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T O W N S H I P O F S O U T H G A T E
A D M I N I S T R A T I O N C E N T R E
Policy # 39
Request for Information Policy
Approved by Council on: May 16, 2012
Township of Southgate
Public and Freedom of Information Requests
Purpose:
The Municipal Freedom of Information and Protection of Privacy Act (the Act),
provides individuals with a right of access to general records held by
municipalities and records containing an individual's own personal
information. The Act also requires municipalities to protect personal
information contained in their record holdings. These requirements are
outlined in a set of rules governing the collection, use, disclosure and
retention of personal information maintained by municipal governments.
How Do I Make a Request for Information?
Step #1
The Township of Southgate's goal is to provide as much information as
possible to the public without filing a formal request under the Act. Persons
wishing access to any records and documents that exist in the municipal
office files should first contact the Southgate Department which holds the
records. Southgate staff will make every effort to provide information that is
easily provided if:
information is on Southgate's website www.southgate.ca;
information requested is already in a printed report form;
documents are available and found within the municipal office active
filing area;
person requesting the information is willing to view documents at the
Southgate municipal office; and
extra staff time is not required to move the information into a
presentable format or locate files in storage.
Step #2
If you are unable to get all of the information you requested, follow these
steps:
send a formal request under the Freedom of Information Act in writing
to "Attention: Clerk-Director of Council";
all requests must be accompanied by a non-refundable $5.00
application fee;
all cheques should be made payable to the Township of Southgate;
all requests for information must include an "Information
Access/Correction Request Form" which is available from the Clerk's
Department or you can download a copy of the form from Southgate's web
site www.southgate.ca. Please complete the form in full, making sure you
provide as many details as possible about the information you are
requesting.
requests may be mailed or drop off at the Hopeville office:
Township of Southgate
Attention: Clerk-Director of Council
185667 Grey Road 9, RR 1
Dundalk, ON N0C 1B0
What are the Fees for Making a Request for Information under
MFIPPA?
Mandatory application fee: $5.00 per request for information.
Southgate is required to charge fees for requests under the Act, as follows:
Southgate shall require the person who makes a request for access to a
record to pay fees in the amounts prescribed by the regulations for,
(a) the costs of every hour of manual search required to locate a record;
(b) the costs of preparing the record for disclosure;
(c) computer and other costs incurred in locating, retrieving, processing and
copying a record;
(d) shipping costs; and
(e) any other costs incurred in responding to a request for access to a record.
The following are fees that shall be charged for the purposes of the Act for
access to a record:
1. For photocopies and computer printouts, 20 cents per page.
2. For disks, $10 for each disk.
3. For manually searching a record, $7.50 for each 15 minutes spent by any
person.
4. For preparing a record for disclosure, including severing a part of the
record, $7.50 for each 15 minutes spent by any person.
5. For developing a computer program or other method of producing a record
from machine readable record, $15 for each 15 minutes spent by any person.
6. The costs, including computer costs that the institution incurs in locating,
retrieving, processing and copying the record if those costs are specified in
an invoice that the institution has received.
The following are fees that shall be charged for the purposes of the Act for
access to personal information about the individual making the request for
access:
1. For photocopies and computer printouts, 20 cents per page.
2. For disks, $10 for each disk.
3. For developing a computer program or other method of producing a record
from machine readable record, $15 for each 15 minutes spent by any person.
4. The costs, including computer costs that the institution incurs in locating
retrieving, processing and copying the record if those costs are specified in
an invoice that the institution has received.
If Southgate gives a person an estimate of an amount payable under the Act
and the estimate is $100 or more, Southgate may require the person to pay
a deposit equal to 50 per cent of the estimate before Southgate takes any
further steps to respond to the request.
Southgate shall refund any amount paid under subsection (1) that is
subsequently waived.
If a person is required to pay a fee for access to a record, Southgate may
require the person to do so before giving the person access to the record.
Will I Receive all of the Information I have asked for?
The Township of Southgate will make every effort to provide you with as
much information as possible. However, the Act contains a number of
exemptions that may be used to limit the release of information. For
example, if a record contains someone else's personal information or
commercial information provided in confidence by a third party, Southgate is
required to deny access. Where the information requested deals with a law
enforcement matter or solicitor-client privilege, Southgate may withhold the
information.
How Long Will it Take?
The Act sets out specific time limits that Southgate must follow when
processing requests for information. Southgate will make its best efforts to
provide all requests in 30 calendar days from the date a complete request is
received (including the $5.00 application fee, estimate fees approved and
deposits received if necessary) to respond to the request.
Southgate may seek a time extension in certain circumstances (request time
demands and office workload) in which case the requester will be notified.
What if I am Not Satisfied with the Township's Decision Regarding
my Access Request?
If you are not satisfied with Southgate's decision regarding your access
request, you can file an appeal with the Information and Privacy
Commissioner/Ontario. The Information and Privacy Commissioner is an
independent body which makes impartial decisions under the Act.
If you decide to file an appeal, you must write to the Commission and
request a review of Southgate's decision within 30 days of receiving the
decision letter. You must also submit a copy of your original request for
information, a copy of Southgate's decision letter and an appeal fee of
$25.00. The correct fee must accompany your appeal and may be paid by
cheque or money order made payable to the Minister of Finance.
The Commissioner's Office is located at:
2 Bloor Street East, Suite 1400,
Toronto, Ontario M4W 1A8,
Telephone: (416)-326-3333;
or toll free 1-800-387-0073.
You can also reach the office at: http://www.ipc.on.ca/
Request for:
Name of Institution request made to:
Access to General Records
Access to Own Personal Information
Correction to Own Personal Information
If request is for access to, or correction of, own personal information records:
Last name appearing on records: same as below, or:
Mr.
Mrs. Ms. Miss
Last Name:
First Name: Middle Name:
Address: (Street/Apt. No./P.O. Box/R.R. No.)
City/Town:
Province:
Postal Code:
Telephone Number (Day): ( )
Telephone Number (Evening): ( )
Detailed description of requested records, personal information or personal information to be corrected. (If you are requesting
access to or correction of your personal information, please identify the personal information bank or record containing the
person information, if known.)
Note: If you are requesting a correction of personal information, please indicate the desired correction, and if appropriate, attach any supporting
documentation. You will be notified if the correction is not made and you may require that a statement of disagreement be attached to your personal
information.
Preferred method
Examine Original
Signature:
Date:
of access to records:
Receive Copy
For Institution Use Only
Date Received:
Request Number:
Comments
Personal Information contained on this form is collected pursuant to the Freedom of Information and Protection of Privacy Act/Municipal Freedom of
Information and Protection of Privacy Act and will be used for the purpose of responding to your request. Questions about this collection should be directed
to the Freedom of Information and Privacy Co-ordinator at the institution where the request is made.
Request Form
under the Freedom of Information and Protection of Privacy Act/
Municipal Freedom of Information and Protection of Privacy Act
Please Note: A $5.00 application fee is required for all requests.