Freedom of Information

Most City records are public, no request needed

Most things people ask about are already public:

• Council agendas, minutes, and meeting videos: on the Council page
• Bylaws (every one of them): in the bylaw directory
• Budgets and financial reports: budget and financial reports
• Strategic plan and master plans: in the reports section
• Staff directory and department contacts: staff directory

If you can't find what you need, call City Hall at 250-555-0100. Staff often release records informally without an FOI request, especially for routine information.

The formal FOI process

When informal release isn't possible, you can file a formal request under the BC Freedom of Information and Protection of Privacy Act (FOIPP) and the City's Freedom of Information and Protection of Privacy Bylaw, Bylaw 355.

Download the “Request for Access to Records” form from the City's Freedom of Information page, and submit by email, regular mail, or hand-delivery to Corporate Services at City Hall. The contact for FOI requests is Holly Tran, Manager of Legislative Services (htran@silvermere.example, 250-555-0100).

A complete request includes:

• Your name and contact information
• A clear description of the records you're seeking (be as specific as possible: dates, departments, topic, file types)
• The form in which you'd like to receive them (electronic, paper, etc.)

Timeline and fees

Provincial law (FIPPA) sets the standard response window, with possible extensions for large or complex requests or where consultation with third parties is required. The City does not publish a specific in-house response deadline; see the BC Office of the Information and Privacy Commissioner for the statutory timeline.

Fees:

• No charge for requests for personal information about yourself.
• Fees may apply for non-personal requests when processing takes more than three hours, plus copy and mail charges.
• The City provides a fee estimate before processing.

What can be withheld

FOIPP allows the City to withhold or sever certain records, including:

• Personal information about other people
• Information that could harm law-enforcement, public safety, or business interests
• Solicitor-client privileged material and certain Council in-camera deliberations
• Third-party confidential business information

When records are withheld or severed, the City must cite the specific section of FOIPP it relied on, and you have the right to appeal to the Office of the Information and Privacy Commissioner of BC.

Your privacy rights

FOIPP also governs how the City collects, uses, and protects your personal information. You have the right to know what information the City holds about you and to request corrections.