Request for Proposals

Request for Proposals COVER PAGE Local Government Management Association of BC FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT TOOL KIT UPDATE RFP Issue Date: July 29, 2011 RFP Closing Date and time: 2:00 p.m. Pacific Time on August 26, 2011 Method: Location: Proposals are accepted by Courier, Hand, Mail or Electronic Submission to: Local Government Management Association of BC 7 th Floor, 620 View Street Victoria, BC, V8W 1J6 Attention: Elizabeth Brennan, RFP@lgma.ca A Proponent s Meeting will not be held. PLEASE DIRECT ALL INQUIRIES TO: Elizabeth Brennan Local Government Management Association of BC rfp@lgma.ca Proponent Section A person authorized to sign on behalf of the Proponent, and to bind the Proponent to statements made in response to this Request for Proposal, must complete and sign this Proponent Section, and submit this page, with the proposal. The enclosed proposal is submitted in response to the above-referenced Request for Proposal, including any addenda. Through submission of this proposal we agree to all of the terms and conditions of the Request for Proposal and agree that any inconsistent provisions in our proposal will be as if not written and do not exist. We have carefully read and examined the Request for Proposal, including the Administrative Section, and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to be bound by statements and representations made in our proposal. Signature: Legal Name of Proponent, and Doing Business As Name if applicable: Printed Name: Address: Title: Date: i

Update Table of Contents TABLE OF CONTENTS RFP COVER PAGE... i TABLE OF CONTENTS... ii 4. PROPOSAL FORMAT... 6 PART A: ADMINISTRATION 1 5. PROPONENT RESPONSE... 6 1. GENERAL INFORMATION... 1 6. EVALUATION... 7 2. PREPARATION AND SUBMISSION... 1 7. PRICING... 8 3. EVALUATION AND AWARD... 2 PART B: REQUIREMENTS 4 1. INTRODUCTION & SUMMARY OF THE REQUIREMENT... 4 2. DELIVERABLES... 4 PART C: APPENDICES 9 A. Excerpts from Freedom of Information and Protection of Privacy Act Tool Kit..10 B. LGMA Travel Expense Reimbursement Form.16 3. PROPOSED PROJECT TIMING... 6 ii

Part A: Administration PART A: ADMINISTRATION 1. GENERAL INFORMATION 1.1 PURPOSE The purpose of this Request for Proposals (RFP) is to inform private sector businesses of a contract opportunity with the Local Government Management Association of BC ( LGMA ), and to solicit detailed proposals from interested and qualified parties ( Proponents ). 1.2 IDENTIFICATION This Request for Proposals includes: Part A: Administration ( Part A ); Part B: Requirements ( Part B ); Part C: Appendix ( Part C ). It is the responsibility of Proponents to ensure that they have all the components of the RFP package, including all appendices and subsequent addenda. 1.3 CHANGES TO THE RFP Proponents are required to check the LGMA s website for any updated information and Addenda issued before the Closing Date at: http://www.lgma.ca (under What s New ) Any changes by the LGMA to the RFP will be issued by means of written Addenda and posted on the LGMA s website and will form part of the proposal which will be available at least three working days prior to the RFP closing date. All Addenda shall be considered to be integral to the RFP and having the same effect as if part of the original RFP. No amendment of any kind to the RFP is effective unless it is posted in a formal written Addendum on the LGMA s website. Upon submitting a proposal, Proponents will be deemed to have received notice of all Addenda that are posted on the LGMA s website and deemed to have considered the information for inclusion in the proposal submitted. 1.4 MODIFICATION OF TERMS The LGMA reserves the right to modify the terms of this Request for Proposals at any time at its sole discretion. This includes the right to cancel this Request for Proposals at any time prior to entering into a Contract with the successful Proponent. 1.5 OWNERSHIP OF PROPOSALS All proposals submitted, other than any proposal withdrawn prior to the opening of proposals or any late proposal, become the property of the LGMA and will not be returned to Proponents. 1.6 CONFLICT OF INTEREST Prospective Proponents are not eligible to submit a proposal if current or past corporate or other interests of the proponent, or of any of the proponent s subcontractors to be engaged in this project, give rise, in the sole opinion of the LGMA, to a conflict of interest in connection with this project. 1.7 ACCEPTANCE OF TERMS Proposals are submitted and accepted on the basis that Proponents have read and agree to all the terms and conditions of this RFP. 2. PREPARATION AND SUBMISSION 2.1 PROPONENT S CONFERENCE No proponent s conference for this RFP. 2.2 INQUIRIES Inquiries must be submitted via e-mail to: Elizabeth Brennan, Program Coordinator, LGMA, at rfp@lgma.ca At the LGMA's option, inquiries and responses may be posted electronically on the LGMA website http://www.lgma.ca (under What s New ) as an amendment to the RFP. Inquiries will be received up to 3 days prior to the closing date and time. 2.3 PROPOSAL FORMAT All copies of the proposal must conform to the proposal format provided in Part B.4 of this RFP. Failure to follow the prescribed outline may result in a reduction in evaluation points or may be cause for rejection. If alternative solutions are offered, submit the information in the same format using subheadings to identify alternatives. 2.4 PROPOSAL PRICE Proponents are solely responsible for their own expenses in preparing a proposal, including expenses related to conducting negotiations with the LGMA, if any. It is the proponent s responsibility to properly include the relevant taxes in the proposal price. Proposal prices are considered to be inclusive of all applicable taxes. 2.5 COOPERATING FIRMS / SUBCONTRACTORS Where two or more independent firms are cooperating in the submission of a proposal, the proposal shall be submitted in the name of one firm that shall be considered by the LGMA to be the prime contractor. Firms other than the prime contractor shall be identified in the proposal as subcontractors. The 1

