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Freedom of Information & Access to Information Requests
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WHAT IS THE FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT? (the "Act")
As the name suggests, the Act has two main purposes:
1. FREEDOM OF INFORMATION
To make public bodies more open and accountable by providing the public with a legislated right of access to government records; and
2. PROTECTION OF PRIVACY
To protect your right to personal privacy by prohibiting the unauthorized collection, use or disclosure of your personal information by public bodies.
 Category: 1. How to make a request 
How do I make a request for information?
There are two types of requests for information - informal and formal.
Informal Requests:
Since almost all of the City's information is available through routine channels, you should always start by making an informal information request.
To do this, contact the department that you think might have the information you are looking for by contacting the City's central switchboard at 250-561-7600 where your call will be assessed and transferred to the appropriate department.
If you are told by that department that the records are not routinely available, then you will have to make a formal request in writing.
Formal Requests
If the information you are seeking is not available through routine channels, then you may make a formal freedom of information request for records containing the information.
Unlike routine requests, formal requests must be made in writing. Your request must provide sufficient detail to assist staff in locating and retrieving the records. You must also indicate whether you want to receive copies of the records or to view the records in person.
If you wish to make a formal request, please click here for the Freedom for Access to Records Form. Please print, complete and return the form to the 5th Floor of City Hall.
What information can I request?
The Freedom of Information and Protection of Privacy Act (the "Act") applies to all "records" that are under the custody or control of public bodies.
What is a "record"?
A “record” includes books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means but does not include a computer program or any other mechanism that produces records.
Where do I send my FOI request?
You may deliver, mail or fax your request to:
City of Prince George
5th Floor, 1100 Patricia Boulevard
Prince George, BC V2L 3V9
Attention: Freedom of Information Coordinator
Fax: 250-561-0183 Category: 2. What fees are involved?
Is there a fee to process a formal (FOI) request?
We may charge you fees to partially cover the cost of processing your FOI request in accordance with the Schedule of Maximum Fees as established by British Columbia Regulation 323/93.
If we are going to charge you any fees, we will send you a fee estimate before processing your request. We may also require you provide us with a deposit.
Is there a fee to process my informal request?
Is there a way to reduce the fees and minimize my expense?
To reduce fees and to minimize taxpayer expense, please narrow your request as much as possible.
If possible, let us know if it is a specific document you are looking for and date ranges. Please remember that municipal records can go back several decades. Category: 3. Responsive documents
Should I expect to get everything I ask for? Depending on what you ask for, you may not get access to all information contained within the records that are responsive to your request.
The Act includes several specific exemptions to disclosure, which means that by law, certain types of records and information is to be protected and not made available to the public. Some exemptions are mandatory while others are exercised at the discretion of the FOIPOP Head (as defined in the City's Records Administration Bylaw No. 6277, 1994) based on the relevant circumstances surrounding the request.
For example, reasons for refusing access to information held by the City of Prince George are generally related to the protection of:
- personal privacy;
- businesses and trade secrets or unit pricing;
- solicitor-client privilege;
- deliberations of Council and Council Committees that are authorized to be held in the absence of the public (closed or in camera meetings);
- policy advice, staff recommendations or draft regulations not yet made public;
- information that may harm a law enforcement matter (this includes bylaw enforcement matters);
- information that may harm the financial interests of the City or a public body.
If you do not get access to all information you requested, you will be advised of the reasons for refusal and the provision of the Act on which the refusal is based.
What if I do not agree with a decision regarding my request?
If you do not get access to all information you requested, you will be advised of the reason(s) for the refusal and the provision(s) of the Act which the refusal is based.
Category: 4. What is the time frame I can expect for the City to respond to my request?
What is the time frame I can expect for the City to respond to my formal request?
Upon receiving the formal freedom of information request (in writing), the Freedom of Information and Protection of Privacy Act (the "Act) requires the City to respond to the request within 30 business days from the date of our receipt of your request. We will make every effort to make records available to you sooner, if possible.
Under the Act, the City may extend the time period for responding for up to another 30 business days if your request is broad in scope or if the responsive records is a large volume of records.
If an extension is necessary, you will be notified by the City about the extension of time and the reason for it.
What is the time frame I can expect for the City to respond to my informal request?
When you make an informal request, the department you approach will respond to you as quickly as possible. Depending on the kind of information you are requesting, you may be able to get an answer over the phone. Category: 5. Office of the Privacy Commissioner for British Columbia
What does the Information and Privacy Commissioner do?
The Information and Privacy Commissioner (the "Commissioner") is an officer of the Provincial Legislature who is independent from local government.
The Commissioner may take any of the following steps:
1. Review the City's decisions about a request for records;
2. Order the City to release or withhold records;
3. Investigate a complaint;
4. Require the City to take steps to protect your privacy better;
and/or
5. Conduct audits and investigations to ensure compliance
with the Act.
The Commissioner may review any decision or act relating to a request for records, including decisions to release records, make corrections, time extensions and review fees. However, the Commissioner cannot make monetary awards to complainants or penalize the City in other ways.
What steps do I take to request a review by the Information and Privacy Commissioner?
You may contact the Commissioner's office within 30 days of receiving the City's written decision about the responsive records to ask for a review. The Commissioner's office does not accept requests for review or complaints by email. There is no fee for making a complaint to the Commissioner.
To find out more information go to the Public Sector section in the following link:
The contact information for the Commissioner is:
Officer of the Information & Privacy
Commissioner for British Columbia
PO Box 9038
Stn Prov Govt
Victoria, BC V8W 9A4
Telephone: 250-387-5629
Facsimile: 250-387-1696
A Portfolio Officer in the Commissioner's office has 90 days to investigate and consider your case. The Portfolio Officer has the authority to resolve the dispute between you and the City by mediation. If there is a mediated settlement, then your case is considered resolved. If no settlement is reached, then your case will proceed to a formal enquiry before the Commissioner. At the end of the formal enquiry the Commissioner will issue a written decision called an Order. The Commissioner's Order is a binding and final decision. There is no further appeal process under the Act. You could ask the British Columbia Supreme Court to review the Commissioner's Order but you are responsible for your own legal and administrative costs. Category: 6. Personal Information Category: 7. Marijuana Grow Operations
How can I find out information about a property I suspect that was involved in a marijuana grow operation?
Requests for information concerning grow operations must be directed to the Freedom of Information Coordinator. |
WHERE TO SEND YOUR COMPLETED FREEDOM OF INFORMATION REQUEST FORMS
Freedom of information requests can be emailed to the Freedom of Information Coordinators or the Freedom of Information Assistant, faxed to the number below or can be mailed or dropped off on the 5th floor of City Hall:
Attention: Freedom of Information Coordinator
City of Prince George
1100 Patricia Boulevard
Prince George, BC V2L 3V9
Fax number: 250-561-0183
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