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Freedom of Information Records List

Subject Heading Department of Record Availability
Access to Information Requests (FOIPPA) Legislative Services FOI Request Required
Accident Reports - Employees Human Resources FOI Request Required
Accident Reports - Other Human Resources FOI Request Required
Accounts Payable - General Information Finance Routine
Accounts Payable - Individual Vendors Files Finance FOI Request Required
Accounts Payable - Invoices Finance FOI Request Required
Accounts Receivable - General Information Finance Routine
Accounts Receivable - Individual Account Files Finance FOI Request Required
Administration - Organization Charts Human Resources Routine
Advertising - Statutory Notices for Public Hearings, OCP, Rezoning Applications etc. Various Routine
Agreements Legislative Services FOI Request Required
Agricultural Land Commission - Individual Case Files Community Development FOI Request Required
Application Forms (completed) - Various Human Resources FOI Request Required
Arbitration Decisions Human Resources FOI Request Required
Assessment Roll/Information - Please contact BC Assessment Authority Available from 3rd party
Audits/Auditor's Reports Finance FOI Request Required
Awards - Nomination Forms/Applications Legislative Services FOI Request Required
Benefits - Employee Human Resources FOI Request Required
Board of Variance - Applications and supporting documents Planning and Design FOI Request Required
Board of Variance - Minutes and Agendas Planning and Design Routine
Bonds and Letters of Credit Finance FOI Request Required
Budgets - Annual Finance Routine
Budgets - Capital Finance Routine
Budgets - Draft Finance FOI Request Required
Budgets - General Information Finance Routine
Budgets - Operating - Final Finance Routine
Budgets - Yearly Financial Report Finance Routine
Building Permits (Including Plumbing, Occupancy) - General Information Building Routine
Building Permits - Inspection Reports/Notices of Rejection Building FOI Request Required
Building Plans/Drawings Building FOI Request Required
Building Regulations and General Information Building Routine
Buildings - Individual Case Files Building FOI Request Required
Buildings - Municipally Owned - Individual Case Files Real Estate FOI Request Required
Burial Permits Finance Routine
Burning Permits Fire Rescue Routine
Business Licenses - Applications Business Licensing FOI Request Required
Business Licenses - General Information Business Licensing Routine
Business Licenses - Individual Case Files Business Licensing FOI Request Required
Bylaw Enforcement / Complaints Bylaw Services FOI Request Required
Bylaws Legislative Services Routine
Bylaws - Draft Legislative Services FOI Request Required
Cheques/Cheque Requisitions Finance FOI Request Required
Claims - General Information Legislative Services Routine
Claims - Individual Case Files Legislative Services FOI Request Required
Classifications - Jobs Human Resources Routine
Collective Agreements - Draft Human Resources FOI Request Required
Collective Agreements - Final Human Resources Routine
Committee Appointments - Applications Legislative Services FOI Request Required
Committees - Internal/Staff - Agendas/Minutes Legislative Services FOI Request Required
Committees, Commissions, Boards Closed - Agendas/Minutes Legislative Services FOI Request Required
Committees, Commissions, Boards Open - Agendas/Minutes Legislative Services Routine
Competitions - Jobs Human Resources FOI Request Required
Complaints Various FOI Request Required
Contracts / Agreements / Leases Legislative Services, Purchasing, Real Estate FOI Request Required
Council - Correspondence Mayor's Office FOI Request Required
Council - Financial Disclosure Forms Legislative Services Routine
Council - Indemnities / Remuneration Legislative Services Routine
Council - Personal Information Legislative Services FOI Request Required
Council - Policies Legislative Services Routine
Council Meetings (In Camera) - Minutes / Agendas / Reports / Resolutions Legislative Services FOI Request Required
Council Meetings Open - Minutes / Agendas / Reports / Resolutions Legislative Services Routine
Criminal Record Checks - Staff and Volunteers Human Resources FOI Request Required
Debt and Debenture Finance FOI Request Required
