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Freedom of Information

The City Clerk’s office is responsible for safeguarding, controlling and processing all corporate records and processing requests under the Municipal Freedom of Information and Protection of Privacy Act.

The City Clerk is responsible for processing all formal record requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). This Act provides a process for the public to request access to records that are in the custody and control of the City of Welland, while ensuring the protection of personal privacy.

MFIPPA supports the City of Welland’s commitment to open and transparent communication by providing a structured process for accessing records that are not routinely available through standard channels. While certain exemptions may apply, particularly in relation to personal or sensitive information, the Act plays an important role in ensuring that government-held information remains accessible, accountable, and in compliance with privacy legislation.

To submit a Freedom of Information (FOI) request, you must complete the official FOI Request Form. The form can be:

  • Printed, completed, and submitted manually, or
  • Completed and submitted online

Please note: if you have an outdated version of Adobe and experience issues with the form, especially if the text appears vertically or is cut off, please print and fill out the form.

In both cases, a mandatory $5 application fee is required under MFIPPA. Requests will not be processed until the fee is received.

Payment options include:

  • Cheque by mail
  • Drop box located at the City Hall entrance closest to Cross Street
  • In-person payment at the Finance Counter at City Hall (cash, debit or checque)

Please note: FOI Intake takes place at the reception desk on the main floor of City Hall.

If you are requesting records related to a property that you do not own, you may be required to submit an "Authorization to Act as an Agent" form, signed by the homeowner, along with your FOI request.

That said, if the requested records are publicly accessible (e.g., general zoning information, issued building permits), the authorization form may not be required.

Under MFIPPA, the City Clerk or their designate has 30 calendar days to respond to a FOI request.

If additional time is required - such as when the request involves a large volume of records or consultations with third parties - an extension may be applied. In such cases, the applicant will be notified in writing with the reason for the extension and the expected timeframe for a response.

Under Section 45 of the Act, additional fees for processing FOI requests may apply as follows:

  • Search time: $7.50 for each 15 minutes required to search for and retrieve records
  • Preparation time: $7.50 for each 15 minutes required to prepare records for disclosure, including redactions
  • Photocopies and computer printouts: $0.20 per page
  • USB, CD, or other digital media: $10 per item

Depending on the type of record requested, full disclosure may not always be possible. MFIPPA outlines specific exemptions that must be applied where appropriate. These exemptions are intended to protect sensitive information, including but not limited to:

  • Personal information of individuals other than the requester
  • Confidential third-party information
  • Information that could affect law enforcement, public safety, or legal proceedings

In some cases, personal information may need to be redacted before records can be released. In other situations, authorization may be required from a third party before access is granted.

Individuals have the right to appeal any decision made by the City regarding access to records or personal information.

Appeals must be submitted to the Information and Privacy Commissioner of Ontario (IPC), an independent Officer of the Ontario Legislature. The IPC operates independently of government and public institutions, ensuring impartial oversight of the access and privacy process.

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