Part A: Administration proposal must identify all subcontractors, their qualifications, and their respective roles in the project. Negotiations during proposal evaluation, award and execution of the contract, and all contract payments shall be between the LGMA and the prime contractor. 2.6 SUBMISSION The proposal may be delivered by hand, mail or courier but also must be submitted electronically in PDF format, either by email or on a USB memory stick. A complete proposal must be received at the closing location and before the closing time, along with the following support information: Names of each member of the project team complete with resumes. A work plan and a methodology that provides a clear description of the tasks proposed to carry out the various aspects of the work and to fulfill the objectives. A timetable/schedule for the completion of all tasks. Proposals mailed, couriered or delivered by hand must be submitted in envelopes clearly marked with the name and address of the proponent and the words, "Proposal for LGMA Freedom of Information and Protection Update)" on the envelope. All envelopes should be sealed. Proposals delivered electronically must include the words Proposal for LGMA Freedom of Information and Protection Update)" on the subject line and include the name and address of the proponent in the transmitting email. Late proposals will be returned unopened. 2.7 AMENDMENTS Amendments to the proposal may be made prior to the closing date and time. Amendments: must be submitted in writing and identify the firm and the proposal being amended; must be in accordance with all RFP requirements; should be submitted in a sealed envelope to the LGMA address or sent electronically to the email address shown in the RFP Cover Page. 3. EVALUATION AND AWARD 3.1 CONTRACT AWARD Depending on the proposals submitted in response to this RFP, a contract will normally be negotiated and executed with the leading Proponent (the frontrunner ) selected in accordance with the evaluation criteria (see Part B.6) contained in this RFP. The lowest priced or any proposal will not necessarily be accepted. The LGMA reserves the right to: accept proposals in whole or in part, with or without negotiation; refuse award of the contract to a Proponent the LGMA judges to be fully or over committed on other projects; refuse award of the contract to a Proponent where, in the LGMA s sole opinion, the proposal does not represent fair value; refuse award of the contract to a Proponent where, in the LGMA s sole opinion, the proposal price is considered too low to properly perform the contract; and in the case of a sole proposal being received, either: a) cancel the RFP, return the proposal unopened to the proponent, and re-solicit proposals for better response with or without any change being made to the RFP; or b) open the proposal without reference to the Proponent, and, if such proposal does not merit contract award under the terms and conditions of this RFP, cancel the RFP and re-solicit proposals with or without any change being made to the RFP. 3.2 MANDATORY REQUIREMENTS Proposals not meeting all mandatory requirements of the RFP will be rejected without further consideration. 3.3 CLARIFICATION At the LGMA s sole discretion, one or more Proponent(s) may be asked to provide additional clarification respecting their proposals, or to address areas where the LGMA clarifies its needs. 3.4 SUITABILITY OF THE FRONTRUNNER The frontrunner may be interviewed and/or the LGMA may conduct such independent reference checks or verifications as are deemed necessary to clarify, test, or verify information contained in the proposal and to confirm the suitability of the frontrunner. 3.5 NEGOTIATION WITH THE FRONTRUNNER If a written contract cannot be negotiated within five days of notification to the frontrunner, the LGMA may terminate negotiations with that Proponent and negotiate a contract agreement with another Proponent selected as the frontrunner according to the evaluation procedure, or may choose to terminate the RFP process and not enter into a contract with any of the Proponents. The LGMA reserves the right to modify the RFP at any time during the negotiation phase without notification to other Proponents. 2