Demographic Data Routine
Department Policies Various Routine
Design Guidelines Planning and Design Routine
Development - Guidelines Planning and Design Routine
Development - Individual Area Plans Routine
Development Cost Charges Building Routine
Development Permits & Development Variance Permits Planning and Design Routine
Development Permits & Development Variance Permits - Applications Planning and Design FOI Request Required
Development Permits & Development Variance Permits - Individual Files Planning and Design FOI Request Required
Dog Licenses Finance FOI Request Required
Easements / Rights of Way / Encroachments / Restrictive Covenants Engineering / Subdivision / Planning / Real Estate Routine
Elections - Campaign Financing Disclosure Forms Legislative Services Routine
Elections - List of Registered Electors Legislative Services FOI Request Required
Elections - Nomination Papers Legislative Services Routine
Elections - Results Legislative Services Routine
Emergency Measures - Business Recovery Plans Fire Rescue FOI Request Required
Emergency Measures - City's Emergency Plan Fire Rescue FOI Request Required
Employee Benefits Human Resources FOI Request Required
Employee Classification Human Resources Routine
Employees - Individual Files - Non-Union Employees Human Resources FOI Request Required
Employees - Individual Files - Union Employees - Current Human Resources FOI Request Required
Employees - Individual Files - Union Employees - Terminated Human Resources FOI Request Required
Employment Applications/Resumes Human Resources FOI Request Required
Engineering Project Files Engineering FOI Request Required
Expense Accounts - Council/Staff Finance Routine
Expense Claims - Council/Staff Finance Routine
Facilities - Municipally Owned FOI Request Required
Financial Audits Finance FOI Request Required
Financial Disclosure Forms Legislative Services FOI Request Required
Financial Statements Finance Routine
Fire Cause Determination Reports Fire Rescue FOI Request Required
Fire Incident Reports Fire Rescue FOI Request Required
Fire Inspection Reports Fire Rescue FOI Request Required
First Aid/WCB Reports Human Resources FOI Request Required
Freedom of Information and Protection of Privacy - Individual Requests for Information/Change of Personal Information Legislative Services FOI Request Required
Garbage Collection/Recycling Calendar Public Works Routine
Geographic Information System (GIS) - Database and Mapping Information Engineering / Planning and Design Routine
Government Protocols and Cost-Sharing Agreements Legislative Services FOI Request Required
Grants from the City - General Information Finance Routine
Grants from the City - Requests / Applications Finance FOI Request Required
Grants to the City - General Information Finance Routine
Grievances - Individual Files Human Resources FOI Request Required
Heritage Inventory Routine
Heritage Revitalization Agreements Routine
Homeowner Grants - Provincial Finance FOI Request Required
Illegal Suites - Complaints Building FOI Request Required
Illegal Suites - Lists Building FOI Request Required
Inspection Reports - Building Building FOI Request Required
Inspection Reports - Fire Fire Rescue FOI Request Required
Inspections - Workers Compensation Board Human Resources FOI Request Required
Insurance - Employee Benefits Human Resources FOI Request Required
Insurance Policies Finance FOI Request Required
Inventories and Asset Control Finance FOI Request Required
Invoices Finance FOI Request Required
Job Descriptions Human Resources Routine
Job Evaluations Human Resources FOI Request Required
Labour Negotiations Human Resources FOI Request Required
Land Sale / Options / Exchange / Transfer Real Estate FOI Request Required
Leases Real Estate FOI Request Required
Legal Advice - Legal Opinions, Litigation, Case Files, Invoices, Costs Legislative Services FOI Request Required
Licenses - Applications Business Licensing FOI Request Required
Licenses - General Information Business Licensing Routine
Licenses - Individual Files Business Licensing FOI Request Required
Liquor Licenses Planning and Design Routine
Long Term Disability - Individual Files Human Resources FOI Request Required
Management Reviews Human Resources FOI Request Required
Mission Statement Human Resources Routine
News/Media Releases Routine
