Freedom of Information and Routine Disclosure

Person working on the computer

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) provides a framework for accessing general municipal records while protecting personal information. The Act is designed to promote transparency and accountability in government while safeguarding individual privacy. 

The Township’s Freedom of Information and Routine Disclosure Policy C-LS-21 identifies records and information that may be shared actively in accordance with the principles of the Municipal Act and MFIPPA.

Many records are available publicly through the Township of Muskoka Lakes’ website and the CivicWeb Portal Document Centre.

What's the difference?

Routine Disclosure

Routine disclosure is a proactive and informal process used to provide access to records that are routinely released to the public.

Freedom of Information (FOI)

Freedom of Information is a formal request process governed by legislation. It is used when records are not available through routine disclosure or contain sensitive information.


 

Routine Disclosure

Records available through routine disclosure:

  • Agendas & Minutes of Council, Standing & Advisory Committees
  • Assessment Rolls
  • Agreements and Contracts (select)
  • Audited Financial Statements
  • Operating and Capital Budgets 
  • Plans and Studies
  • By-laws 
  • Policies
  • Employment and Salary Statistics 
  • Heritage Designated Properties
  • Permits (select)
  • Planning Applications 
  • Planning Policy Documents
  • Surveillance Camera Footage
  • Property Taxes (select) 
  • Voters List

Overview

  • Agendas & Minutes of Council, Standing & Advisory Committees
  • Assessment Rolls
  • Agreements and Contracts (select)
  • Audited Financial Statements
  • Operating and Capital Budgets 
  • Plans and Studies
  • By-laws 
  • Policies
  • Employment and Salary Statistics 
  • Heritage Designated Properties
  • Permits (select)
  • Planning Applications 
  • Planning Policy Documents
  • Surveillance Camera Footage
  • Property Taxes (select) 
  • Voters List

Agendas & Minutes of Council, Standing & Advisory Committees

Originating Department: Legislative Services

Conditions on Release: Excludes Closed Session materials and drafts. Direct request or available on the Document Centre.


Assessment Rolls

Originating Department: Finance

Conditions on Release: For purposes of comparing assessed values, the assessment rolls will be available for viewing at the Township Office. Mailing addresses contained in the assessment rolls will no longer be available starting in 2026 as per MPAC. Information can be provided to government or law enforcement organizations with satisfactory I.D. Visit the Township Office, assessment information cannot be given out over the phone or by email.


Agreements and Contracts

Includes: 

  • General
  • Subdivision Agreement
  • Site Plan Agreement
  • Consent Agreement
  • License Agreement

Originating Department: Various Departments

Conditions on Release: Contracts under seal are available upon request, excluding proprietary and confidential information. Excludes drafts and individual employment contracts. Direct request.


Audited Financial Statements

Originating Department: Finance

Conditions on Release: Available on the Township website.


Operating and Capital Budgets

Originating Department: Finance

Conditions on Release: Available on the Document Centre. Excludes drafts or working documents.


Plans and Studies

Originating Department: Various Departments

Conditions on Release: Excludes drafts or working documents. Direct request or available on the Township website.


By-laws

Originating Department: Legislative Services

Conditions on Release: Excludes drafts or working documents. Direct request or available on the Document Centre.


Policies

Originating Department: Various Departments

Conditions on Release: Excludes drafts or working documents. Direct request or available on the Document Centre.


Employment and Salary Statistics 

Originating Department: Human Resources

Conditions on Release: Excludes drafts or working documents. Direct request.


Heritage Designated Properties

Originating Department: Planning

Conditions on Release: Available on Muskoka GeoHub, powered by the District of Muskoka. 


Permits

Including: 

  • Building Permit
  • Entrance Permit
  • Roadway Occupation
  • Sign Permit
  • Special Event

Originating Department: Various Departments

Conditions on Release: The issued building permit face is available to the public, personal information will be redacted. Building permit records such as site plans, architectural drawings, and inspection reports are available to the current property owner or their representative. Personal information of former owners/applicants will be redacted. Copyright act applies to drawings and plans. Copies of sign applications may be given to applicant or property owner. Confirmation of sign permits issued is provided verbally. Direct request.


