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

Please note: due to the COVID-19 pandemic, rush service has been suspended at this time.

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

NEW: Submit and pay for your request online. Please note that using the online form comes with a 2.5% convenience fee.

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

$55.00 per address + HST = 62.15

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

$0.63 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

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

$150.00 per address + HST = $169.50

Additional $5 shipping fee

Approximately 4 - 5 weeks

Records will be released to anyone.

No refunds are provided if no records are found

Committee of Adjustment Records

  • Decision
  • Minutes
  • Staff reports

$55.00 per address + HST = $62.15

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

$0.63 for any additional pages up to a maximum of 11" x 17" in paper size

Approximately 4 - 5 weeks

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:

  1. Complete a Freedom of Information Request Form
  2. 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)
  3. 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

  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
  6. Department staff are notified of your request
  7. 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
  8. 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
  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

 
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.