Nomination Papers - Elections Legislative Services Routine
Notice of Intent and Demolition Bylaw Services FOI Request Required
Occupancy Permits - See Building Permits Building
Official Community Plan (OCP) Routine
Operating Budgets - see Budgets Finance
Organization Reviews/Audits Human Resources Routine
Parade and Banner Permits Engineering Routine
Parcel Tax Roll Review Panel Agendas/Minutes Legislative Services Routine
Parking Permits Bylaw Services Routine
Parking Tickets/Enforcement Bylaw Services FOI Request Required
Payroll Finance FOI Request Required
Performance Planning and Review Human Resources FOI Request Required
Policies - (See Council or Department)
Proclamations (on website) Legislative Services Routine
Property Taxes Finance Routine
Public Hearings - Minutes / Agendas / Notices Legislative Services Routine
Purchase Orders Finance FOI Request Required
Quotations Finance FOI Request Required
Reclassifications Human Resources FOI Request Required
Recreation Programs - Applications / Registrations FOI Request Required
Recreation Programs - General Information Routine
Recreation Surveys FOI Request Required
Remuneration - Staff Human Resources Routine
Reports - Annual Finance Routine
Reports - Financial Finance Routine
Rezoning - Applications Planning and Design FOI Request Required
Rezoning - General Information Planning and Design Routine
Rezoning - Individual Case Files Planning and Design FOI Request Required
Rezoning - Notifications Planning and Design Routine
Rights of Way - Easements Engineering/Real Estate Routine
Secondary Suites - Complaints Building FOI Request Required
Secondary Suites - List Building FOI Request Required
Sign Permits Planning and Design Routine
Signs - Inspections Planning and Design Routine
Special Events/Occasion Permits Planning and Design Routine
Street Busker Permits Business Licensing FOI Request Required
Street Use Permits Engineering Routine
Street Vendor Permits Business Licensing Routine
Subdivisions - Applications Subdivision FOI Request Required
Subdivisions - Plans Subdivision FOI Request Required
Survey Certificates Building Routine
Tax Exemptions Finance Routine
Taxation Assessments - General Finance Routine
Taxes Paid Finance Routine
Telephone Bills Finance FOI Request Required
Tenders (Purchasing) Finance Routine
Timesheets (Payroll) Finance FOI Request Required
Traffic Control - Complaints Engineering FOI Request Required
Training and Development - General Information Human Resources Routine
Training and Development - Individual Employee Human Resources FOI Request Required
Travel Advances Finance FOI Request Required
Travel Allowances and Expenses Finance Routine
Tree Cutting - Applications Subdivision/Engineering Routine
Tree Cutting - Permits Subdivision/Engineering Routine
Unsightly Premises Bylaw Services FOI Request Required
Variance Permits - see Development and Development Variance Permts Planning and Design
Vehicle Permits - see Commercial Vehicle Licenses/Permits Public Works
Vendors/Suppliers Finance (Purchasing) FOI Request Required
Workers Compensation Board (WCB) - Claims Human Resources FOI Request Required
Workplace Inspection Reports Human Resources FOI Request Required
Works and Services Agreement Engineering Routine
Zoning and Rezoning - General Information & Regulations Planning and Design Routine
Zoning and Rezoning - Individual Applications & Supporting Documents Planning and Design FOI Request Required
Zoning and Rezoning - Individual Files Planning and Design FOI Request Required
Zoning and Rezoning - Public Hearing Notices / Agendas / Notes / Reports to Council / Letters of Support or Objections Planning and Design Routine

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Collection and use of your personal information
Information collected on this form is done so under the general authority of the Community Charter and Freedom of Information and Protection of Privacy Act (FOIPPA), and is protected in accordance with FOIPPA.  Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected, or for a use consistent with that purpose. Questions about the collection of your personal information may be referred to the Legislative Services Department at (250) 755-4405, or via email at foi@nanaimo.ca.
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