any record that is capable of being produced from a
machine-readable record under the control of an institution by means of computer
hardware and software or any other information storage equipment and technical
expertise normally used by the institution.
"Routine Disclosure" means the automatic or routine release of certain records in
response to an inquiry or request for access that can be granted without filing a formal
request under MFIPPA.
RELATED PROCDURES
There are no related procedures.
REVISION HISTORY
- JUN 26, 2023 - New policy - Approved by Committee of the Whole on June 19,
2023 (Report LS-06-23) and ratified by Council on June 26, 2023 (Resolution RC-
2023-88).
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Routine Disclosure Policy Appendix 1
Community Services
Record Group AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Facility Rental
Agreements
RD
FOI
Provided only to
the rental party.
Any other
requester
needs to submit
an FOI request.
Available by
request.
Museum
Strategic Plan
AD
Final version
only.
Available on the
Lincoln
Museum
website.
Parks,
Recreation
and Culture
Master Plan
AD
Final version
only.
Available on the
website.
Programming
Information
AD
Program
information
only.
Available on the
website.
Page 13 of 30
Finance, Administration, and Innovation
Record
Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Assessment
Rolls
RD
In person
viewing only.
Information will
not be given out
over the phone
or via email. No
photographs
can be taken.
Hand-written
notes can be
made.
Property
assessment
information can
be viewed at
Town Hall.
Assessment
Act, R.S.O.
1990, c. A.31,
s. 39
Property Tax
Certificates
RD
Provided to the
registered
owner or
authorized
representative.
Available by
request.
Municipal Act,
2001, c. 25
Asset
Management
Plan
AD
Final version
only.
Available on the
website.
Asset
Management
Planning for
Municipal
Infrastructure,
O. Reg.
588/17 10
Audited
Financial
Statements
AD
Available on the
website.
Ontario
Municipal Act,
2001 295 (1)
(b)
Budget
(proposed and
approved)
AD
Final version
only.
Available on the
website.
Page 14 of 30
Record
Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Treasurer's
Statement of
Development
Charges
RD
Final version
only.
Available by
request.
Development
Charges Act,
1997, 43 (2.1)
Energy
Management
Plan
AD
Final version
only.
Available on the
website. This
report is
published every
2 years.
Green Energy
Act, 2009,
S.O. 2009, c.
12, Sched. A,
O. Reg.
397/11:
Energy
Conservation
and Demand
Management
Plans
Remuneration
RD
Includes only
final statements.
Available by
request.
Municipal Act,
2001, c. 25,
sec. 253(1)
and 284(1)
Tax Account
Information
RD
Provided to
registered
owner or
authorized
representative.
Available by
request.
Municipal Act,
2001, c.25
Tax
Certificate/
Lawyers Letter
RD
Provided to
registered
owner or
authorized
representative.
Available by
request.
Municipal Act,
2001, c.25
Page 15 of 30
Record
Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Water Account
Information
RD
Provided to
registered
owner or
authorized
representative.
Available by
request.
Unofficial Bids
and Tenders
Results
AD
Tenders are
released upon
submission
deadline.
Available on the
website.
Municipal Act,
2001, c. 25,s.
270
Posted Bids
and Tenders
AD
Posted bid
opportunities are
available in the
Council
Correspondence
on the website.
Municipal Act,
2001, c. 25,s.
270
Building
Permit Annual
Financial
Report
RD
Available by
request.
Tax Rates
AD
Available on the
website.
Page 16 of 30
Fire Services and Emergency Services
Record Group AD/RD/FOI
Conditions
for Release
Access to
Information
Legislation
Governing
Access
Fire
Department
Inspection
Reports
RD
FOI
Provided to
registered
owner or
authorized
representative.
If the requester
is not the
owner or
authorized
representative
then an FOI
request is
required.
Available by
request.
Municipal
Freedom of
Information
and Protection
of Privacy Act,
R.S.O. 1990,
c. M.56.
Firefighter
Notes
FOI
FOI
May be
available by
FOI request.
Municipal
Freedom of
Information
and Protection
of Privacy Act,
R.S.O. 1990,
c. M.56.