Part A: Administration 3.6 OWNERSHIP All documents and materials produced as a result of this contract opportunity will become the property of the LGMA. The Proponent will be required to assign any and all copyright to the LGMA who will have exclusive rights to copy, publish and distribute all materials. 3

Part B:Requirements PART B: REQUIREMENTS 1. INTRODUCTION AND SUMMARY OF THE REQUIREMENT 1.1 Background The Local Government Management Association of BC (LGMA) 1 is a professional organization representing municipal and regional district managers, administrators, officers and other local government officials in the Province of British Columbia. The Association is dedicated to promoting professional management and leadership excellence in local government and to creating awareness of the local government officers' role in the community. The Association provides timely and forward-thinking educational programs for local government professionals that encourage fellowship and networking. With a membership of approximately almost 900 officials, the organization is currently governed by a 13 member Board of Directors. Six staff members attend to daily operations. The Freedom of Information and Protection, most commonly referred to as the LGMA FOIPP Tool Kit, was first published in 2002. Work was done to update the Tool Kit in 2007 and again in 2011 but those updates were never published. A Freedom of Information & Protection of Privacy/Records Management Committee oversees training and publications related to these topic areas. Although the manual continues to be a useful tool for local governments, it has become outdated and the Committee would like to see the Tool Kit become a more relevant resource for workshop training. 1.2 Project Objective The objective of this project is to review, update and add new information to the LGMA FOIPP Tool Kit. This will involve: Reviewing and updating the Tool Kit. Improving readability of the Tool Kit. Developing and integrating instructions on how to manage the freedom of information and protection of privacy implications of social media, records management and video surveillance. Developing process flowchart inserts for staff working with FOIPP. Providing local government examples on all sections to provide context for practitioners. Providing highlights of key Commissioner s Orders on FOIPP matters affecting local government. The revised Tool Kit will be available as a paper document as well as electronically (in Microsoft Word and as a PDF file). 2. DELIVERABLES The Proponent will provide professional consulting services to LGMA staff and the LGMA Freedom of Information & Protection of Privacy/Records Management Committee to review and update the LGMA FOIPP Tool Kit. 1 The Municipal Officers Association of BC was established in 1919. The Association changed its name to the Local Government Management Association of BC in June 2000. 4

Part B:Requirements The Proponent will be required to: 1. Review and update the existing Tool Kit to ensure accuracy of content and include reference to Commissioner s Orders and other legislation affecting local government officials working with FOIPP. 2. Improve readability and flow through restructure or reorganization of the Tool Kit. a. Develop and integrate instructional guidelines on how to manage the freedom of information and protection of privacy implications of social media tools and video surveillance, and any other topic area the Proponent feels would be beneficial to enhance value of the Tool Kit for local government practitioners. The guidelines should address key issues including FOI requests for website posts, and social media releases by local governments. The updates and new content must be consistent with other LGMA manuals, on related topics, including but not limited to the soon to be revised LGMA Records Management Manual, the LGMA Human Resource Toolkit for Local Government Organizations, and the LGMA Elections Manual. 3. Develop process flowchart inserts that provide a visual explanation of the following processes: a. FOIPP Accountability/Reporting Relationship Chart (appointment of Head, appeals to Commissioner ) b. What to Do with a Request for Information Process (model both non-foi and FOI process requests) c. Showing the steps for a routine request d. Showing a fee estimate e. 3 rd party notification f. Time extension g. Protection of Privacy/Personal Information including criteria for determining what may or may not be released. 4. Provide local government examples and best practices on all sections and checklists where applicable/appropriate to provide context for practitioners e.g. requests from realtors and strata corporations for building drawings; use of flash drives and the internet for sending FOI responses to requestors; assessment information and survey plans is this material releasable or the property of BC Assessment and the Land Titles Office? 5. Prepare a DRAFT version of the updated LGMA FOIPP Tool Kit for review by LGMA Freedom of Information & Protection of Privacy/Records Management Committee Members and LGMA staff at a time to be determined within the contract. 6. Following step 5, prepare a FINAL version of the updated LGMA FOIPP Tool Kit. The final version will be provided in three formats: i. a paper copy; ii. an electronic copy on CD Rom in Microsoft Word format; iii. an electronic copy on CD Rom in PDF format. 5

