Routine Disclosure and Active Dissemination Policy (2-22)
Wasaga Beach, Ontario
· adopted 2023-11-16
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Page 1 of 12
Town of Wasaga Beach
1
Purpose
1.1
The Town of Wasaga Beach ("Town") is committed to providing the public with
access to Official Records easily and informally, supporting a culture of open and
transparent government, in accordance with the Municipal Freedom of Information
and Protection of Privacy Act ("M.F.I.P.P.A."), and the record-keeping provisions of
the Municipal Act while simultaneously safeguarding Personal Information through
compliance with M.F.I.P.P.A.
1.2
The practice of Routine Disclosure and Active Dissemination is an effective and
efficient method to provide Records to the public, through processes that do not
require the submission of formal Freedom of Information ("F.O.I.") requests under
M.F.I.P.P.A.
2
Scope
2.1
This Policy applies to all Employees of the Corporation of the Town of Wasaga
Beach; as well as Members of all committees and boards and Members of Council. It
also applies to all Records in the Custody and/or under the Control of the Town. This
Policy does not apply to Records subject to the exemptions outlined in M.F.I.P.P.A.
2.2
The Clerk or designate shall be responsible for interpreting and administering this
policy in a manner that is consistent with the Town's obligations under M.F.I.P.P.A.
and related Town records management policies.
Section Name:
General Administration
Policy Number:
2-22
Policy:
Routine Disclosure and Active Dissemination
Review Date:
November 1, 2028
Effective Date:
January 1, 2024
Revisions:
Adopted:
November 16, 2023 - By-law 2023-110
Administered By:
Director of Legislative Services/Town
Clerk
Page 2 of 12
3
Definitions
3.1
Active Dissemination means the periodic release or publication of municipal
Records and Information in the absence of an F.O.I. request.
3.2
Town means the Corporation of the Town of Wasaga Beach.
3.3
Town Business means a core, central or basic function of the Town, as it relates to
the Town's mandate and functions.
3.4
Confidential Information means any Information that is subject to the exemptions to
disclosure found within the Municipal Freedom of Information and Protection of
Privacy Act and that, if disclosed, could result in loss or damage to the Town or could
give the persons to whom it is disclosed an advantage. Includes Information received
in confidence by the Town.
3.5
Control means contents of the Record as it relates to Town Business and the
Town's power or authority to make a decision about the Use or Disclosure of its
Records.
3.6
Member of Council means a member of the Council of the Town of Wasaga Beach,
including the Mayor.
3.7
Custody means the storage, preservation, or security of a Record for a legitimate
business purpose, wherein the Town could obtain a copy of the Record upon
request. While physical possession of a Record may not always constitute Custody, it
is the best evidence of Custody.
3.8
Direct Supervisor means the individual to whom the Employee directly reports. This
could include the Manager, Director, or the Chief Administrative Officer.
3.9
Director of Legislative Services/Town Clerk means the individual, or designate
authorized to act on behalf of the Town for the overall governance of the Records
and Information Management Program (R.I.M. Program) and to delegate authority to
implement specific R.I.M. Program procedures.
3.10
Employee means all full-time, part-time, temporary, seasonal, students and staff
hired on a contract basis for a defined period of time of the Town.
3.11
F.O.I. Request means a formal "Freedom of Information" request as received under
the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.
M.56, as amended. An F.O.I. refers to a request for access to, or copies of, a Record
which is submitted in writing detailing the requested Records, is dated and signed by
the requester. The mandatory fee as prescribed by legislation must accompany the
request.
Page 3 of 12
3.12
Information means knowledge communicated or received concerning a particular
fact or circumstance; knowledge gained through study, communication, research,
instruction, etc.; or the act or fact of informing.
3.13
Law Enforcement Agency means a representative from an agency responsible for
enforcing provisions of a law or regulation, including, but not limited to Ontario
Provincial Police, Royal Canadian Mounted Police, Canada Revenue Service, and
Canada Border Services Agency.
3.14
M.F.I.P.P.A. means the Municipal Freedom of Information and Protection of Privacy
Act, R.S.O. 1990, c. M.56, as amended.
3.15
Manager means a person responsible for controlling or administering a department
within an organization.
3.16
Official Record means a record that provides evidence of a business transaction,
ongoing business value, required to support business operations or are required by
legislation. These records must be retained and managed in accordance with
government policies, standards and the Town's Records Retention Schedule.
