Records Available by Routine Disclosure and Active Dissemination

The Town is committed to increasing transparency and public access to records through the implementation of our Routine Disclosure and Active Dissemination Policy. This policy provides the public with greater access to information in a timelier and less formal manner where possible.

There are three ways in which the public may access records under the control and custody of the Town of Lincoln:

Active Dissemination
Freedom of Information (FOI) requests
Routine Disclosure

Active Dissemination

If a record is subject to Active Dissemination, the Town will make the record publicly available on the Town’s website, social media, or otherwise. These records are accessed in the absence of a request and are released proactively. While most records are intended to be provided through Active Dissemination, others may be made available through the Routine Disclosure Policy.

Freedom of Information Request

Records that do not qualify for access by Active Dissemination or Routine Disclosure must go through the Freedom of Information (FOI) process and are governed by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). For more information regarding the Town’s Freedom of Information process, please visit our FOI webpage.

Routine Disclosure

If a record is subject to Routine Disclosure, Town staff may provide a copy of the record in response to a request for information without requiring the requester to file a formal Freedom of Information request under MFIPPA. The Town’s Routine Disclosure and Active Dissemination policy ensures the balance between ease of access to information and the protection of privacy and confidential information.

Information available for Routine Disclosure and Active Dissemination is organized by Town Department. The below list is extensive but does not include all records made available by the Town. If the record you are searching for is not listed, contact the Legislative Services Department at clerks@lincoln.ca. A Legislative Services staff member will then determine if the request can be routinely disclosed, or if a formal request should be submitted under the MFIPPA.
Fees may be charged for Routine Disclosure requests where the records are not already published on the Town’s website and are not easily retrievable at the following rates: $65 for the initial request. If the request is large or complex in nature an additional $80 per hour will be charged.
Request Type Timeline Fee
Information routinely and easily available 30 business days $65
More complex requests Response about status within 30 days $80 per hour
All fees paid for requests are non-refundable. Documents responsive to the requests will be retained for 30 days after the release date and after which the request will be deemed abandoned and the file will be closed. If you wish to proceed with the request at a later date, a new request form and fee will be required. Records will be released after payment has been made.
Payment can be made after Legislative Services/Clerks has received the Routine Disclosure request form and has reviewed the request. A staff member will then contact the requester.
Payment can be made by cash, debit or credit card. All credit card payments are subject to a 3% third party convenience fee.
Requests for Routine Disclosure will be acknowledged by Town Staff in a reasonable timeframe, considering the workload of the staff member and the nature of the request. Town staff will endeavour to respond to requests within 30 calendar days. If the request cannot be fulfilled within 30 calendar days, Town staff will notify the requester within a reasonable timeframe to provide an estimated deadline for response.

Request Type	Timeline	Fee
Information routinely and easily available	30 business days	$65
More complex requests	Response about status within 30 days	$80 per hour

Routine Disclosure Request Form

Routine Disclosure is the routine or automatic release of certain types of records in response to a request for access that may be granted without filing a formal Freedom of Information request under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). The Town has the authority to deny any requests for the Routine Disclosure of a record or part of a record and may require the applicant to submit a formal Freedom of Information request under MFIPPA.

Applicant Information

First Name

Last Name

Organization (if applicable)

Address

City/Town

Province

Postal Code

Phone Number

Description of Request

Please provide details

Preferred Method of Access

Hard copy

Electronic copy

Declaration of Applicant

I, the undersigned, do hereby declare that this application are to the best of my belief and knowledge a true and complete representation of the purpose and intent of this application:

I am the current registered owner of the property as described above.

I am an authorized agent of the owner of the property and have attached a letter of authorization signed by the property owner.

If Building records are requested, I acknowledge that use and reproduction of building plans/surveys are subject to the Copyright Act.

I acknowledge that I have read and understand all information and requirements on this application form, and that all information in this application form is complete and accurate.

Name

Date & Time

CAPTCHA

This form may contain personal information as defined under MFIPPA. This information is collected under the legal authority of the Municipal Act, 2001c.25, as amended. This information will be used and maintained by the Town of Lincoln to respond to the Routine Disclosure Request. Questions may be directed to the Town Clerk at clerks@lincoln.ca