The Office of the City Clerk directs the administrative functions of City Council and Committees as outlined in The Cities Act and is also responsible for administering The Local Authority Freedom of Information and Protection of Privacy Act.
The City Clerk is entrusted with maintaining, processing, and recording all proceedings and other records of the City Council and the City to include minutes, contracts, deeds, grants, ordinances, resolutions and is appointed as the Returning Officer for the Municipal/School Board Election. The Office of the City Clerk also maintains City bylaws, corporate records and the City of Regina Archives.
Access to Information and Protection of Privacy
The Local Authority Freedom of Information and Protection of Privacy Act (LA FOIP) promotes the openness and transparency of municipal government as well as the protection of an individual’s privacy. The Act enables any person to apply for access to records held by the City and establishes rules on how the City collects, uses and shares personal information.
The Act incorporates two distinct concepts: access to information and protection of privacy. It is based on four fundamental principles:
- The public has the right of access to information held by the City.
- Exemptions apply to protect certain information from disclosure.
- Individuals have a right to protection and correction of their personal information held by the City.
- There is a provision for independent review of the City’s decisions to release or withhold information.
Access to Information
You have a right to request any records in the possession or control of the City of Regina. Records can include information that is written, photographed, recorded, digitized or stored in any manner but do not include computer programs or other mechanisms that produce records.
The City supports the belief that public business should be conducted in public. We routinely and proactively release information that does not contain personal information about other individuals or include information exempt from disclosure under LA FOIP.
Access to Information Requests
The Access to Information process is used when an applicant is looking for information contained in City records and is used for requesting records in the possession and/or under the control of the City.
Submit your Access to Information request in writing and provide enough detail to assist staff in locating and retrieving the requested records. Complete the Access to Information Request Form then deliver in person, mail, email or fax your request to:
City of Regina
Access and Privacy Team
Office of the City Clerk
PO Box 1790
2476 Victoria Avenue
Regina SK S4P 3C8
Email: lafoip@regina.ca
Fax: 306-777-6809
Applicants who request access to records on multiple, unrelated topics may be required to submit individual requests based on the related subject matter.
Fees
A $20 application fee is payable at the time the application is made. In addition, the City may charge certain processing fees related to searching for a record or preparing it for release. Where fees are assessed at $100 or more, a fee estimate will be provided before processing your request. The City may request a deposit of 50% of the fee estimate before proceeding with the request. The other 50% is payable when the information is provided.
Payment may be made in person at City Hall, by mail or by phone. For payment by debit or credit card call 306-777-7262. If you have been provided with an access to information request number please quote it when making payment.
Fees are charged in accordance with section 5 of The Local Authority Freedom of Information and Protection of Privacy Regulations.
Response Time
The City is required to respond within 30 calendar days of receiving the request and application fee.
If the request is large, there are a large number of requests, consultation is necessary or third party notice is required, the City may extend the timeframe to a maximum of 60 days.
Please narrow the scope and timeframe of your request as much as possible to reduce fees and speed response time.
Release of Information
The City may not be able to release certain information. If information is not released, the City references the section of the Act applied to each exemption.
If you are not satisfied with the response, a Request for Review may be made to the Saskatchewan Information and Privacy Commissioner within one calendar year.
Public Access
Responses to access to information requests may be published to the City of Regina Open Data website at the City’s discretion. Published requests are made available on the Open Data website a minimum of three business days following release of the records. Your identity as the applicant is protected.
Other Resources
Privacy
The City of Regina is committed to protecting personal and confidential information. All personal information is managed in accordance with The Local Authority Freedom of Information and Protection of Privacy Act.
Learn more about how the City of Regina collects, uses and discloses personal information by visiting our Privacy page or accessing our Privacy Policy.
How Provincial Acts Affect the City of Regina
The responsibilities and duties that the City of Regina must follow are contained in provincial acts. Bylaws work in conjunction with these acts to ensure your safety. Some of the acts that affect residents living in Regina include:
- The Cemeteries Act
- The Cities Act, 2002
- The Local Authority Freedom of Information and Protection of Privacy Act
- The Local Improvements Act, 1993
- The Weed Control Act
- The Planning and Development Act, 2007
- The Tax Enforcement Act
All provincial acts can be viewed by visiting Publications Saskatchewan.