3.17
Personal Information means "recorded information about an identifiable individual,"
as defined in M.F.I.P.P.A., as amended.
3.18
Record means any record of Information however recorded, whether in printed form,
on film, by electronic means or otherwise as defined in M.F.I.P.P.A., as amended and
includes:
- 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,
- 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.
3.19
Records Retention Schedule means a schedule approved by Administration to
standardize the classification of Records of the Corporation of the Town of Wasaga
Beach, and to authorize their disposition following specified retention periods.
3.20
Routine Disclosure means an informal written request for access to a Record or
Information, other than an F.O.I. request under the Municipal Freedom of Information
and Protection of Privacy Act, R.S.O. 1990, c. M.56, as amended.
Page 4 of 12
4
Objectives
4.1
The objective of this Policy is to establish procedures for releasing certain types of
Records without requiring the submission of an F.O.I. request, to improve the
accessibility and transparency of Official Records and Information. Additionally, this
Policy identifies Records that may be requested and disclosed through Routine
Disclosure, as well as Records and Information that should be regularly shared with
the public through Active Dissemination.
4.2
The overarching principle in this Policy is to advance the approach that Records in
the Custody and/or under the Control of the Town should be made available to the
public, and any exceptions to this principle should be limited and specific.
4.3
The aims of this Policy include, but are not limited to, the following:
- To improve public accessibility to Records and Information;
- To improve transparency and accountability through streamlining access to
Information processes;
- To aid departments in adhering to M.F.I.P.P.A. requirements;
- To reduce Employee time and costs in responding to F.O.I. requests;
- To identify Records and Information that are of interest to the public; and,
- To ensure the protection of Personal and Confidential Information.
5
Existence of Records
5.1
The Town is not required to re-create or restore records that have been properly
destroyed under the authority of the Record Retention Schedule.
5.2
The Town is not required to provide information discussed but not recorded. In
response to a Routine Disclosure and/or an F.O.I request, the Town is not required to
create records which do not otherwise exist.
5.3
Records routinely disclosed and/or actively disseminated are subject to the
requirements of the Accessibility for Ontarians with Disabilities Act (AODA) and its
regulations, and will be provided in accessible formats in accordance with the
requirements set out in the AODA and the Town's Accessibility Policy, as amended.
6
Accountability and Responsibilities
6.1
Routine Disclosure and/or Active Dissemination will be consistent with existing Town
practices to ensure certain municipal information is available to the public. Routine
Disclosure Requests should be handled by Employees in the responsible
department. Responses to Routine Disclosure Requests made under this Policy shall
be completed in a reasonable timeframe as determined by Employee workload, or in
accordance with the timelines set out in this Policy and/or in applicable legislation.
Page 5 of 12
6.2
Employees may release Records listed in Records Available via Routine Disclosure
and Active Dissemination (Appendix 1), directly to a requester, using the
methodology noted therein. However, Employees may wish to consult with their
Direct Supervisor or Manager prior to the disclosure of the requested Records.
Where further uncertainty remains regarding Routine Disclosure and/or Active
Dissemination, Employees shall consult with the Director of Legislative
Services/Town Clerk or designate.
6.3
Director of Legislative Services/Town Clerk (or designate)
6.3.1 The Director of Legislative Services/Town Clerk, or designate has the
responsibility for administrative duties for the purposes of M.F.I.P.P.A. Many
of the duties in relation to the day-to-day management of M.F.I.P.P.A. have
been assigned to the Records and Information Management Specialist;
however, the Director of Legislative Services/Town Clerk remains accountable
for actions taken and decisions made under M.F.I.P.P.A.
6.3.2 In relation to this Policy, the Director of Legislative Services/Town Clerk or
designate shall:
- Respond to F.O.I. requests in accordance with M.F.P.P.A;
- Update and maintain the list of Records Available via Routine
Disclosure and Active Dissemination (Appendix 1);
- Provide guidance to Employees as to whether or not categories of
Records of Information are subject to Routine Disclosure or Active
Dissemination;
- Assist Employees in understanding their obligations to release
Records and Information in accordance with this Policy;
- Provide guidance to Employees or the public regarding the process for
F.O.I. requests, as applicable; and,
- Redirecting Routine Disclosure Requests to the responsible
department when the request has been submitted as an F.O.I.