Fire
Prevention,
Safety and
Emergency
Preparedness
AD
Available on
the website
and social
media
accounts.
Public
Emergency
Plan
RD
Available by
request.
Emergency
Management
and Civil
Protection Act,
R.S.O. 1990,
c. E.9, s. 10.
Page 17 of 30
Record Group AD/RD/FOI
Conditions
for Release
Access to
Information
Legislation
Governing
Access
Fire
Department
Incident
Reports
RD
FOI
General
reports are
routinely
disclosed.
Access to
reports with
personal
information
requires an
FOI request.
Available by
request.
Municipal
Freedom of
Information
and Protection
of Privacy Act,
R.S.O. 1990,
c. M.56.; Fire
Protection and
Prevention
Act, 1997,
S.O. 1997, c. 4
Page 18 of 30
Legislative Services
Record Group AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Council
Agenda and
Minutes
AD
Excludes closed
session
materials.
Available on
the website.
Municipal
Freedom of
Information
and Protection
of Privacy Act,
R.S.O. 1990,
c. M.56, s. 6;
Municipal Act.
2001, s.
253(1)
Standing
Committee
Agenda and
Minutes
AD
Excludes closed
session
materials.
Available on
the website.
Municipal
Freedom of
Information
and Protection
of Privacy Act,
R.S.O. 1990,
c. M.56, s. 6;
Municipal Act.
2001, s.
253(1)
Reports to
Council and
Committees
AD
Excludes reports
to closed
session or
confidential
reports and
working notes.
Available on
the website in
agendas.
Municipal
Freedom of
Information
and Protection
of Privacy Act,
R.S.O. 1990,
c. M.56, s. 6;
Municipal Act.
2001, s.
253(1).
Resolutions
AD
Available on
the website in
minutes.
Page 19 of 30
Record Group AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Agreements
and Contracts
RD
N/A
FOI
Public
agreements will
be routinely
disclosed.
Confidential
agreements will
not be
disclosed.
Any other
agreement will
be subject to an
FOI request.
Available by
request.
Municipal
Freedom of
Information
and Protection
of Privacy Act,
R.S.O. 1990,
c. M. 56
By-laws
AD
RD
Final versions of
Frequently
requested by-
laws.
Final versions of
all other bylaws.
A list of
frequently
asked by-laws
are available
on the website.
All others
provided by
request.
Municipal Act.
2001, s.
253(1);
Municipal
Freedom of
Information
and Protection
of Privacy Act,
s. 6(1)
Corporate
Policies and
Procedures
AD
Excludes
internal or
departmental
policies and
procedures.
Final versions
only.
Policies
affecting the
public can be
found on the
website.
Municipal Act.
2001, s. 270
Page 20 of 30
Record Group AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
RD
Other policies
provided upon
request.
Election
Candidate
Financial
Statements
AD
Records may be
viewed for the
current term of
Council.
Available on
the website.
Municipal
Elections Act,
1996, 1996, c.
32, Sched., s.
88 (5)
Election
Nomination
Forms
RD
Records may be
viewed from the
date of
submission until
120 days
following the
election period.
Available by
request.
Municipal
Elections Act,
1996, 1996, c.
32, Sched., s.
88 (6)
Accessibility
Compliance
Report
RD
Available by
request.
Accessibility
for Ontarians
with
Disabilities
Act, 2005,
S.O. 2005, c.
11, s. 14 (2)
Accessibility
Plan
AD
Final version
only.
Available on
the website.
Accessibility
for Ontarians
with
Disabilities
Act, 2005,
S.O. 2005, c.
11, O. Reg.
165/16, s. 3
(1)
Appointments
to Boards and
Committees
AD
Release of
names and
resolutions
Available on
the website.
Page 21 of 30
Record Group AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
appointing
individuals only.
Lottery
Licensing
RD
Confirmation of
license
issuance,
including license
number, license
holder, date of
event, and event
location.
Available by
request.
Ontario Lottery
and Gaming
Corporation
Act, 1999,
S.O. 1999, c.
12, Sched. L,
11(1)
Page 22 of 30
Planning and Development
Record Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Approved
Subdivision
Listings
RD
Available by
request.
