Freedom of Information Request

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) provides a process to access the general records held by municipalities and an individual's own personal information. The spirit of the Act is to create an open and accountable government by providing as much information as possible to the public, while ensuring that their personal privacy is protected. A request under this Act is commonly known as an FOI (Freedom of Information) Request.

Note: While any municipal records may be requested by a FOI Request, this process may not always the most efficient or best 'tool in the toolbox' to obtain the records you are looking for. We're here to help: If you have questions about obtaining municipal records, contact us at 705-324-9411 ext. 1322.

The City makes some municipal records accessible to the public without a FOI request. To access records and information you should always first contact the department who has the records and information you are looking for. Department staff will determine if:

  • the records can be supplied to you directly through an informal process
  • the request should be a formal FOI request
  • the records can be supplied to you through their department's routine disclosure practice (fees may apply)

Rules governing access and release of information are outlined within MFIPPA and apply to both formal and informal requests.

Freedom Of Information Request Form

Records Publicly Available

You are able to request the following records without a formal FOI request (exceptions may apply):

  • City Council and Committee reports, agendas, minutes, by-laws, and policies
  • Your own building permit
  • Your own planning and zoning records
  • Your own fire permit or inspection records
  • Your own personal health information relating to your involvement with the Kawartha Lakes Paramedics
  • Your property tax bill (fees may apply)
  • Assessment Roll Book information for any property in Kawartha Lakes
  • Your own Human Resources information (if you are an employee of Kawartha Lakes)
  • Historic or archived records from pre-amalgamation municipalities
  • Documents required to be publicly available under various laws (e.g. Municipal Election Candidate paperwork)

Records Requiring an FOI

The following types of records are commonly requested through a formal FOI Request (other records may also be available):

  • Ontario Works files (including files of Haliburton County residents)
  • Incident Reports by the Kawartha Lakes Fire Rescue Service
  • Municipal Law Enforcement case files
  • Building Department Inspection files for properties that are not your own
  • Public Works records regarding maintenance of roads
  • Other City-held records that may contain personal information, or where another exemption under MFIPPA may apply

Protection of Privacy

The City of Kawartha Lakes is committed to the Protection of Privacy in accordance with the Municipal Freedom of Information and Protection of Privacy Act. More information can be found on our Privacy Policy and Statement page.

MFIPPA

The Municipal Freedom of Information and Protection of Privacy Act outlines the process that must be followed and explains exemptions that the City may apply to records prior to releasing them to the requestor. It also sets out an Appeal process should the requestor disagree with the decision made by the City. 

Records not Available through the City

The City of Kawartha Lakes does not hold all government information in Kawartha Lakes. You may also seek a Formal FOI request with an affiliated or similar government institutions:

Making a Formal FOI Request

All formal FOI requests must:

  • be made in writing on the Freedom of Information Access Request Form containing:
    • an original signature
    • a clear description of the records requested (Note: to avoid clarifications, we recommend making a numbered list of requested records instead of a list of questions)
    • a time frame the records may be from
    • your contact information
  • include the $5.00 application fee (payable by cheque via mail, or made in person by cash, debit, or credit)
    • additional fees will apply if records are found ($30/hour for search, $30/hour for preparation/redaction, and $0.20 per page)
    • No search or preparation fees will be charged for requests of your own personal information
    • If fees are anticipated to exceed $100, you will receive a fee estimate and be requested to supply a 50% deposit before the search for records begins
  • include the following additional information if you are acting as a legal professional on behalf of a client:
    • a signed letter of consent to act on his/her behalf; and
    • a photocopy of a piece of your clients identification with a signature (such as a driver's licence) for verification purposes

Deliver all of the above material to in person to Kawartha Lakes City Hall, or any Municipal Service Centre if accessing City Hall is difficult for you.

You may also mail or send by courier all of the above information to:

Kawartha Lakes City Hall
26 Francis Street
PO Box 9000
Lindsay, ON  K9V 5R8
Attn: Office of the City Clerk

The City Clerk's Office will process the request by following the regulations in MFIPPA. Normally requests are processed within 30 days, however, extensions may be requested due to the volume of records. The 30 day time line does not apply if records contain third party information.

If you have questions about the formal FOI process, feel free to contact the City Clerk's Office by email, or call 705-324-9411 ext. 1322

Freedom Of Information Request Form

Online Freedom of Information Requests

Freedom of Information Requests may also be filed electronically using our new online application. Using this online process will allow the Municipal Clerk's Office Staff 2-3 business days to review: 

  1. Whether or not your request requires a formal Freedom of Information request or if the records are already publicly accessible online or through some other process;
  2. If the records being requested are maintained by the City of Kawartha Lakes or another government institution; and/or
  3. If clarification of the requested records are required.

Once the request is determined to be valid, and clear to staff, you will receive an online payment email to pay your $5.00 application fee. Once the application fee is received, the 30 day response timeline will begin. The same fees for response noted above still apply. Separate documentation may also need to be emailed to the Clerk's Office to proceed (such as a letter of consent, or copies of ID). 

Online Application for Freedom of Information Requests

If you've never made a Formal Access Request to a government institution, the process can seem difficult to understand at first. The Information and Privacy Commissioner of Ontario has provided a helpful podcast to listen to assist you in Demystifying the FOI Process:

The process is outlined below:

Contact Us

Kawartha Lakes 
P.O. Box 9000, 26 Francis Street
Lindsay, ON, K9V 5R8
Telephone: 705-324-9411
Toll free at 1-888-822-2225
After-hours emergencies: 1-877-885-7337

This website uses cookies to enhance usability and provide you with a more personal experience. By using this website, you agree to our use of cookies as explained in our Privacy Policy.