6.4
Direct Supervisor or Manager
6.4.1 In relation to this Policy, Direct Supervisor or Managers shall:
- Identify Records suitable for Routine Disclosure or Active
Dissemination in their department, and consult with the Director of
Legislative Services/Town Clerk or designate to approve changes to
the listing of Records Available via Routine Disclosure and Active
Dissemination (Appendix 1);
- Update the Director of Legislative Services/Town Clerk or designate
with recommendations for Routine Disclosure and Active
Dissemination as new types of Records are created, or existing types
Page 6 of 12
of Records are superseded within their department;
- Promote compliance with this Policy within their department;
- Oversee the Routine Disclosure and Active Dissemination of Records
associated with their department; and,
- Ensure all Employees within their department comply with the privacy
provisions in M.F.I.P.P.A., including ensuring Personal Information is
managed and protected appropriately.
6.5
Town Employees
6.5.1 In relation to this Policy, Employees shall:
- Assist the public by fulfilling Routine Disclosure Requests originating in
their department;
- Become familiar with the listing of Records Available via Routine
Disclosure and Active Dissemination (Appendix 1), and be aware of
which Records and Information may be released without consultation
with Legislative Services;
- Protect all Personal Information to which they have access in their
daily work;
- Consult with the Director of Legislative Services/Town Clerk or
designate when uncertain regarding which Records are appropriate for
Routine Disclosure or Active Dissemination;
- Respond to Routine Disclosure Requests in a reasonable timeframe as
set out by this Policy, or as determined by Employee workload; and,
- Offer recommendations for new Records that may qualify for Routine
Disclosure or Active Dissemination to their Direct Supervisor, as
appropriate.
6.6
Customer Service
6.6.1 Customer Service is responsible for directing Routine Disclosure Requests to
the appropriate department. In the event that an F.O.I. request is required,
Customer Service is responsible for receipt of any hard copy F.O.I. request
forms, and processing payments of the mandatory application fee.
6.7
Members of Council
6.7.1 Members of Council requesting access for Records through Routine
Disclosure will be provided the same right of access as the public. If the
requested Records are not available for Routine Disclosure or Active
Dissemination, the Council Member may submit an F.O.I. request, and the
Director of Legislative Services/Town Clerk or designate will apply
M.F.I.P.P.A. in the normal manner to determine whether access may be
granted.
Page 7 of 12
7
Policy Guidelines
7.1
Personal or Confidential Information
7.1.1 Any Records containing Personal or Confidential Information will not be
disclosed to anyone other than the party to whom the Information pertains
unless authorized by Policy, by-law or legislation or redacted in accordance
with Town procedures and/or M.F.I.P.P.A.
7.1.2 Records may be provided upon receipt of a Routine Disclosure Request or
actively disclosed, as appropriate. Access to Records should be made
through Routine Disclosure or Active Dissemination whenever possible. F.O.I.
Requests made under M.F.I.P.P.A. must be processed by the Clerk or
designate in accordance with applicable legislation.
7.2
Routine Disclosure and Active Dissemination
7.2.1 Departments may release certain Records routinely and automatically,
provided the requested Records or Information do not fall into one of the
mandatory or discretionary exemptions under M.F.I.P.P.A. Employees are
encouraged to respond to Routine Disclosure Requests but should exercise
caution in certain circumstances (e.g. Personal or Confidential Information).
Any questions about the disclosure of Records shall be directed to the
Director of Legislative Services/Town Clerk or designate.
7.2.2 Records or Information identified in the attached Records Available via
Routine Disclosure and Active Dissemination (Appendix 1) may be provided
to the public directly by the department responsible for those Records, in
accordance with the conditions outlined in this Policy and any appropriate
legislation.
7.3
Identifying Records for Routine Disclosure or Active Dissemination
7.3.1 In identifying Records for Routine Disclosure or Active Dissemination, the
following factors will be considered:
- Trends in the type of Records and Information that are requested on a
regular basis;
- The classifications of Records that are released regularly, without
exemption;
- Whether Records must be made available because of a statutory
requirement (e.g. the Assessment Act, which requires that certain
assessment Information be made available to the public);
- Whether Records can be modified by removing Information subject to
the mandatory exemptions of M.F.I.P.P.A., so that the remaining
Information can be released routinely;
Page 8 of 12
- Whether a Record is subject to Routine Disclosure or Active
Dissemination based on the nature of the Record and not on the
identity of the requester or proposed use of the Record; and,
- An evaluation of all newly-created Records categories to determine if
they should be subject to Routine Disclosure or Active Dissemination.