Planning Act,
R.S.O. 1990,
c. P.13
Committee of
Adjustment
Minutes,
Agendas,
Notices and
Decisions
AD
Minutes and
agendas are
available on the
website.
Notices and
Decisions are
available on the
website in
Council
Correspondence.
Planning Act,
R.S.O. 1990,
c.P.13,
Municipal Act.
2001, s.
253(1)
Heritage
Property List
and Register
AD
Available on the
website
Ontario
Heritage Act,
R.S.O. 1990,
c. O.18
Building Permit
Activity Reports
RD
Available by
request.
Planning Act,
R.S.O. 1990,
c.P.13;
Municipal
Freedom of
Information
and
Protection of
Privacy Act,
R.S.O. 1990,
c. M.56, s. 14
(1).
Page 23 of 30
Record Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Building Permit
Construction
Drawings and
Plans
RD
FOI
Provided to the
registered
owner or
authorized
representative.
Other
requesters
need to submit
an FOI request.
Available by
request.
Planning Act,
R.S.O. 1990,
c.P.13;
Municipal
Freedom of
Information
and
Protection of
Privacy Act,
R.S.O. 1990,
c. M.56, s. 14
(1).
Official Plans
and
Amendments
AD
RD
The Official Plan
is available on
the website.
Amendments are
available by
request.
Planning Act,
R.S.O. 1990,
c. P.13, s.
1.0.1,
s.14.2(6);
Municipal Act.
2001, s.
253(1);
Municipal
Freedom of
Information
and
Protection of
Privacy Act,
R.S.O. 1990,
c. M.56
Zoning By-laws
and
Amendments
AD
RD
The
Comprehensive
Zoning By-law is
available on the
website.
Amendments are
available by
request.
Planning Act,
R.S.O. 1990,
c. P.13, s.
1.0.1,
s.14.2(6);
Municipal Act.
2001, s.
253(1);
Municipal
Freedom of
Information
Page 24 of 30
Record Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
and
Protection of
Privacy Act,
R.S.O. 1990,
c. M.56
Planning &
Development
applications and
materials,
including any
report submitted
in support of the
application.
Includes Official
Plan
Amendment and
Zoning By-law
Amendments,
Plan of
Subdivision,
Plan of
Condominium,
Removal of Part
Lot Control,
Consents, and
Minor Variance
Applications
RD
Available by
request.
Planning Act,
R.S.O. 1990,
c. P.13;
Municipal Act.
2001, s.
253(1);
Municipal
Freedom of
Information
and
Protection of
Privacy Act,
R.S.O. 1990,
c. M.56
Community
Improvement
Plans
AD
Available on the
website.
Planning Act,
R.S.O. 1990,
c. P.13;
Municipal Act.
2001, s.
253(1);
Municipal
Freedom of
Information
and
Page 25 of 30
Record Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Protection of
Privacy Act,
R.S.O. 1990,
c. M.56
Community
Improvement
Plan
Applications
RD
Available by
request.
Planning Act,
R.S.O. 1990,
c. P.13;
Municipal Act.
2001, s.
253(1);
Municipal
Freedom of
Information
and
Protection of
Privacy Act,
R.S.O. 1990,
c. M.56
Road Closing
Applications
RD
Personal
information
other than the
applicant's
name will not
be made
available.
Available by
request.
Development
Charge By-laws
and Background
Report
AD
Available on the
website.
Development
Charges Act,
1997, S.O.
1997, c. 27,
2015, c. 26, s.
5 (3)
Work Orders
RD
Provided to the
registered
property owner
or authorized
representative.
Available by
request.
Page 26 of 30
Record Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
FOI
Other
requesters will
need to submit
an FOI request.
Property
information
requests
RD
Personal
information will
not be made
available.
Available by
request.
Planning Act,
R.S.O. 1990,
c. P.13
Registered
Plans of
Subdivision,
Condominium
and Reference
Plans
RD
Available by
request.
Planning Act,
R.S.O. 1990,
c. P.13
Registered
Subdivision and
Site Plan
Agreements
RD
Available by
request.
Planning Act,
R.S.O. 1990,
c. P.13
Approved
Subdivision and
Site Plan
Drawings
RD
Available by
request.
