Skip Ribbon Commands
Skip to main content

Records Routinely Available to the Public

Under the leadership of City Council, Barrie’s team of employees strives to deliver high quality services and facilities at the best value for our community. In the interests of excellent customer service and the streamlining of services and information flow, the City of Barrie has put into place a Routine Disclosure/Active Dissemination (RD/AD) policy.

RD/AD consists of the following:

Routine Disclosure (RD) is the routine or automatic release of certain types of records in response to an informal rather than formal request under The Municipal Freedom of Information and Protection of Privacy Act.

Active Dissemination (AD) is the periodic release of government records in the absence of a request.

The Records and Information Section of the City Clerk’s Office, Corporate Services Division processes requests under the Municipal Freedom of Information and Protection of Privacy Act and determines policy regarding access to information for the Corporation.

In addition, the Section acts as liaison between the Corporation and requesters regarding the release of information.

Strategies for RD/AD within the City of Barrie

Internal

The strategies listed below are the basis for the City’s RD/AD policy.

1. Awareness/training sessions.

General awareness/training sessions and specialized training sessions regarding FOI are conducted by the R&I staff throughout the year.

2. Open phone/door policy.

The Records &Information staff are available for consultation with staff and will advise on questions and issues about access to information.

3. Good rapport between FOI staff and other departments.

The good rapport that the Records & Information section enjoys with other departments allows for the fine tuning of the release of records. In addition, issues that need to be addressed are routinely brought to the attention of the Section and resolved jointly.

4. Continued development and updating of the Corporate FOI and Access Information directory.

This directory is for staff use and outlines common policies regarding the access and the release of different types of records.

5. The continued development and updating of the Community Services Directory.

This directory is a listing of services provided to the community both electronically and in paper format and contains basic information regarding services provided by the Corporation.

6. The City of Barrie’s Official Website.

Information is quickly and easily available to the staff and public through the website. There is regular access to the following types of information: Council Minutes, Agendas, Community Services Directory, commonly requested by-laws (Traffic, Zoning, Official Plan, etc.) press releases, operating budget, tax rates, preauthorized payments information, Financial Statements (City), Municipal Performance Measurement Reports, credit rating, the mandate for each council committee, tender and bid opportunities information, quarterly water supply report, official plan information, etc.

7. The ‘FOI’ and ‘Records Routinely Available to the Public’ notices on the City’s Website.

The notice allows the staff to quickly access many of the policies regarding access to the documents/information held by the City of Barrie.



External

1. Open phone/door policy.

The R&I staff are available for consultation with the public and advise clients on questions and issues about access to information.

2. The continued development and updating of the Community Services Directory.

This directory is a listing of services provided to the community both electronically and in paper format and contains basic information regarding services provided by the Corporation.

3. The City of Barrie’s Official Website.

Information is quickly and easily available to the public through the website. The public have regular access to the following types of information: Council Minutes, Agendas, Community Services Directory, commonly requested by-laws (Traffic, Zoning, Official Plan, etc.) press releases, operating budget, tax rates, preauthorized payments information, Financial Statements (City), Municipal Performance Measurement Reports, credit rating, the mandate for each council committee, tender and bid opportunities information, quarterly water supply report, official plan information, etc.

4. The ‘FOI’ and ‘Records Routinely Available to the Public’ notices on the City’s Website.

The notice allows the public quick access to many of the policies regarding access to the documents/information held by the City of Barrie.

 

Tools Available to Support RD/AD:

The following tools have been developed or are used to support the City of Barrie’s RD/AD policy:

Staff Tools

  1. The Community Services Directory;
  2. Corporate FOI & Access Information Directory;
  3. The City of Barrie’s Official Website;
  4. “Staff Guide to FOI” Information Booklet.

Client Tools

  1. The Community Services Directory;
  2. The City of Barrie’s Official Website.

    All tools are kept as up-to-date as possible and reviewed on a regular basis.

    How does the City of Barrie’s RD/AD Program Work?

    Each department has staff members designated to process requests for information and answer general questions.

    When in doubt regarding release, staff can use the RD/AD tools – the FOI & Access Information Directory, the Staff Guide to FOI booklet, and the Community Services Directory. In addition, the Records &Information staff are available to provide advice and guidance.

    When a requester is referred to the Records &Information Section, R&I staff contact the requester, discuss the nature of the request and type of records at issue and determine whether the matter can be handled informally or must go through a request under the Act. R&I staff also act as liaison between the public and various departments to facilitate quick and easy access to records determined to be public records.

    If it is determined that the information would typically not be accessible through public channels, the R&I staff explain how the request process works under the Act and assist the requester with completing his/her request.

    It is felt that through discussions with the Records &Information staff, most issues are resolved without the formal use of the Municipal Freedom of Information and Protection of Privacy Act. Accordingly, fees for requests for information outside of the Act are based on the City of Barrie’s Fee By-law.

    The City’s Fees By-law outlines permitted charges for documents outside of the formal access process. The by-law permits charging for search and preparation time the same as under FOI. ($7.50 per 15 minutes) Photocopy costs are 20¢ per page.

    Types of information disclosed under RD/AD

    The City of Barrie organizational structure is based on the Commission system with three General Managers – Community Operations, Corporate Services and Infrastructure, Development and Culture.

    The following list sets out some examples of information organized by Department that the City routinely makes available to the public either through the website or in hard copy. The listing is not comprehensive but serves as a basic guide to the public and staff.

    Barrie Fire and Emergency Services
    Fire prevention and public safety information, building inspection reports (not complaint driven), etc.

    Barrie Public Library
    Library catalogue, community information and events, Information Barrie, historical and genealogical information, library programs, etc.

    Building Services Department
    Building reports and statistics, construction activity statistics, property standards orders, Committee of Adjustment and variance decisions, etc.

    City Clerk’s Office
    Council and Committee Agendas, Minutes, Committee Reports, Staff Reports, By-laws, general community information, court charging documents, assessment information, Customer Services Directory, etc.

    Economic Development Department
    Community information, development activity charts, business information, marketing information, population/demographic information, information about events and attractions, etc.

    Engineering Services Department
    Subdivision Requirements Manual and policies relating to development, transportation studies, servicing and development agreements, servicing standard reports, construction contracts, water quality and distribution, water treatment, regional airport information, etc.

    Finance Department
    Annual budgets, specific expenditures incurred by the Mayor and elected Officials, financial statements and tax certificates indicating the status of tax payments, etc.

    Legal Services Department
    General subdivision and agreement information

    Leisure, Transit and Works Department
    Traffic counts, transit schedules, route maps, water meter services, maintenance of public property information, etc.

    Parks and Recreation programs, City events, seniors program information, information on City recreational facilities, etc.

    Planning Services Department
    Status of litigation and Ontario Municipal Board (OMB) hearings, status of public planning meeting information as provided by the applicant, re-zoning and site plan development information, Heritage Barrie information, etc.

    Looks like your screen is a bit too small

    The page you are attempting to view is not currently compatible with the dimensions of your device. Please visit this page on a larger screen.