An official listing of Records that may be released under Routine Disclosure or
Active Dissemination is contained in Appendix 1.
7.4
Records Not Subject to Routine Disclosure or Active Dissemination
7.4.1 The following types of Records shall not be disclosed except pursuant to an
F.O.I. Request:
- Closed meeting agendas, minutes and reports;
- Negotiations for the buying or selling of land that have been addressed
in closed session;
- Unit prices and other proprietary Information contained in tenders and
proposals without the permission of the bidders;
- Personal Information about an identifiable individual; and,
- Any Information subject to solicitor client privilege or otherwise
protected by M.F.I.P.P.A., the Municipal Act, or any other Act.
7.4.2 Although a primary focus of M.F.I.P.P.A. is to facilitate access to government-
held Records and Information, there are limited and specific exemptions to
that access. These exemptions are in place to protect Personal or
Confidential Information in the Custody and/or under the Control of the Town.
7.4.3 Under M.F.I.P.P.A., there are two types of exemptions that must be
considered when assessing whether Information is to be disclosed.
7.5
Mandatory Exemptions
7.5.1 Mandatory exemptions prohibit the Town from disclosing particular
Information. The Town must withhold Information falling under a mandatory
exemption as per M.F.I.P.P.A.
7.5.2 The mandatory exemptions include:
- Personal privacy;
- Inter-governmental relations; and,
- Third party commercial Information.
Page 9 of 12
7.6
Discretionary Exemptions
7.6.1 Discretionary exemptions allow the Town to withhold Information at the
discretion of the Director of Legislative Services/Town Clerk, as per
M.F.I.P.P.A.
7.6.2 The discretionary exemptions include:
- Draft by-laws, reports, and closed meeting Records;
- Advice or recommendations;
- Law enforcement;
- Danger to health and safety;
- Economic or other interests;
- Limitations on access to one's own Personal Information;
- Solicitor-client privilege; and,
-
Public or soon to be published Information.
7.7
Requests for Routine Disclosure
7.7.1 The following provisions may apply to requests for Routine Disclosure:
- Requests for Records made under this Policy should be directed to the
responsible Department. Requests shall be submitted in writing on the
prescribed forms. However, the Town reserves the right to require at
any time that requesters make their requests through a single point of
contact to be determined by the Town.
- Requests for Personal Information for the purposes of any type of
research or analysis should be forwarded to Legislative Services for
fulfillment and response.
- Records containing Personal Information may be disclosed to a Law
Enforcement Agency in Canada to aid in an investigation undertaken
with a view to a law enforcement proceeding or from which a law
enforcement proceeding is likely to result.
7.7.2 If an individual requests Records or Information pertaining to themselves or
their property through Routine Disclosure, employees may release
Information to an authorized agent of the individual, provided authorization is
received in writing. If the requestor is not the original owner, all personal
information shall be redacted in accordance with Town procedures and
M.F.I.P.P.A.
7.7.3 Fees shall be charged for the scanning/photocopying and reproduction of
Records released under Routine Disclosure, as well as for time spent by
Employees searching for and processing Records in response to the request
in accordance with the Town's Fees and Charges By-law. Where the
responding department deems the request to be voluminous in nature, they
Page 10 of 12
may request a fee deposit from the requester prior to completing the request.
Decision about the records will be provided once applicable payment has
been received even if, no records were found.
7.7.4 A copy of Records that are subject to the Copyright Act may be released
under this Policy, provided the Records are stamped as a copy and the
requester is informed that the full provisions of the Copyright Act apply to the
use and reproduction of the Records.
7.7.5 Requests for Records and Information made under this Policy will be
acknowledged in a reasonable timeframe as determined by Employee
workload as well as the amount of Records or Information requested with a
goal of providing a response to the request within 10 business days
(excluding holidays).
7.7.6 In cases where the request cannot be completed within 10 business days, the
requester must be notified within a reasonable timeframe and provided with
an estimated deadline for response. The request will be deemed to be
abandoned and the file closed if no steps are taken by the requestor to view
or obtain copies within 30 days of being notified that the search has been
completed.
7.7.7 The Town has the authority to deny any request for Routine Disclosure and/or
withhold portions of any requested Record, as permitted under M.F.I.P.P.A.
However, if a request for Routine Disclosure is denied, the requester must be
informed of their right to submit an F.O.I. request.
