Freedom of Information

Making a Request for Access to Information

The Town of Shelburne promotes open government and encourages the routine disclosure of information to the public without requiring a formal Freedom of Information (FOI) request under Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

If you require access to information held by the Town of Shelburne, contact the department directly that holds the records. If the information is not directly available through the department, a written formal Freedom of Information (FOI) request can be made under MFIPPA.

The Town protects the privacy of individuals with respect to the personal information it collects and maintains.

Request to Access Information

The Municipal Freedom of Information and Protection of Privacy Act (the Act) establishes a general right of access to records in the custody and control of a local government institution.

The purpose of the Act is accountability to the public and to ensure transparency by providing as much information as possible to the public while ensuring that personal privacy is protected.

How to Request Information

Records Routinely Available to the Public:

Routine Disclosure is the release of certain types of records in response to an informal rather than formal request under the Municipal Freedom of Information and Protection of Privacy Act.

Most requests for information can be resolved without the formal use of the Municipal Freedom of Information and Protection of Privacy Act. Fees for requests for information outside of the Act are based on the City's Fees and Charges By-Law. Check with the applicable department for the fees associated with your request.

Individuals seeking routine access to the Town of Shelburne records who are not sure which department holds the records, can begin by contacting the Town at 519-925-2600. A customer service representative will connect you with the department holding the records you are seeking.

The appropriate departmental staff will then determine if the request should be submitted formally under MFIPPA, or if the records will be provided as a routine disclosure. It is important to note the rules governing access and privacy under MFIPPA apply to both formal and informal requests for information.

A formal legislated Freedom of Information (FOI) request:

Individuals who want to submit a formal request for information under the access to information legislation (MFIPPA), can complete the FOI request online, in person or submit the form by mail. Requesters should provide detailed information about the requested records, including the property location (if applicable) and a date range, as this enables staff to conduct a faster search and reduces costs associated with the request.

Formal requests must be made in writing using the MFIPPA Request for Information Form and be accompanied by a $5 application fee. In addition to the application fee, you may be required to pay other fees. The rules regarding the payment and amount of fees are set out in the Act and its regulations.

Requests may be submitted in person or by mail:

By Mail:

Director of Legislative Services/Clerk
203 Main Street East
Shelburne, ON L9V 3K7
Accepting cheque only

A response will be provided within 30 calendar days, upon receipt of a completed application form and application fee payment.

Timelines to Process A Request

In a standard situation, the city will respond to a request within 30 calendar days of receiving the request, sufficient clarification and payment of the $5 application fee. For requests that involve a large number of records, an extensive search, or consultation with an external third party, the time may be extended. Requesters will be advised of a time extension. 

Due to privacy concerns, records will not be sent electronically. When your request is complete and records ready, you will have the option to pick them up at Town Hall, or have them mailed (upon request).  If you are requesting access to personal information, the records will need to be picked up at Town Hall and you will be asked to provide proof of your identity prior to any records being released.

Appealing the Town's Decision

Requesters have the right to appeal the Town's decision to their request to the Information and Privacy Commissioner of Ontario (IPC). The Information and Privacy Commissioner is an independent body which makes impartial decisions under the Act.

To file an appeal, requesters should write to the Commissioner and request a review of the Town's decision within 30 calendar days of receiving their decision letter. The following items also need to be submitted with the appeal: a copy of the original request for information, a copy of the city's decision letter, and an appeal fee of $25 ($10 for personal information requests).

The Commissioner's Office is located at:

2 Bloor St East, Suite 1400
Toronto, ON M4W 1A8
Telephone 416-326-333 or toll free 1-800-387-0073

More information regarding the appeal process may be obtained from the IPC's official website at www.ipc.on.ca.

Protecting Your Personal Information

Protecting your personal information and privacy is very important to the Town of Shelburne. The Town collects your personal information for many activities, services and programs.  And we must protect your personal information from unauthorized collection, use and disclosure. You have the right to access your own information and to request that inaccurate information be corrected. If you feel your personal information has been mismanaged, you can register a complaint.

Disclosure

We will not sell, share, lease or disclose personal information to any third party. We will ensure that personal information will not be disclosed to any individual, agency, or other government authority except if required by Canadian Law. Personal information may be used for statistical or comparative analyses prepared by or on behalf of the Town of Shelburne provided that summary results cannot be associated to an identified individual or business.