Accessing City Records and Information

Richmond Hill's City Clerk handles issues related to the Municipal Freedom of Information and Protection of Privacy Act. The Act deals with the security and privacy of records and providing access to information.

Access to information

The Act has principles related to information access including:

Information should be available to the public
Individuals should have access to their own personal information
Exemptions to access should be limited and specific
Personal information about individuals collected by the municipality will be protected
Disclosure of government information will be decided and reviewed by the Information and Privacy Commissioner

This makes it possible for you to access records managed by the municipality. It also protects private information.

Routine Disclosure of Records Request

Copies of the following types of records are to be made via Routine Disclosure Request.

Note: In most cases, we do not have records predating 1985.

Submit and pay for your request online.

Online Disclosure of Records Request Form

Requests can also be made by mail. Please submit a physical application form along with a cheque for payment.

PDF Disclosure of Records Request Form

Record Requests

Type of Record

Fees

Estimated Service Time Frame

Comments

Building and Property Records including:

Drawings and Plans
Occupancy Certificates
Survey and Site Plans
Drainage Information

$61.50 per address + HST = $69.50

Additional $5 shipping fee

Fees include: up to 50 small pages (maximum 11" x 17" paper size) or five large format drawings/plans (larger than 11" x 17" paper size)

$10 for any additional pages larger than 11" x 17" in paper size

$0.68 for any additional pages up to a maximum of 11" x 17" in paper size

Approximately 4 - 5 weeks

Records will be released to:

The property owner or an authorized representative
The director of the property management company that does property management for the property,
Or anyone with the written consent of the owner.
Site plans and surveys can be requested by anyone

No refunds are provided if no records are found

Monthly Building Permit Report including:

Building Permits
Sign Permits
Site Alteration Permits (includes Pool Permits)

Information provided includes:

Permit Number
Permit Type
Workclass
Building Type
Address
Address Plan Number
Issue Date
Construction Value ($)
Dwelling Units

$61.50 per month + HST = $69.50

Additional $5 shipping fee

Approximately 2 - 3 weeks

This report provides information on issued building permits for a given month.

The total fee payable will be calculated based on the number of months that are requested.

Submit one application and you will be contacted for the remaining payment. Indicate in the description how many months you need.

Records will be released to anyone.

Environmental Records which include all requests related to a property with respect to its usage and environmental topics such as:

Discharge(s) of contaminants
Orders
Spills
Waste disposal site
Storm sewer use by-law infractions
Cross connections and backups
Spills and Clean-ups
Site Inspections
Abatement Issues

$168.25 per address + HST = $190.12

Additional $5 shipping fee

Approximately 4 - 5 weeks

Records will be released to anyone. The fee is per individual address.

No refunds are provided if no records are found

Committee of Adjustment Records

Decision
Minutes
Staff reports

$61.50 per address + HST = $69.50

Additional $5 shipping fee

Fees include: up to 50 small pages (maximum 11" x 17" paper size) or five large format drawings/plans (larger than 11" x 17" paper size)

$10 for any additional pages larger than 11" x 17" in paper size

$0.68 for any additional pages up to a maximum of 11" x 17" in paper size

Approximately 4 - 5 weeks

Records will be released to anyone. The fee is per individual address.

No refunds are provided if no records are found

Fire Incident and Fire Investigation Reports

Requests for Fire Incident and Fire Investigation Reports are handled by Richmond Hill Fire and Emergency Services directly. Please contact Fire and Emergency Services for details.

Making a Freedom of Information Request

Follow these steps to make a Freedom of Information Request:

Complete a Freedom of Information Request Form
Prepare your $5 application fee by cheque or mail, order payable to City of Richmond Hill (cash is accepted for in-person submissions, not by mail)
Submit your request with the $5 application fee by mail or in-person to:

225 East Beaver Creek Road, Ground Floor
Richmond Hill, ON L4B 3P4
If you are an agent please submit an original signed authorization from your client(s) with the request
Your request and fee are received and verified by the Office of the Clerk
Department staff are notified of your request
Our Records Management section handles the request and information is sent to the Office of the Clerk for review to decide if any exemptions apply and that no confidential information is included
You might receive a letter asking for more information or letting you know about fee estimates for your request, third party notices or time extensions
Pay any additional fees required
Once approved, the information you requested or a decision about the request is usually provided within 30 days
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

Additional fees

Extra services may be needed to complete your information request.

Additional fees for information request services:

Service	Fee
Search time	$30 per hour
Records preparation time	$30 per hour
Copying of records	$0.20 per page
Computer programming	$15 per 15 minutes
Information on a CD	$10 per CD

Exemptions

The City Clerk can decide that a request is not appropriate. Mandatory exemptions and discretionary exemptions are also included in the Act.

Mandatory exemptions

A government organization can refuse to give certain kinds of records. These are considered mandatory exemptions and include:

Information received in confidence from other governments
Third party information given in confidence or that will influence the third party's interests if shared
Personal information about individuals other than the person requesting the information

Discretionary exemptions

Government organizations can also decide not to share certain kinds of information including:

Drafts of by-laws, private bills
Records of meetings that are authorized to be held without the public
Advice or recommendations within the organization
Law enforcement information
Information that could influence the financial or other specified interests of the organization
Information subject to solicitor-client privilege
Information that could endanger the health or safety of an individual
Information already available to the public or will soon be published

Additional information

Email us or call 905-771-8800 for more information.

Contact the department in charge of a particular area for questions about an information request you've made.

Information is available in alternative formats upon request.

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