7.7.8 Repetitive requests by an individual or organization for significant volumes of
Records, the separation of a request into several smaller requests totaling a
large volume, requests made to multiple departments related to the same
subject or issue may be centrally coordinated, as applicable.
7.7.9 Requests determined to be frivolous or vexatious may be refused by the
Director or the responding department.
7.7.10 If an Employee, department receives a request for Records and are unsure of
whether the Record or Information can be released under this Policy, they
shall consult with the Director of Legislative Services/Town Clerk or designate
for clarification, prior to releasing any Records or Information to the requester.
7.8
Requests from Law Enforcement Agencies
7.8.1 The Town may disclose a copy of a Record to a Law Enforcement Agency
where there are reasonable grounds to believe that an unlawful activity has
occurred and has been captured within an Official Record through the course
of Town Business, in accordance with M.F.I.P.P.A.
Page 11 of 12
7.8.2 Law Enforcement Agencies seeking a copy of an Official Record must
complete and submit to the Director of Legislative Services/Town Clerk, or
designate, an applicable Law Enforcement Agency Request for Records
Form, as amended containing, but not limited to, the following information:
- the name, agency, badge number, file number, contact information,
and signature of the law enforcement official seeking the information
- a detailed description of the information sought
- a description of the law enforcement purpose, investigation or
proceeding to which the information relates
- the relevance of the information to the investigation
- in urgent circumstances, an explanation as to why it is not feasible to
seek a court order.
- the law enforcement agency's position on whether notification to the
individual would interfere with the investigation or otherwise cause
significant harm, and
- the date of the request or order
7.8.3 Upon receipt of the request form, the Director of Legislative Services/Town
Clerk, or designate, will forward the request to the responding department to
secure and retrieve the requested Record(s).
7.8.4 If eligible for release, the Director of Legislative Services/Town Clerk, or
designate, will prepare the Record(s) for release and notify the representative
of the Law Enforcement Agency when the Record(s) are available for retrieval
from Legislative Services. If it is determined that the Records may not be
released, the Director of Legislative Services/Town Clerk, or designate, will
advise the Law Enforcement Agency of the need to file an F.O.I.
7.9
Active Dissemination
7.9.1 Active Dissemination methodology includes, but is not limited to:
- Posting Records and Information on the Town's website or social
media accounts (e.g. Facebook, Instagram, LinkedIn, YouTube, etc.);
and,
- Dissemination of media materials, posters, pamphlets, flyers, handouts
and other publications.
7.9.2 The Town utilizes the Town's website, social media accounts, publications,
and local media to regularly and periodically provide Information to the public.
Public documents should be made available on the Town's website in a timely
manner. Individuals may also visit Town Hall to review physical public
Records (e.g. tax assessment rolls) with an appointment. All original public
Records must remain in a Town facility.
7.9.3 Records and Information that have been identified for Active Dissemination
Page 12 of 12
can be made available using the most appropriate methodology, as
determined by the department in consultation with Corporate Communications
and the Director of Legislative Services/Town Clerk or designate, as
appropriate.
7.9.4 In general, the public should refer to the Town's website or contact Customer
Service for up-to-date details on which department may possess the Records
or Information they require. Customer Service should recommend contacting
the department directly to review Records that are available through Routine
Disclosure or Active Dissemination prior to submitting an F.O.I. request.
7.10
Freedom of Information Requests
7.10.1 All F.O.I. requests submitted to the Town shall be directed to the Director of
Legislative Services/Town Clerk or designate for processing, in accordance
with the Policy and the applicable provisions of M.F.I.P.P.A.
7.10.2 If an Employee is unable to release Records or Information under this Policy,
they must inform the requester that an F.O.I. request can be made.
Employees shall direct a requester to make an F.O.I. request if:
-
Records relate to a matter that may result in litigation;
-
Records were supplied by a third party which were not contained within
a staff report on an open meeting agenda;
-
Records contain solicitor-client Information;
-
Records not listed on the attached Appendix 1 and were not contained
within a staff report on an open meeting agenda.
-
Records which contain other Confidential Information.
8
Monitoring and Evaluation
8.1
Legislative Services monitors compliance, engagement and awareness of this Policy
through the following:
-
Reviewing results of audits.
-
Conducting training and education session evaluations.
8.2 This Policy is reviewed by the Director of Legislative Services/Town Clerk or designate
at least every five years to ensure its effectiveness and compliance with legislation and
current business processes or as required based on legislative changes.
