Freedom of Information

In many cases, requesters are granted full access to the requested information. However, the Act contains a number of mandatory and discretionary exemptions which allow for the protection of certain types of information. The exemptions are:

Mandatory Exemptions:

• Personal Information
• Relations with governments
• Third party information

Discretionary Exemptions:

• Advice or recommendations
• Economic and other interests
• Danger to health and safety
• Draft by-laws, records of closed meetings
• Law Enforcement
• Limitations on access to own personal information
• Solicitor-client privilege
• Published information (available publicly/routinely)

For example, if a record contains someone else's personal information, or other information which was provided to the municipality in confidence, the municipality may still provide the document with the personal information severed.

All requesters receive a decision letter outlining the access decision, costs and appeal process. If information has been severed, or documents not provided, the exemptions that were applied will be listed.

Complete the request form and submit it to the Municipal Office along with the $5.00 application fee to:

Municipality of Grey Highlands

206 Toronto Street South

Markdale ON N0C 1H0

Protecting your personal information and privacy is very important to the Municipality. The municipality collects your personal information for many activities, services and programs. 

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. 

The municipality cannot collect your personal information unless it is legally authorized to do so by statute. With few exceptions, personal information must be collected directly from you and must give you advance notice of:

• It's authority to collect your information
• Why it's being collected and how it's going to be used
• Who to contact if you have questions about the collection of your personal information

The municipality cannot use your personal information except as permitted under MFIPPA. Without your permission, personal information can only be used for the purpose for which it was collected or a consistent purpose. When personal information is used, the municipality must take reasonable steps to ensure the information is accurate.

Please be aware that all communications supplied to the Municipality may be made available to the public. All comments received in relation to a public planning application will be included in the public planning file that is accessible to the public once supplied to the Planning Department and may include any contact information supplied unless expressly requested otherwise. 

The municipality is committed to protecting your personal information and keeping it confidential and secure. Your written permission is required for the municipality to share your information with anyone else. However, there are some circumstances where the municipality may disclose your personal information to others without your consent. Your information will be shared with the following parties under these circumstances:

• To the Office of the Information and Privacy Commissioner in response to an appeal;
• To carry out the purpose for which we collected the information, or a consistent (reasonably expected) purpose;
• To a city employee who requires the record in the performance of their duties;
• To comply with the law;
• To cooperate with a law enforcement agency investigating a possible violation of the law;
• In compelling circumstances affecting an individual's health or safety;
• To contact the next of kin or friend of an ill, injured or deceased person;
• To audit a program that is cost shared by the federal or provincial government.
• Your information may also be disclosed by the municipality to another person, if you consent to that disclosure, such as your legal representative.

Please be aware that all communications supplied to the Municipality may be made available to the public. All comments received in relation to a public planning application will be included in the public planning file that is accessible to the public once supplied to the Planning Department and may include any contact information supplied unless expressly requested otherwise. 

The Act provides for a mandatory $5.00 application fee which must accompany each request for information.

If multiple property addresses are requested, we will require a separate application form and application fee for each address.

Requests cannot be initiated until the $5.00 fee is received. Cheques are to be made payable to the "Municipality of Grey Highlands." 

Additional fees may be charged under section 45 of the Act.

The $5.00 application fee cannot be waived and is non-refundable.

Personal Information Requests:

If an individual is requesting personal information (as defined under the Act) about yourself, the request is considered a "personal information request". The following fees may apply to requests for personal information:

General Information Requests:

Requests for information about a person other than yourself, property, or about a municipal service, program or activity are considered "general information requests" and have different fees than for personal information requests. The following fees apply for requests for general information:

Fee Estimates

If it is anticipated that fees are more than $25.00, you may be given a fee estimate. If the estimate of fees to be paid is $100.00 or more, you will receive an estimate and may be required to pay a 50% deposit.

Other Fees:

Appeals - General $25.00 - Payable to the Information and Privacy Commissioner

Appeals - Personal $10.00 - Payable to the Information and Privacy Commissioner

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

The municipality will respond to a request within 30 calendar days of receiving the request, sufficient clarification and payment of the $5.00 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 the Municipal Office or have them mailed (upon request).  If you are requesting access to personal information, the records will need to be picked up at the Municipal Office and you will be asked to provide proof of your identity prior to any records being released.

Requesters have the right to appeal the Municipality'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 decision within 30 calendar days of receiving their decision letter.

Appeals can be filed online at www.ipc.on.ca. The appeal fee is $25.00 (for general record requests) or $10.00 (for personal information requests).

Alternatively, appeals can still be mailed with a cheque or money order payable to “Minister of Finance” to: Registrar, Information and Privacy Commissioner of Ontario, 2 Bloor Street East, Suite 1400, Toronto, ON, M4W 1A8.

The following items also need to be submitted with the appeal:

• a copy of the original request for information,
• a copy of the municipality'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.

Our property files generally only contain information related to applications that were approved by the Municipality (i.e: building permits, planning applications, etc) and may be subject to records management archival and destruction limits. We do not house historic or cultural information (unless it is a heritage designated property) and the majority of information we have available for any property generally only goes back to the 1990s or early 2000s. Historic information (if available) is archived at Grey Roots Museum and Archives.

Another option is to contact Grey Roots Museum and Archives and see if they have information that may be of assistance. Historical by-laws and minutes from the previous municipalities are housed there and they have a fantastic archives and research division. Archives and Research | Grey Roots

Official Property Related information such as parcel registers and documents registered on title can be found by contacting the Ontario Land Registry Office. They offer an online repository for all legal instruments that have been registered on title to the property. Homepage - Ontario Land Registry Access (onland.ca) LRO Location is Grey 16.