Part B:Requirements 7. Prepare reports and other documentation regarding the project and attend meetings with LGMA staff, LGMA Records Manual Update Committee Members and other key stakeholders. 2.1 Information Available Information and resources that will be made available to the successful proponent: Existing Freedom of Information and Protection, including draft revisions from 2007 and 2011. Tool Kit excerpts, including the introduction and a list of chapters can be found under Appendix B. Copies of relevant LGMA Manuals that will be reviewed for consistency with the FOIPP Act Tool Kit. A seven-member LGMA Records Manual Update Committee will be available to provide feedback at a scheduled meeting. Committee members are local government officials who are knowledgeable of local government freedom of information and protection and privacy practices. Members represent a range of large and small municipalities and regional districts. LGMA staff. 3. PROPOSED PROJECT TIMING It is anticipated that that the project will be completed according to the following schedule. Date July 29, 2011 August 26, 2011 September 16, 2011 September 27, 2011 September 28, 2011 September 28, 2011 September 30, 2011 (tentative) November 22, 2011 (tentative) December 1, 2011 (tentative) Milestone Event RFP issued RFP closes Contract negotiations completed and recommendation to LGMA Board for consideration for approval Contract awarded Notification of selections Commencement of contract Meet with LGMA Freedom of Information & Protection of Privacy/Records Management Committee Present draft version of LGMA Freedom of Information and Protection of Privacy Act Tool Kit completed Present final version of LGMA Freedom of Information and Protection of Privacy Act Tool Kit completed and completion of contract 4. PROPOSAL FORMAT The following format, sequence, and instructions should be followed in order to provide consistency in Proponent response. All pages should be consecutively numbered. a) A signed RFP cover page b) Table of contents including page numbers c) The body of the proposal, including pricing, as outlined under Proponent Response in Parts B.5 and B.7 below. 6

Part B:Requirements 5. PROPONENT RESPONSE 5.1 Respondent Qualifications The LGMA is seeking a professional who possesses up to date knowledge of best practices in managing freedom of information and protection of privacy. Ideally, the professional will have first-hand knowledge and experience with freedom of information and protection of privacy in the local government sector. Proponents should describe their knowledge, experience and skills in the following areas: a) Knowledge of freedom of information and protection of privacy legislation, principles, operations and procedures. b) Experience and knowledge in managing freedom of information and protection of privacy requests and processes within organizations in the BC local government sector. c) Other related experience/knowledge d) Demonstrated experience in managing projects. e) Experience preparing materials or documents for a web-based format would be an asset. 5.2 Methodology a) Proponents should describe the proposed methodology for achieving the Deliverables noted in Part B. 2 above. b) The methodology section should include a work plan of proposed tasks to carry out the various aspects of the work to fulfill the objectives. c) The methodology section should include a timetable/schedule for all tasks. 5.3 Respondent Credentials a) Include a resume for each member of the project team. b) For each team member, include number of years providing services of a similar nature. c) For each team member, provide three references. If possible, Proponents are encouraged to include referees who were clients for similar projects that have been completed within the last three years. 6. EVALUATION This section details all of the mandatory and desirable criteria against which proposals will be evaluated. Proponents should ensure that they fully respond to all criteria in order to receive full consideration during evaluation. 6.1 Mandatory Criteria Proposals not clearly demonstrating that they meet the following mandatory criteria will be excluded from further consideration during the evaluation process. a) The proposal must be received at the closing location by the specified closing date and time. b) The proposal must be in English. c) A completed and signed RFP cover page including proponent section must be submitted with the proposal. 7