8.3 The Director of Legislative Services/Town Clerk is authorized to make minor or
housekeeping amendments to this Policy, and its appendices, as required.
Records for Routine Disclosure and Active Dissemination
1
Appendix #1 - Records Available via Routine Disclosure and Active Dissemination
Staff Response Time - 10 Business Days (excluding holidays) see Section 7.7.5
Routine Disclosure Requests may be charged in accordance with the Town's Fees and Charges By-law, as amended.
Record Type
Definition of Record
Access
Method
AD or
RD
Responsive
Department
Conditions of Release
Legal Responsibility
Building Permits,
Applications,
Inspection Reports
including Occupancy
Certificates and Final
Inspections
Building Permit is a document providing
a builder permission to begin
construction, demolision, renovation or
additions. Inspection reports are
prepared by a Building Inspector in
response to a request for inspection by
a builder. Occupancy certificates ensure
conformance with the Ontario Building
Code for safety. An inspection is
conducted prior to occupancy of the
space.
Request Form
RD
Building
None
Building Code Act,
1992, S.O. 1992, c.
23
Septic Use Permit and
Septic Layout/Details
A Septic Use Permit is issued when the
septic system was installed or last
tested. A site drawing of the property
showing where the septic tank, tile bed
etc. location.
Request Form
RD
Building
None
Not Applicable
Building and Property
Standards
Investigation
Inspection Reports
Reports prepared by the Building,
and/or Property Standards providing
details of what was observed at a
property during an investigation.
Request Form
RD
Building,
Municipal By-
law
Enforcement
Provided to property
owners, or agents acting on
behalf of a property owner.
Building Code Act,
1992, S.O. 1992, c.
23
Building
Plans/Architectural
Drawings, Site Plans,
Survey
May include property floor plans, roof
framing plans, architectural elevations,
and HVAC plans. A Site plan identifies
buildings and other features in relation
to property boundaries. Most of the
information required for a site plan can
be found on the property's survey. A
land survey identifies boundaries and
features of land. A land survey may also
include horizontal direction, angles and
elevation.
Request Form
RD
Building;
Planning
None
Not Applicable
AD = Active Dissemination (e.g. posting on website, pamphlets, social media, etc.)
This listing identifies Records and Information that may be released under Routine Disclosure and/or Active Dissemination at the Town of Wasaga Beach. This
RD = Routine Disclosure (e.g. Information Records Request submitted orally or in writing using the appropriate request form)
Records for Routine Disclosure and Active Dissemination
2
Appendix #1 - Records Available via Routine Disclosure and Active Dissemination
Council Priorities
Council's Strategic Plan is a roadmap
for success, designed to guide decision-
making and investments this term of
Council, ensuring decisions made today
set the course for the community's
desired future.
Website
AD
CAO
None
None
Economic
Development Statistics
Information on investing in Wasaga
Beach, resources for businesses, real
estate listing and reports and
publications
Website
AD
Economic and
Development
Services
None
Not Applicable
Infrastructure Design
Sheets and Road
Network Maps
Storm and sanitary design sheets, lot
grading and utility coordination, road
networks, typically submitted as part of
the subdivision submission.
Request Form
RD
Engineering
None
Not Applicable
Infrastructure
Drawings
Large format engineering drawings such
as plan and profile.
Request Form
RD
Engineering
None
Not Applicable
Emergency Plan
An emergency preparedness and
response program in accordance with
the Emergency Management and Civil
Protection Act.
Website
AD
Fire and
Emergency
Services
Excludes confidential
information contained within
the plan.
Emergency
Management and
Civil Protection Act,
R.S.O. 1990, c. E.9
Emergency Service
Call Reports
General statistics of emergency service
calls.
Website
AD
Fire and
Emergency
Services
None
Fire Protection and
Prevention Act, 1997,
S.O. 1997, c. 4
Fire Inspection
Reports
Reports prepared by the Fire
Department providing details of what
was observed at a property during an
inspection.
Request Form
RD
Fire and
Emergency
Services
Provided to property owners
or agents acting on behalf
of property owner, may
request a report outlining
details of investigation.
Fire Protection and
Prevention Act, 1997,
S.O. 1997, c. 4
Accessibility Plan and
Policies
Policies, procedures and best practices
which govern how the municipality will
achieve accessibility.