Planning Act,
R.S.O. 1990,
c. P.13
General
Property
Information
including
addresses and
legal
descriptions
RD
Personal
information will
not be made
available.
Available by
request.
Page 27 of 30
Public Works
Record Group
AD/RD/FOI
Conditions for
Release
Access to
Information
Legislation
Governing
Access
Drinking Water
Systems Annual
Report
AD
Available on
the website.
Safe Drinking
Water Act,
2002 -
Drinking
Water
Systems, O.
Reg. 170/03.
Municipal
Design
Standards
AD
Available on
the website.
Municipal
Drainage Map
AD
Available by
request.
Drainage Act,
R.S.O. 1990,
c.D.17
Property
Servicing and
Drainage
Information
RD
FOI
Public property
record groups
are considered
RD.
Any records
with
personal/private
property
information will
be accessed by
an FOI request.
Available by
request.
Drainage Act,
R.S.O. 1990,
c.D.17
Road Closures
and
Construction
Information
AD
Available on
the website
and social
Page 28 of 30
media
accounts.
Sidewalk Route
Map and
Information
AD
Available on
the website.
Water
Consumption
RD
Provided to the
registered
owner or
authorized
representative.
Available by
request.
Residential
Sewer and/or
water main
lateral condition
inspections
RD
Sewer or water
main back-up
inspection
reports
released to
registered
owners or their
representatives.
Available by
request.
Water Financial
Plan
RD
Available on
the website.
Safe Drinking
Water Act,
2002, S.O.
2002, c. 32
Page 29 of 30
Routine Disclosure Policy Appendix 2: Active Dissemination Procedure
New record is received or generated
by the Town.
Is the record listed described in
Appendix 1 as being subject to Active
Dissemination?
De-identify the record by
deleting or censoring
personal information and
then post the record online.
Do not publish the record online.
Explainer: What is Personal Information?
-
information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or
family status of the individual;
-
information relating to the education or the medical, psychiatric, psychological, criminal or employment history of
the individual or information relating to financial transactions in which the individual has been involved;
-
any identifying number, symbol or other particular assigned to the individual;
-
the address, telephone number, fingerprints or blood type of the individual;
-
the personal opinions or views of the individual except if they relate to another individual;
-
correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential
nature, and replies to that correspondence that would reveal the contents of the original correspondence;
-
the views or opinions of another individual about the individual; and
-
the individual's name if it appears with other personal information relating to the individual or where the disclosure
of the name would reveal other personal information about the individual.
Yes. Does the record contain
personal information about an
identifiable individual (but note
that personal information does not
include the name, title, contact
information or designation of an
individual in a business,
professional or official capacity)?
Yes. Does the record contain
information received in confidence
from other governments (for
example, another municipality, or
the federal or provincial
government)
No.
If no, post the record
online.
Yes.
Page 30 of 30
Routine Disclosure Policy Appendix 3: Routine Disclosure Procedure
Is the record listed described in
Appendix 1 to the Routine
No.
Direct the requester to the
Town's website to file a
formal request for
disclosure under MFIPPA.
De-identify the record by
deleting or censoring
personal information.
Yes. Does the record contain
personal information about an
identifiable individual (but note that
personal information does not
include the name, title, contact
information or designation of an
individual in a business,
professional or official capacity)?
Yes. Does the record contain
information received in confidence
from other governments (for
example, another municipality, or
the federal or provincial
government).
Provide a copy of the
record to the requester.
Yes.
Respond to requester to
acknowledge receipt of request and
advise of fee for request if record is
not already posted on the Town's
website:
-
$65 to fulfill request ($5.00 is
to be submitted with the
request, and the remaining
$60.00 is to be submitted
upon successful retrieval of
records).
-
additional $80/hour for
complex requests
No.
Routine Disclosure request received
by staff member
Questions?
The Clerk is the Town's designated Head under MFIPPA and therefore is responsible for responding to any MFIPPA
requests received by the Town. If you have any questions about whether to post a document on the Town's website
as part of our active dissemination process or provide a copy of a record to a requester, do not hesitate to reach out
to the Clerk or a staff person in Legislative Services.