This is the exact embedded text of the captured official document.
Snapshot 9c0dada9b3ae · verified 2026-06-05 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
Routine Access Policy
Page - 1 -
Policy #: 104
Approved: June 28, 2021
Resolution#: 21-132
1.0 PURPOSE
The Town of Bridgewater (TOB) is dedicated to being open and accountable to the residents of
Bridgewater.
The purpose of the Routine Access Policy is to provide a proactive approach to the access of
information. This Policy is intended to clarify which records of the Town an individual can access,
upon request without having to submit a Freedom of Information and Protection of Privacy (FOIPOP)
application as per Part XX of the Municipal Government Act .
2.0 DEFINITIONS
Freedom of Information and Protection of Privacy - refers to Part XX of the Municipal Government
Act.
Routine Access - the routine or automatic release, in full or in part, of certain types of administrative
and/or operational records as a matter of course in response to a request without the need of an
application under Part XX of the Municipal Government Act.
FOIPOP Access - the release of a record in response to a request under Part XX-Municipal
Government Act.
Record - as defined in Part XX- Municipal Government Act, "includes books, documents, maps,
drawings, photographs, letters, voucher, 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" [Section 461(h) of MGA].
Responsible Officer - the Responsible Officer for the Town of Bridgewater is the Chief Administrative
Officer.
3.0 OBJECTIVES
The objectives of this policy are:
1) To provide greater certainty of access for those requesting information and to also reflect the
spirit of openness and accountability of the FOIPOP legislation; and
2) To provide greater certainty to staff and the public as to which records can be routinely
accessed by the public, and which records can be accessed only by application to the
Responsible Officer as per Part XX - Municipal Government Act.
4.0
POLICY DIRECTIVES
TOWN OF BRIDGEWATER
ROUTINE ACCESS POLICY
Routine Access Policy
Page - 2 -
1) This policy applies to all Town of Bridgewater employees and to all records in the custody and
control of the Town of Bridgewater.
2) All employees of the Town of Bridgewater will be advised of the Routine Access Policy.
5.0 ROUTINE ACCESS APPLICATIONS
1) Requests for routine access information may be made in person, by telephone, or in writing
(via email, fax, etc.) to the Department Head of the department having custody of the record.
2) The application of the Routine Access Policy shall not unreasonably interfere with the day-to-
day operations of the Town of Bridgewater as determined by the Department Head.
3) Departments having custody of the requested record shall copy and release the information
within 2 business days of receipt of the request. If unable to provide records within that time
frame, contact shall be made within the 2 business days advising when the applicant can
expect the record.
4) Departments having custody of the requested record, which is not clearly listed in Appendix
"A", shall not release the requested record and shall refer the matter to the Responsible
Officer under Part XX of the Municipal Government Act.
5) All Routine Access requests will be kept for compliance in the Town of Bridgewater's
Laserfiche Records Management system based on the AMA Records Management Manual
and filed under 5200-55 [Routine Access Request Case Files]. The documents to file consist of
the original request, any emails pertaining to the request (ie: verification emails, emails with
electronic copies of the documents).
6) All records will be provided electronically to the applicant. If they wish to have the records in
hard copy there will be a charge of $0.25 per page.
Routine Access Policy
Page - 3 -
APPENDIX "A"
1. All Policies and By-laws approved by Council.
2. Any document received by Council or any Committee of Council at a meeting which is not
associated with a "closed session"(in camera) under Sections 22 or 203 of the Municipal
Government Act. For greater certainty, this includes all financial statements and reports; as well
as, all council approved and/or received studies and reports.
3. All approved minutes of any minutes of Council or any committee of Council which is not
associated with a "closed session"(in camera) under Sections 22 or 203 of the Municipal
Government Act. (For greater clarity, draft minutes that have not been approved by Council or
any
Committee
of
Council
are
not
considered
to
be
routine
access.)
4. All agendas of any meeting of Council or any Committee of Council which is not a "closed
session"(in camera) under Sections 22 or 203 of the Municipal Government Act.
5. Any permit or approval issued by an employee of the Town except that the mailing address, e-
mail address or phone number of the permit holder shall be redacted. This specifically does not
include the application for such permit or approval.
6. Any finished map created and published by the Town subject to the Fees Policy #89 with respect
to plots. This specifically does not include:
i)
Raw data such as shape files or data tables required to produce the map; and
ii)
Printed copies of map images or other information pages produced by Property Online.
Raw data may be shared upon approval through the execution of a data sharing agreement. There
may be a charge incurred by the applicant associated with the reproduction of maps.
7. Any newsletter, advertisement or other document publicly distributed by the Town.
8. Any document published by the Town on its website.
9. Civic address, Property Identification Number, Assessment Account Number, and assessed value
(market and capped) of any property within the Town. This specifically does not include the
owner's mailing address.
10. The amount of taxes or other debts owed to the Town subject to the Fees Policy #89 with respect
to Tax Certificates.
11. Position, job description and salary scale of any employee or Council member of the Town.
12. Organization Charts with position titles.
13. The expense claim of any Council member or employee of the Town, including any associated
receipts and documentation.
14. Any DesBrisay Museum collection records including research files, biographies, built heritage
records, archives and collection information. Personal information such as email or phone
numbers of individuals shall be removed and this does not include records restricted by Terms
and Conditions at the time of donation.