Integrity Commissioner
The Integrity Commissioner is a neutral, independent officer appointed by the City to investigate and adjudicate potential violations of the City’s Code of Ethics Bylaw, which applies to Council members. Any person may make a complaint to the Integrity Commissioner if they feel that a Council member has violated the bylaw. In addition, the Integrity Commissioner will provide advice and guidance to Council members on ethics matters that fall within the City’s Code of Ethics Bylaw.
If you wish to file a complaint about an elected official’s conduct or ethical behavior that falls within the jurisdiction of The Code of Ethics Bylaw, the following is required:
- Complete the Code of Ethics Request for Investigation Complaint Form and;
- Submit the completed complaint form to the Integrity Commission:
Contact Integrity Commissioner
Angela Kruk
3132 Avonhurst Drive
Regina, SK S4R 3J7
306-949-5544
integritycommissioner@gateslaw.ca
Complaints need to be in writing and need to set out the basis for the complaint as well as information about the complainant. Anonymous complaints will not be accepted.
Please note that the Integrity Commissioner does not have any authority to investigate or adjudicate complaints with respect to city employees, conflict of interest pursuant to sections 114-119 of The Cities Act or violations of the Criminal Code.
Petitions
There are two formal types of petitions legislated under The Cities Act; a petition for a special public meeting (Section 103) or a petition for referendum (Section 106). The details on what and how to conduct these petitions is available in The Cities Act.
Any petition is required to be addressed to the City Clerk. It can be emailed to clerks@regina.ca, faxed to 306-777-6809, dropped off at City Hall’s Ambassador Desk, or mailed into the Office of the City Clerk, Queen Elizabeth II Court, 2476 Victoria Avenue, Regina, SK S4P 3C8.
Protocol
The Office of the City Clerk is responsible for planning and conducting official ceremonies, visits from members of the Royal Family, Lieutenant Governor, foreign heads of state and government, and consults and advises on protocol matters, including forms of address, flag raisings, proclamations and gift exchanges.
Freedom of the City
Freedom of the City is a symbolic honour that city council awards a military unit, granting them the privilege of marching into the city "with drums beating, colours flying, and bayonets fixed". The honour is usually given to local regiments in recognition of their dedicated service, and it is common for them to periodically celebrate their freedom by arranging a parade through the city.
Flag Raisings
Flags are important symbols of honour and should be displayed appropriately, consistently, and with respect. The City of Regina follows the Flag Protocol Procedure when flying flags in front of City Hall in the Queen Elizabeth II Courtyard and at other City facilities.
The City raises flags on the community flag pole to commemorate significant events or campaigns in the city. To request a flag raising at City Hall, please complete the Flag Raising Request Form.
Purchase a Flag
The following flags can be purchased in person at City Hall:
| Canada Flag - $50 | Saskatchewan Flag - $70 |
| Regina Flag - $40 | Royal Union Jack Flag - $70 |
| Metis Flag - $100 | Treaty 4 Flag - $100 |
Albert Street Memorial Bridge Flag Raisings
The following is the flag schedule for the Albert Street Bridge and could change based on any national/international event that may occur:
| January - Saskatchewan | February - Canada/Saskatchewan/Union Jack |
| March - Regina | April - Canada |
| May - Saskatchewan | June - Metis/Treaty 4/Regina |
| July - Canada | August - Saskatchewan |
| September - Canada/Treaty 4 | October - Canada |
| November - Saskatchewan | December - Canada/Saskatchewan/Union Jack |
Proclamations
Proclamations are a ceremonial document, approved and signed by the Mayor to recognize a person, event or organization for a specific day, week or month. Subject to The Saskatchewan Human Rights Code the Mayor may, in his sole discretion, approve proclamations submitted at least one month prior to the proposed date for the proclamation, provided the proclamation does not:
- promote any commercial business;
- involve any person or organization which promotes hatred of any person;
- contain any inflammatory, obscene or libelous statement
If you would like to request a proclamation, please read the Proclamation Request Requirements before completing the Proclamation Request Form.