Part B:Requirements d) Proponents must provide details as to how they meet the requirement of Part B, section 5.1 of this RFP. e) Proponents must provide detail on their approach (methodology) to this project and a proposed timeline for the project. f) One complete electronic copy must be submitted. The electronic copy must be in PDF format. The proponent may submit a paper copy as well. 6.2 Desirable Criteria Proposals meeting all of the mandatory criteria will be further assessed against desirable criteria. Desirable Criteria Proposed approach/methodology Appropriate processes for tasks outlined Timelines Clarity of presentation Total Available Points Minimum Required 30 10 Demonstrated knowledge and experience Knowledge of freedom of information and protection of privacy legislation and practices Relevant local government experience Relevant prior projects Skills of proposed project team Soundness and relevance of references 40 35 Pricing 30 TOTAL POINTS 100 7. PRICING 7.1 Fees 2 Proponents must provide an all-inclusive (including taxes) budget price for the services indicating the basis for all costing in the budget for the work outlined, including: i. hourly rates and resource time estimates ii. administration/support costs (where relevant) iii. expenses (see below) 7.2 Expenses Any travel expenses incurred by the successful Proponent to attend meetings required by the LGMA will be reimbursed at cost and rates indicated in the LGMA Travel Expense Reimbursement Form presented as Appendix B. In the proponent response submission 2 Note: the LGMA is not bound to accept the lowest price or any proposal of those submitted. 8

Part B:Requirements include estimated project team expenses to attend three (Initial meeting, present draft report, present final report) meetings in Vancouver/Richmond. The costs of convening project meetings will be covered by the LGMA and should not be included as a project expense. 9

Part C: Appendices PART C: APPENDICES A. Excerpts from current Freedom of Information and Protection (A complete version of the current Toolkit is available on the LGMA website (www.lgma.ca )under the What s New heading. B. LGMA Travel Expense Reimbursement Form 10

Part C: Appendices Appendix A Excerpts Current FOIPP Act Tool Kit Introduction to 2011 Revised Tool Kit... 8 PART 1 OVERVIEW AND PERSONNEL (2011 comment - separate into Parts 1, 2, 3) Chapter 1: Overview of the Legislation... 10 1.1 Purpose... 10 1.2 Scope... 10 1.3 Records Subject to the Act... 11 Chapter 2: The Head and the FOI Coordinator... 12 2.1 Summary... 12 2.2 Designation Requirement... 12 2.3 How to Designate a Head... 13 2.3.1 Joint Municipal Bodies... 13 2.4 Who may be Head... 13 2.5 FOI Coordinator Position... 14 PART 2 FREEDOM OF INFORMATION Chapter 3: Request Processing Checklist (2011 comment consider moving to Appendix)... 15 3.1 Summary... 15 3.2 Calculation of Time Limits... 15 3.3 Timetable... 15 3.4 Checklists: Processing an Access Request... 16 3.4.1 Receive and Clarify Request... 16 3.4.2 Locate and Retrieve Records... 17 3.4.3 Review Records and Make Decisions... 17 3.4.4 Prepare Response Package... 18 3.5 Checklists: Processing Requests to Correct Personal Information... 18 3.5.1 Receive and Clarify Request... 18 11

Part C: Appendices 3.5.2 Locate and Retrieve Records... 19 3.5.3 Review Records and Made Decision... 19 3.5.4 Prepare Response Package... 19 Chapter 4: Getting Started on a Request (2011 comment - chapters to be renumbered if move checklist from Chapter 3 to Appendix)... 20 4.1 Summary... 20 4.2 What is a Request?... 20 4.3 Duty to Assist... 20 4.4 Interpreting Requests... 21 4.5 Locating Records... 21 4.6 Creating a Record... 22 4.7 Combining Two or More Requests... 22 4.8 Assigning File Numbers... 23 4.9 Acknowledgment Letters... 23 4.10 Extending the Time Limit for Responding... 23 4.11 Gathering Responsive Records... 23 Chapter 5: Scope of the Act... 25 5.1 Summary... 25 5.2 What is a Record?... 25 5.3 Does the Act Apply to Every Record?... 25 5.4 Custody or Control... 25 5.4.1 Fire Investigation Reports... 26 5.4.2 Record Created by Council Task Forces... 26 5.5 Records Outside the Scope of the Act... 26 5.5.1 Records of Elected Officials of Public Bodies... 26 5.5.2 Records of the RCMP... 27 5.5.3 Records of the Ombudsman Office... 27 Chapter 6: Charging Fees... 28 6.1 Summary... 28 6.2 What Services Can be Charged to an Applicant?... 28 6.3 What Services Cannot be Charged to an Applicant?... 28 6.4 How Much Should an Applicant be Charged?... 28 12

