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HomeMy WebLinkAboutPOL-046-24 Access to Information COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: POL-046-24 TITLE: ACCESS TO INFORMATION ADOPTED: May 9, 2024 (C-161/24) SUPERCEDES NO: 2012-PAD-026 PAGE NO: 1 of 3 POLICY PURPOSE: To establish guidelines for responding to general access to information requests from the public. Formal requests for information under the Freedom of Information & Protection of Privacy Act (FOIP) must be processed according to that legislation. _______ POLICY GUIDELINES: Questions regarding disclosure of information should be directed to the County’s FOIP Coordinator. 1. Tax Certificates a. Upon payment of fees specified in the Schedule of Fees bylaw, the Chief Administrative Officer (CAO), or designate, shall issue to any person, a certificate showing whether or not all taxes in respect of any assessable parcel of land or other property have been paid and, if not, the amount of current taxes and arrears payable against the parcel or other property 2. Tax Statements a. The CAO, or designate, shall issue to any person a tax statement upon payment of the fee specified in the Schedule of Fees bylaw. 3. Assessment Information a. The CAO, or designate, shall issue a copy of an assessment record to any person: i. upon written request, giving the legal description of the parcel by which it can be located, and ii. upon payment of the fee specified in the Schedule of Fees bylaw, shall issue a copy of the assessment showing the description of the parcel as set out in the assessment roll, and the latest assessed value of the land and of the improvements thereon as set out in the assessment roll. b. Upon receipt of a written request, the CAO, or designate will provide such backup information as is relevant to the preparation of an assessment provided that, in no event, will inspection reports and field sheets be released. 4. General a. Any person will be allowed to view the assessment of any assessed property within the municipality during regular office hours at a time convenient to office staff and payment of the fee specified in the Schedule of Fees bylaw. b. Upon written request, information on taxes and assessment may be given to lawyers or owners. POL-046-24 ACCESS TO INFORMATION Page 2 of 3 c. Those exempted from this policy for purposes of obtaining information only are Agriculture Development Corporation, Farm Credit, The Director of the Veteran Lands Act, the Eastern Irrigation District (EID), Canada Mortgage & Housing Corporation, Federal and Provincial Agents. d. Previous years’ assessments are available upon payment of the fee specified for Assessment Information in the Schedule of Fees bylaw. 5. Certificate of Compliance a. A certificate of compliance will be completed by the County of Newell upon payment of the fee specified in the Schedule of Fees bylaw. 6. Other Public Information Requests a. All requests for information shall be in writing, giving precise and specific details of the request, and are subject to the fees outlined in the Schedule of Fees bylaw, which must be paid prior to information being released. Staff research time will be charged at the rate specified in the Schedule of Fees bylaw. b. Requests for information not covered in this policy will be handled on an individual basis. 7. Specific Examples a. General: i. The following information will not be disclosed: 1. Internal memos that have not been discussed at a meeting open to the public. 2. Reports, studies, consultations, proposals relative to contract negotiations or pending policy or budget decisions. 3. Files on Bylaw enforcement action. 4. Litigation related files. 5. Information presented in a meeting closed to the public. 6. Drafts of proposed Bylaws, resolutions, etc. that have not been discussed in a public meeting. b. Personnel Information i. Information that is releasable includes: 1. Salary ranges; 2. Employment responsibilities; ii. Information that is not releasable includes: 1. Individual salaries; 2. Performance evaluations; 3. Health data. POL-046-24 ACCESS TO INFORMATION Page 3 of 3 c. Tenders i. Confidential Proprietary Information Tenders or confidential proprietary information that relates to trade secrets is not releasable if disclosure might create harm, undue advantage, or reveal a trade secret. (Note: if tenders are opened at a public meeting, their contents are subject to release. If tenders are not opened at a public meeting, but the bids are announced, detailed information related to the tender submission may not be released if the above provisions apply.) d. Contracts i. Deliberations, proposals, studies, and negotiations leading to contracts will not be released. Executed contracts will be disclosed.