Website
AD
Legislative
Services
None
Accessibility for
Ontarians with
Disabilities Act, 2005,
S.O. 2005, c. 11
Corporate Structure /
Organizational Charts
Is a diagram that visually conveys the
Town's internal structure by detailing the
roles, responsibilities, and relationships.
Website
AD
Human
Resources
None
Not Applicable
Records for Routine Disclosure and Active Dissemination
3
Appendix #1 - Records Available via Routine Disclosure and Active Dissemination
Employment and
Salary Statistics
The Town's ladder chart and pay grid.
Request Form
RD
Human
Resources
Excludes specific salary of
an individual staff member
however, the wage range
for the position is disclosed.
Not Applicable
Agendas and Minutes
of Council, Standing
and Advisory
Committees and
written declarations of
pecuniary interest
Agenda identifies the action to be taken
at a meeting. Minutes are the official
record of the actions taken by the
Council or Committee listed on an
agenda. A written declaration of
pecuniary interest is a declaration
wherein a member of
Council/Committee has or may have a
direct or indirect conflict in relation to a
matter under consideration.
Website
AD
Legislative
Services
Excludes Closed Session
Agendas, Minutes and
Materials.
Municipal Act, 2001,
c. 25; Municipal
Freedom of
Information and
Protection of Privacy
Act, R.S.O. 1990, c.
M.56
By-laws
A by-law is the legal instrument that
Town Council uses to exercise its
powers. A by-law becomes effective on
the date it is enacted unless it specifies
otherwise.
Website/
Request Form
AD/RD Legislative
Services
Excludes draft by-laws.
Official Plan, Zoning by-
laws are available on the
Town's website. Copies of
other by-laws can be
requested.
Municipal Act, 2001,
c. 25; Municipal
Freedom of
Information and
Protection of Privacy
Act, R.S.O. 1990, c.
M.56
Council Remuneration
and Expenses
Council remuneration provides an
incentive for community members to
hold public office. Expenses are
incurred by members of Council in
performing their duties and in
representing their constituents including
attendance at conferences and
seminars.
Website
AD
Legislative
Services
Includes only final
statements of remuneration
and expenses.
Municipal Act, 2001,
c. 25
Freedom of
Information Requests
Listing
List of Freedom of Information Requests
received in accordance with the
Municipal Freedom of Information and
Protection of Privacy Act.
Request Form
RD
Legislative
Services
Listing includes request
number, disposition.
Municipal Freedom of
Information and
Protection of
Privacy Act, R.S.O.
1990, c. M.56
Land - Sales and
Acquisitions
The purchase and sale of lands owned
by the Town in accordance with the
Town's policies and procedures.
Website
AD
Legislative
Services
Excludes negotiations that
have been addressed in
closed session.
Municipal Act, 2001,
c. 25
Records for Routine Disclosure and Active Dissemination
4
Appendix #1 - Records Available via Routine Disclosure and Active Dissemination
Staff Reports to
Council, Committee of
the Whole, or Advisory
Committee
Report created to inform
Council/Committee about a specific
matter. It usually contains
recommendations by Employees.
Website
AD
Legislative
Services
Excludes Closed Session
Reports.
Municipal Freedom of
Information and
Protection of Privacy
Act, R.S.O. 1990, c.
M.56
Voter's List
The Voter's List contains each elector's
name, address and date of birth. It is
used to inform election officials who is
registered to vote on election day.
In Person
RD
Legislative
Services
Records may be viewed
during and immediately
prior to the election subject
to conditions in accordance
with the Municipal Elections
Act.
Municipal Elections
Act, 1996, S.O.1996,
c. 32, Sched.
Agreements and
Contracts
A legal document which represents
specific arrangements between the
Town and a Third Party.
In Person;
Request Form
RD
Legislative
Services or
Responsible
Department
Excludes Drafts and
Confidential Agreements
and Contracts
Municipal Freedom of
Information and
Protection of Privacy
Act, R.S.O. 1990, c.
M.56
Corporate Policies and
Procedures
Guidelines which helps the Town to
carry out its activities in an efficient and
effective manner so that the objective of
the organization are met.
Website/
Request Form
AD/RD Legislative
Services or
Responsible
Department
Many policies affecting the
Public can be found on the
website. Other policies may
be requested via Routine
Disclosure. Excludes
internal or departmental
written policies or
procedures.
Not Applicable
Heritage property
register & list of
designated properties
Includes a list of all designated
properties, including conservation
districts within the municipality.