Part C: Appendices 6.5 Are Commercial Applicants Charged Differently than Individuals?... 29 6.6 How Much of a Deposit is Required?... 29 6.7 Can the Fees be Waived?... 30 6.8 What if the Applicant Waits Until the Last Day to Approve the Fee?... 30 6.9 What if the Applicant Doesn t Pay the Fees?... 30 6.10 What Happens if the Applicant Doesn t Respond to the Fee Estimate?... 30 6.11 Is this a Cost Recovery Service?... 31 6.12 What if the Applicant Wants to Appeal or Complain about the Fee Charged?... 31 Chapter 7: Transfering a Request... 32 7.1 Summary... 32 7.2 When a Reqeust May Be Transferred... 32 7.3 How to Transfer a Request... 32 Chapter 8: Third Party Notice... 34 8.1 Summary... 34 8.2 Giving Third Party Notice... 34 Chapter 9: Withholding Information... 36 9.1 Summary... 36 9.2 Section 12: Cabinet and Local Public Body Confidences... 36 9.3 Section 13: Policy Advice, Recommendations or Draft Regulations... 37 9.4 Section 14: Legal Advice... 37 9.5 Section 15: Disclosure Harmful to Law Enforcement... 38 9.6 Section 16: Disclosure Harmful to Intergovernmental Relations or Negotiations... 39 9.7 Section 17: Disclosure Harmful to the Financial or Economic Interests of a Public Body... 39 9.8 Section 18: Disclosure Harmful to the Conservation of Heritage Sites, Etc... 40 9.9 Section 19: Disclosure Harmful to Individual or Public Safety... 40 9.10 Section 20: Information that will be Published or Released in 60 Days... 40 9.11 Section 21: Disclosure Harmful to Business Interests of a Third Party... 41 9.12 Section 22: Disclosure Harmful to Personal Privacy... 42 Chapter 10: Appeals to the Office of the Information and Privacy Commissioner. 43 10.1 Summary... 43 10.2 Who is the Commissioner and What is the Office of the Information and Privacy Commissioner?... 43 10.3 Reviews of Complaints... 43 10.4 Intake Officers... 44 13

Part C: Appendices 10.5 Early Intervention Officer... 44 10.6 Portfolio Officers... 45 10.7 The Formal Inquiry... 45 PART 3 PERSONAL INFORMATION Chapter 11: Collection of Personal Information... 46 11.1 Summary... 46 11.2 General Principles... 46 11.3 Purpose for Collection... 47 11.4 Method of Collection... 47 11.5 Sample Wording for Privacy Notifications... 48 11.5.1 Business Licences... 48 11.5.2 Employee Forms... 48 11.5.3 Development Notification Letters... 48 11.5.4 Surveys and Questionnaires... 49 Chapter 12: Use and Disclosure of Personal Information... 50 12.1 Summary... 50 12.2 Accuracy of Personal Information... 50 12.3 Corrections of Personal Information... 50 12.4 Security of Personal Information... 51 12.5 Retention of Personal Information... 51 12.5.1 Retention of Unsolicited Resumes... 51 12.6 Use of Personal Information... 51 12.7 Disclosure... 52 12.7.1 Relationship Between Sections 22 and 33... 52 12.7.2 Need to Know versus Consistent Use... 53 12.7.3 Disclosing Personal Information to Third Parties... 54 Chapter 13 (2011 Comment move all following chapters to Appendices) Appendix 1: Tips for Training Staff... 55 1.1 Summary... 55 1.2 Training... 55 1.3 Who to Train... 55 1.4 How to Train... 55 Appendix 2: Sample Freedom of Information and Protection of Privacy Bylaw... 57 14