Planning Applications

Originating Department: Planning

Conditions on Release: All Planning Application files with personal information redacted, are public records except for legal opinions, draft reports and Closed Session reports. Direct request or available on the Document Centre.


Planning Policy Documents

Including: 

  • Official Plan
  • Secondary Plan
  • Zoning By-Law
  • Site Plan Application Guide

Originating Department: Planning

Conditions on Release: Direct request or available on the Township website


Surveillance Camera Footage

Originating Department: Legislative Services

Conditions on Release: Provided to law enforcement organizations only, requests must be made in writing.


Property Taxes

Including: 

  • Statement of Account
  • Tax Certificate
  • Statement of Taxes Paid

Originating Department: Finance

Conditions on Release: Statement of Account and Statement of Taxes Paid are only available to the current property owner. Tax Certificates are available to current property owner or their legal representation only. Direct request.


Voters List

Originating Department: Legislative Services

Conditions on Release: An internet voter lookup interface will be available to Electors to check the Voters List. Available only immediately prior to the municipal election.

Building Records Requests

Building and septic records on file with the Township may be available through submission of a routine disclosure request. Building records can only be issued to the current property owner or an authorized agent without submitting a Freedom of Information Request. 

The Township of Muskoka Lakes disclaims any liability as to the accuracy of the contents of the building plans as provided and would recommend that you contact the Engineer(s), Architect(s), Surveyor(s) and/or Designer(s) noted on the building plans to confirm accuracy if you intend to rely on them for any reason. Please note that plans are subject to provisions of the Copyright Act.


Building and Zoning Compliance Letter / Municipal Records Search (MRS)

A Municipal Record Search is a document that provides details regarding issued building permits on file, the status of inspections, and any outstanding orders. It also offers information with respect to planning such as the zoning designation, permitted uses, and any planning approvals for the property. Typically, these requests are from solicitors performing a transfer of ownership or placing a mortgage.

Click here to learn more on how to obtain a Municipal Records Search: https://www.muskokalakes.ca/business-property-development/planning/

There is no application fee to submit a Routine Disclosure Request. You may be charged for staff’s time to search and prepare records for release in accordance with the Township Fee’s and Charges By-law.

Freedom of Information (FOI)

A Freedom of Information (FOI) request is a more formal process that involves either general records or records containing personal information held by the Township.

To request an FOI, complete our online form or download the form here.

The completed print form can be returned to the Township Office (1 Bailey St., Port Carling, ON) either in person or by mail. A member of staff will be in touch following submission to confirm if an FOI is required, and coordinate payment for the request. 

Process and Overview

Requesters should provide detailed information about the requested records as this enables staff to conduct a faster search and reduces costs associated with such research.

Once an FOI request and application fee are received, staff will confirm receipt of the request and may seek clarification on the records requested. Once the requested records have been located, the records will be reviewed in accordance with MFIPPA mandatory and discretionary exemptions. A decision will be made on what records we are in a position to release fully or what redactions may apply. The Township will issue correspondence notifying you of our decision and what the cost will be to release the records.

Except where an extension is necessary, all FOI Requests will be completed within 30 business days from date of receipt of payment.

Additional fees may be charged pursuant to Section 45 of the Municipal Freedom of Information and Protection of Privacy Act. 

  • Application Fee
    • $5.00
    • *Must accompany the request. Non-refundable and cannot be waived.
  • Search Time
    • $30.00 (per hour)
    • *Staff time to search and retrieve records. 
  • Preparation Fees 
    • $30.00 (per hour)
    • *Staff time to prepare records for release (removal of personal or confidential information).
  • Photocopying/Printing
    • $0.20 (per page) 
  • Redactions
    • $1.00 (per page)

Requesting Records

If the desired information you are seeking is not available online, records may be requested through a Freedom of Information or Routine Disclosure request.

Please complete our online form (using the button below) or download the form hereThe completed print form can be returned to the Township Office (1 Bailey St., Port Carling, ON) either in person or by mail.

Contact & Support

Records Management/Freedom of Information Coordinator
705-765-3156 ext 273 
Send an e-mail

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