Freedom of Information - Request for Access to Records

The Freedom of Information and Protection of Privacy Act (FOIPPA)

The District of Oak Bay is committed to providing access to information and records online, through contact with departments, or formally under the Freedom of Information and Protection of Privacy Act (FOIPPA).

The Freedom of Information and Protection of Privacy Act is provincial legislation that balances information and privacy of individuals through:

  • Freedom of Information: Improving openness and accountability of the Distrtict through the provision of legislated rights of access to municipal records; and
  • Protection of Privacy: Preventing unauthorized collection, use or disclosure of personal information by the District.

Access the complete Freedom of Information and Protection of Privacy Act. 

Access to District of Oak Bay Records:

Routinely Available Documents

Information that is routinely available may be accessed online or by contacting appropriate municipal departments. Written requests are not required for routinely available records such as regular Council and Committee minutes, annual reports, and bylaws.

Formal Requests for Records

For records that are not routinely available, FOIPPA provides that members of the public can submit a formal request for access to certain records. You may submit a request in writing, or use the Request for Access to Records Application. The Act provides that a response for access to records must be provided within 30 business days, unless extensions are granted. 

Please make your request clear, specific, and concise to reduce processing times and possible fees.  Indicate in your request the date range for the records you are seeking and whether you would like to receive the records by email, regular mail or pick- up.

Requests can be sent to Corporate Services by email, fax, regular mail, or hand delivered:
Email: foi@oakbay.ca
Fax: 250-598-9108
Mail or deliver to:
District of Oak Bay Corporate Services
2167 Oak Bay Avenue
Victoria BC  V8R 1G2

Fees
FOIPPA provides under Section 75 that the District may charge fees for the cost of providing applicants with records. Commercial applicants must pay the actual cost of providing the service. The charge for non-commercial applicants is $7.50 per quarter of an hour after the first three hours for locating, retrieving and preparing records for disclosure. Additional fees such as photocopying and shipping also apply. 

If there are costs involved in processing a formal request, we will send you a fee estimate before processing your request. Applicants are encouraged to maintain open communication with District staff in order to understand the application of the fee schedule. 

For a list of fees and charges, please refer to Schedule 1 of the Act. 

Not sure if your request requires an FOI?                                                            
Please review the listing of typical records produced by a local government to determine what information is available to you without an FOI request. 

Protection of Privacy

The District of Oak Bay respects the protection of personal information. Oak Bay protects the personal information it collects, accesses, uses and stores in accordance with FOIPPA.

If you would like to have personal information corrected, please contact the applicable program area at 250-598-3311 to discuss with Oak Bay staff.

If you have concerns regarding privacy protection, please contact the appropriate department by calling 250-598-3311 or contacting foi@oakbay.ca.