Website
AD
Legislative
Services or
Responsible
Department
None
Ontario Heritage Act,
R.S.O. 1990,
c. O.18
Animal Control
Occurrence Reports
An occurrence report is used to obtain
the facts surrounding an animal control
incident.
Request Form
RD
Municipal By-
Law
Enforcement
Witness statement of
incident provided to witness
and pet owner. Animal
Control officer's notes and
report may be provided to
parties involved.
Not Applicable
Records for Routine Disclosure and Active Dissemination
5
Appendix #1 - Records Available via Routine Disclosure and Active Dissemination
Licenses (Business)
License or permit authorizing a
Business to be carried on within the
jurisdictional boundaries of the
Municipality.
Request Form
RD
Municipal By-
Law
Enforcement or
Responsible
Department
None
Not Applicable
Applications Filed
under the Planning
Act.
Applications include Zoning By-law,
Official Plan, Committee of Adjustment
Applications. Notices and Decisions of
Public Meetings and Appeals. Staff,
Agency and other comments.
Website;
Request Form
AD/ RD Planning
Excludes applications
(together with all supporting
materials and comments)
which have not yet been
deemed complete and
public notice has not yet
been circulated by the
Town. Also excludes pre-
consultations which are
deemed confidential in
nature.
Planning Act, R.S.O.
1990, c. P.13
Official Plan
An official plan is a policy which
describes how land in the municipality
should be used.
Website
AD
Planning
None
Planning Act, R.S.O.
1990, c. P.13
Zoning By-law
A Zoning by-law implements the
objectives and policies of the Town's
official plan and provides a legal and
precise way of managing land use and
future development.
Website
AD
Planning
None
Planning Act, R.S.O.
1990, c. P.13
Water - Annual
Quality Reports
Contains information on the operation of
the municipal drinking water distribution
system, the quality of the water, and the
MOE inspection report.
Website
AD
Public Works
None
Ontario Drinking
Water System
Regulation (O. Reg.
170/03)
Sewer or water main
lateral condition
inspections -
residential
Report prepared by the Water
Department providing details of what
was observed during a sewer or water
main lateral inspection.
Request Form
RD
Public Works
Provided to the property
owner or property manager
or representative with
authorization or consultants
working on behalf of the
Town
Not Applicable
Water and/or Sewer
Services Reports and
Inspection Reports
Detailed drawings showing the location
of water and/or sewer connections to
the property and inspection reports by
the municipality.
Request Form
RD
Public Works
None
Not Applicable
Records for Routine Disclosure and Active Dissemination
6
Appendix #1 - Records Available via Routine Disclosure and Active Dissemination
Facility Rental
Contracts
Contract intended for short-term rentals
of municipal facilities.
Request Form
RD
Recreation,
Events and
Facilities
Provided to signing Parties
to the contract
Not Applicable
Master Plans
A document and policy guide designed
to help communities create a vision of
what they want to look like in the future.
Website
AD
Responsible
Department
None
None
Assessment Rolls
Provided by MPAC the assessment roll
provides the following: assessed value,
roll number, location and description,
classification, school support.
In Person Only
RD
Treasury
Property Assessment
Information can be viewed
at Town Hall but will not be
provided over the phone or
by e-mail to the public.
Assessment Act,
R.S.O. 1990, c. A.31
Audit Reports
Is an examination of a municipality's
financial records, accounts, business
transactions, accounting practices and
internal controls.
Website/
Request Form
AD/RD Treasury
None
Municipal Act, 2001,
c. 25
Bids and Tenders
Tender is an invitation to supply goods
or participate in a project. Bid is a
response to the invitation
Website
AD
Treasury
Only names and bid
amounts of proponents for
Requests for Proposals,
Expressions of Interest,
Tenders and Requests for
Quotations which are read
at public meetings will be
provided.
Municipal Freedom of
Information and
Protection of
Privacy Act, R.S.O.
1990, c. M.56
Budgets
Operating budget plans for day-to-day
expenditures of the municipality. Capital
budget plans for the purchase, financing
of assets or improvement of existing
infrastructure.
Website
AD
Treasury
None
Municipal Act, 2001,
c. 25
Expenses -
Departmental
Monthly Report on how much money is
being spent by a department.
Website
AD
Treasury
None
Municipal Act, 2001,
c. 25
General Maps
Mapping already utilized for Town
purposes are publicly available
including active development which
provides details of areas of the
municipality which are actively being
developed.
Website
AD
Various
None
Not Applicable