Part C: Appendices 2.1 SUMMARY... 57 Sample Bylaw... 58 Schedule A to Bylaw No., 20... 61 Appendix 4: Model Letters... 63 3.1 Summary... 63 Acknowledgement... 64 Fee Estimate... 65 Response -- Records Releasable... 67 Response -- Information Withheld... 68 Transfer (Letter to Applicant)... 69 Transfer (Letter to Other Public Body)... 70 Third Party Notice -- Third Party Version... 71 Third Party Notice -- Applicant Version... 72 Time Extension... 73 Appendix 5: Video Surveillance (content to be developed)... 74 Appendix 6: Further Resources... 75 5.1 Summary... 75 5.2 Office of the Information and Privacy Commissioner... 75 5.3 Privacy and Legislation Branch... 75 5.4 Summary of Good FOIPP Practices... 77 15

Part C: Appendices INTRODUCTION TO 2011 REVISED TOOL KIT This Tool Kit has been prepared to assist those employees who have been designated as the Head or Coordinator for the purposes of administering the Freedom of Information and Protection of Privacy Act (the Act). However, anyone who deals with the Act at the local government level will find this Tool Kit useful. The Tool Kit also suggests some ideas for establishing policies that have been successfully administered in other jurisdictions. The Tool Kit includes best practice suggestions for designating staff for Freedom of Information (FOI) purposes, responding to requests and interpreting and applying the sections of the Act to withhold and disclose information. The Tool Kit also suggests some ideas for establishing policies that have been successfully administered in other jurisdictions, and includes sample bylaws and letters. The revised edition also includes a new chapter on privacy and video surveillance The Tool Kit does not address every section of the Act. It is intended to give an overview of the most commonly applied provisions of the Act. Careful reference to the provisions of the Act and applicable Orders of the Information and Privacy Commissioner (the Commissioner ) should be made on all matters. This Tool Kit is not a substitute for the Act or its interpretation by the Commissioner and the Courts. The Tool Kit was originally published in Spring 2002 and amended in August 2002. The Act has undergone several amendments since that time and many Commissioner s Orders have been issued since 2002 that affect the interpretation of the Act. As a result, the LGMA FOI Committee has revised the Tool Kit with this edition. All local government officials are encouraged to comment on and critique this material to ensure that all essential information is included. Updates will be circulated as the need arises. 16

Part C: Appendices Appendix B LGMA Travel Expense Reimbursement Form TRAVEL EXPENSE REIMBURSEMENT FORM LOCAL GOVERNMENT MANAGEMENT ASSOCIATION 7 th fl, 620 VIEW STREET, VICTORIA, V8W 1J6 Phone 250-383-7032 Fax # 250-383-4879 NAME: ADDRESS: DATES: REASON: (Please attach receipts for transportation, accommodation and other miscellaneous expenses) PER DIEM ALLOWANCE: days @ $60.00 per day ($10. $15, $25)(misc. $10.) $ days @ $70.00 (Lower Mainland)($12, $18. $30)(misc. $10.) $ ½ days at $30.00 or $35.00/or individual meals only travel originating after 12:00 noon $ If meals are provided as part of an event then no allowance shall be provided for that portion of the per diem. AS PER REIMBURSEMENT TRAVEL POLICY #007, COSTS WILL BE REIMBURSED AT THE RATE OF THE LOWEST AIR CARRIER, OR MILEAGE COSTS TRAVEL COSTS: Return Airfare $ Taxi or Shuttle Bus charges: Car Mileage: km @ $0.525 per km $ $ PARKING: Parking Fees days @ per day $ (Receipts required) ACCOMMODATION: Accommodation for night (s) including taxes $ OTHER COSTS: $ (Receipts required) TOTAL EXPENSES CLAIMED: $ SIGNATURE: 17

Part C: Appendices NOTES: 1 - If travel originates after 12:00 noon, one-half the per diem rate may be claimed. On return, if travel is completed before 12:00 noon, one half the per diem rate may be claimed. 2 - In addition to return airfare, limousine service (shuttle bus or taxi) and parking fees are allowed. 3 - Car mileage rate may be claimed only when no air service is available or car travel is obviously the cheaper form of travel. 4 Other expenses may require prior approval of the Board and receipts will be required. (For additional information refer to Travel Expense Policy #007.) Office Use Only Description Account Code Amount H.S.T. Paid on Purchases 1039 Total 18