Freedom of Information and Protection of Privacy

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The Freedom of Information and Protection of Privacy Act (the Act) extends information and privacy rights to the District of Maple Ridge. The underlying principles of the Act are as follows:

• Right of Access - Under the Act, the public can access records and information under the custody and control of the municipality, including personal information if it relates directly to them.
• Protection of Privacy - The privacy of individuals must be protected with respect to the collection, protection, retention, use, and disclosure of personal information.
• Right of Review - The public has the right to an independent and impartial review of decisions made by the municipality regarding access and privacy rights under the Act.

What Information Can Be Requested?

You have the right to request any record in the custody or control of the District of Maple Ridge. However, it is important to remember that the Act and the regulations within it:

• Establish access to records and/or information they contain that is not routinely made available by the municipality;
• Apply only to existing records or information already recorded in one or more records; and
• Limit access to records and/or information in cases where their release may result in harm to the municipality or a third party.

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How Can Records Be Accessed?

There are two methods to access District records:

1. Informal Request - You should always start by making an informal request. Simply contact the departments you think might have the information you are looking for. Examples of the type of information you can obtain are minutes, bylaws, guidelines, policies, manuals, property-related information, publications, pamphlets, annual reports, routine inspection reports, licenses and permits (but not the personal information supporting them).
2. Formal Request - A Formal Freedom of Information (FOI) request made under the Act provides a method of seeking access to information that is not otherwise available through the routine channels. A request must be made in writing and must specify whether you want to receive copies of the records or to view the records in person. You may use our Online Request Form or submit a letter. The request should contain sufficient detail to assist in processing the request. For example, please don't say you want "all information directly or indirectly relating in any way to (subject matter)… including but not limited to (subject matter)…" That could cover a scope of 100 years of records. Instead try to narrow down the scope of your request.

You may also download a Request for Access to Records Form [PDF, 61KB] and deliver, mail or fax the completed request to:
FOI Coordinator
Clerks Department
District of Maple Ridge
11995 Haney Place
Maple Ridge, B.C. V2X 6A9
Fax: 604-467-7329

If due to a disability you are unable to complete a request form or write a letter, please contact the FOI Head, Ceri Marlo, 604-467-7482 or cmarlo@mapleridge.ca to make alternate arrangements for submitting your request.

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Will There Be a Charge to Process the Request?

Formal Request - The charge to locate and retrieve records is $7.50 per ¼ hour ($30/hour). Charges to reproduce requested records are calculated in accordance with the prescribed fees in Section 7 of the Act's Regulation.

If there are extensive costs involved in retrieving and reproducing records to meet the request, you will be provided with a fee estimate before the application is fully processed that includes a breakdown of the individual costs being charged. The municipality may also waive all or part of a fee based upon what is fair and equitable in the circumstances of your request, including whether the payment will cause financial hardship or whether the requested records relate to a matter of public interest. There is, however, no charge for your own personal information.

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What Will the Response Be?

1. Informal Request - When you make an informal request, the department you contact will respond to you as quickly as possible. You may even be able to get an answer over the phone!
2. Formal Request - The Act requires that you receive a response within 30 business days of receipt. Please note that if you do not provide sufficient detail as to what records or information you need, the Act permits the municipality to extend the 30-day response period an additional 30 days. The Act allows us to withhold information if release would be an invasion of privacy or cause harm by one of the means listed in the Act.

 

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