HomeMy Public PortalAbout2011-09-29_Routine Access Policy_P-70Municipality of Chester Routine Access Policy
ROUTINE ACCESS POLICY
Policy P -70
MUNICIPALITY OF CHESTER
1.0 INTENT
This Routine Access Policy is intended to clarify which records of the Municipality are available
routinely upon request, and which requests for records require review by the Responsible Officer under
Part XX, Freedom of Information and Protection of Privacy, of the Municipal Government Act for
conformity with the terms of the Act or for clarification tinder the terms of access and use contracts with
the Province of Nova Scotia.
2.0 OBJECTIVES
a) This routine access policy will improve public access to the records of the Municipality
which are not released through active publication, without the requirement to submit a
request under Part XX of the Municipal Government Act.
b) This policy will provide greater certainty to staff and the public as to which records can be
routinely accessed by the public, and which records can be accessed only by application to
the Responsible Officer.
3.0 APPLICATION
a) Applications for routine release of information may be made in person to the staff person
having custody of the record or may be made in writing.
b) Any applications for records exceeding one copy of a single record must be made in writing
to the Clerk of the Municipality and such applicants will be expected to pay for the staff time
and costs required to process the application.
c) Staff having custody of the requested record may copy and release to the public within 24
hours any record listed in Appendix A to a maximum total of one copy of one record. The
standard Municipal fees for copying will apply.
d) Staff having custody of the requested record which is not clearly listed in Appendix A shall
not release the requested record except as directed by the Responsible Officer.
Recommendation to Adopt - Committee of the Whole - September 1, 2011
1st Notice - Council - September 8, 2011- (2011 -504)
20^ Notice - Council - September 29, 2011- (2011 -551)
Effective Date - September 29, 2011
Municipality of Chester Routine Access Policy
APPENDIX A
ROUTINE ACCESS RECORDS
1. All Policies and By -laws approved by Council
2. Any document received by Council or any Committee of Council at any meeting which is
not a `closed session' under Sections 22 or 203 of the Municipal Government Act.
3. All minutes of any meeting of Council or any Committee of Council which is not a
`closed session', after the minutes have been approved by the Council or Committee.
4. All agendas of any meeting of Council or any Committee of Council which is not a
`closed session'.
5. Any permit or approval issued by any officer of the Municipality (including any
document directly referenced by the permit or approval), except that the mailing address
of the permit holder shall be excised. This specifically does not include the application
for such permit or approval, nor any document which is not directly referenced by the
permit or approval.
6. Any finished map created and published by the Municipality.
7. Printed copies of map images produced by Municipally - licensed programs such as
Townsuite or ArcServer. This specifically does not include (a) raw data such as shape
files or data tables required to produce the map and (b) printed copies of map images or
other information pages produced by Property Online.
8. Any newsletter, advertisement or other document publicly distributed by the
Municipality.
9. Any document published by the Municipality on its website.
10. Owner name, civic address, Property Identification number, Assessment Account nuunber
and assessed value of any property within the Municipality. This specifically does not
include the capped assessment figure or the owner mailing address.
11. The amount of taxes or other debts owed to the Municipality.
12. Position, job description and salary band of any employee or Councillor of the
Municipality.
Recommendation to Adopt - Committee of the Whole - September 1, 2011
1st Notice - Council - September 8, 2011- (2011 -504)
2nd Notice - Council - September 29, 2011- (2011 -551)
Effective Date - September 29, 2011