Freedom of Information and Routine Disclosure

Accessing Municipal Records and Information

The Municipal Freedom of Information and Protection of Privacy Act, 1990 (MFIPPA) regulates and controls the information that is made available to the public and provides a formal procedure to request records. The Act not only provides rights to the public to gain access to Municipal records, but also protects the privacy of individuals.

The purpose of the legislation is to provide a right of access to information. The Act allows access to records held by the municipality in accordance with the following principles:

  • Information should be made available to the public;
  • Individuals should have access to their own personal information;
  • Exceptions to access should be limited and specific;
  • The privacy of individuals with respect to the personal information the municipality collects and maintains shall be protected; and
  • Decisions on the disclosure of government information may be reviewed by the Information and Privacy Commissioner

The Municipality of Hastings Highlands is committed to the protection of privacy. It manages the collection, use and retention of personal and non-personal information, in compliance with the requirements set out by MFIPPA.

In fostering a cultural of openness and transparency the Municipality of Hastings Highlands is also committed to providing as much information as possible to the public without the need to make a formal Freedom of Information (FOI) request through 'Routine Disclosure Requests' which permits the 'routine' release of select department records identified in the Municipality's Routine Disclosure and Active Dissemination Policy.

Routine Disclosure Requests
  • The Municipality's Routine Disclosure Policy identifies records that can be released directly by the department responsible without requiring a formal Freedom of Information (MFIPPA) request.

  • Examples of records that may be routinely disclosed are:
      • Municipal bylaws and policies
      • Council and committee agendas and minutes
      • Building permits and select building records
  • A full list of records available through Routine Disclosure is provided in Schedule 'A' of the Routine Disclosure & Active Dissemination Policy (linked below).
How to submit a Routine Disclosure Request
  • Submit the required Routine Disclosure Application Request Form (linked below) to the appropriate Department along with the required fee. 
Understanding the $25.00 Application Fee

Most Routine Disclosure requests require a $25.00 application fee.

However, if the item you are requesting already has its own fee listed in the Municipality’s User Fees and Service Charges Bylaw, then that specific fee applies instead of the $25.00 fee.

Examples of items with independent fees:

  • Septic Search Requests ($120.00)
  • New Zoning Compliance Letters ($100.00)
  • New Building Compliance Letters for Residential ($200)
  • New Building Compliance Letters for Commercial, Institutional, Industrial, or Multi-Residential ($400)
  • Tax Certificates ($65.00)
  • Tax Statements ($20.00)

If the record is not one of these items, the $25 Routine Disclosure fee applies.

What the $25.00 Fee Includes
  • ½ hour of search time
  • Up to 10 photocopies or scans of the record(s)

Any time or copies beyond these amounts will incur additional fees as per the Municipality's User Fees and Service Charges Bylaw

Processing Timeline 
Routine Disclosure requests will be completed within:

  • 10 Business Days (excluding holidays) 
  • If a request cannot be completed in this timeframe due to volume or complexity, the department will provide an updated estimated completion date
  • Requestors will be notified when the records are ready. If no steps are taken by the requestor to view or obtain copies of the record(s) within 30 days, the request will be deemed abandoned, and the file closed

Fees and Payment Options

  • Fees for Routine Disclosure are outlined in the Municipality’s User Fees and Service Charges Bylaw, unless the record is one of the items listed in the Routine Disclosure Policy as having an independent user fee. (i.e. Building Compliance Letters, Septic Search Requests, Zoning Compliance Letters, Tax Certificates and Tax Statements)
Application: $ 25.00* per application Application Fee includes:
- ½ hour of search time
- Up to 10 photocopies or scans of the record(s)
Record Preparation and Search Time: $ 7.50* per 1/4 hour   
Photocopies/Scan: $ .20* per page Option to send Electronic
Record(s) via secure email
(No Fee)
Electronic Media (i.e. USB): $  10.00* per device  
Shipping Costs: As incurred    
Other Costs:  As incurred    
*HST Not Applicable      
  • A cost estimate will be prepared for records that require significant research, and/or staff resources  
  • Where the total fee is estimated to exceed $100.00, an estimate will be provided to the requestor before staff begins to process a request
  • The payment of a deposit equal to 50% of the estimated cost may be required before proceeding
  • No records shall be provided until the required fee has been paid

Payment Options

  • The Municipality accepts payment in the form of cash, cheque or etransfer (upon request). Cheques should be made payable to The Municipality of Hastings Highlands

Application Forms and Policy Information 

Routine Disclosure and Active Dissemination Policy 
Routine Disclosure Request Form

The Municipality 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 Municipality Business, in accordance with MFIPPA.

Law Enforcement Agencies seeking a copy of an Official Record must complete and submit to the Municipal Clerk, or their designate, an applicable Law Enforcement Agency Request for Records Form (Schedule ‘C’) as amended, containing, but not limited to, the following information:

  • the name, agency, badge number, file number, contact information, and signatureof 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

Upon receipt of the request form, the Municipal Clerk or designate, will forward the request to the Responsible Department to secure and retrieve the requested record(s).

If eligible for release, the Municipal 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. If it is determined that the records may not be released, the Municipal Clerk, or designate, will advise the Law Enforcement Agency of the need to file an FOI.

Law Enforcement Request for Records 

Freedom of Information (MFIPPA) Requests 

Follow these steps to make a Freedom of Information Request:

  1. Complete a Freedom of Information Request Form
  2. Prepare your $5 application fee by cash, cheque, debit or etransfer (by request) to the Municipality of Hastings Highlands
  3. Submit your request with the $5 application fee by mail or in-person to:

    The Municipality of Hastings Highlands
    Box 130
    33011 Hwy 62
    Maynooth, ON K0L 1C0 

  4. If you are an agent please submit an original signed authorization from your client(s) with the request
  5. Your request and fee are received and verified by the Office of the Clerk (Head of MFIPPA)
  6. Department staff are notified of your request
  7. The Municipal Clerk decides if any exemptions apply and that no confidential information is included
  8. You might receive an email or letter asking for more information or letting you know about fee estimates for your request, third party notices or time extensions
  9. Pay any additional fees required
  10. Once approved, the information you requested or a decision about the request is usually provided within 30 days
  11. If your request is rejected you can ask that the decision be reviewed by sending a letter to the Information and Privacy Commissioner at: 2 Bloor Street East, Suite 1400 Toronto, ON M4W 1A8

Do I need to submit an official FOI request if I want to access Municipal records?  

  • Not necessarily. The Municipality will often routinely disclose records and information to the public. Refer to the Municipality's Routine Disclosure and Active Dissemination Policy (above) for more information
  • A formal FOI request may be required when:
    • You are requesting access to records to which a mandatory exemption to disclosure may apply, such records containing another individual’s personal information or confidential information provided by other businesses or government agencies.
    • You are requesting access to records where a discretionary exemption under MFIPPA is applicable, such as records subject to solicitor-client privilege, records relating to law enforcement investigations, etc.