The ‘contact’ page of the UBID website now has the UBID email addresses for contacting the trustees. https://union-bay.ca/contact/
You might not think it’s important. Read the following excerpt from an article from Jan. 17, 2018 specifically mentioning the problems with personal email addresses: https://allthingsunionbay.com/2018/06/06/union-bay-improvement-district-trustees-wife-thinks-its-okay-to-respond-to-ubid-business/ The UBID has not complied with the FOIPP Act for the last 3 years and don’t seem to understand it is the law. It’s another example of the admin being unqualified. He didn’t have a clue about how email addresses work since he said this: “We have internal email addresses for the staff, and for the trustees, they use the addresses that are posted on the website.” Even residential internet providers allow multiple email addresses, so why was it so complicated to provide 5 additional email addresses? We are paying top dollar for unqualified staff.
“Currently, there are no plans in place to change anything,” said Mason.
“We have internal email addresses for the staff, and for the trustees, they use the addresses that are posted on the website.”
98.9 The Goat also reached out to the Office of the Information and Privacy Commission for British Columbia for further clarification on the rules governing personal email use by public officials.
While they couldn’t comment on the specifics of the Union Bay situation, the agency indicated that there are no regulations in provincial privacy legislation that prohibit the use of personal email accounts.
However, the use can “frustrate” the ability of public bodies to comply with their duties laid out in that legislation, with a focus on the accessibility, security, and storage of records in Canada.
The agency’s response indicated that under the Freedom of Information and the Protection of Privacy Act (FIPPA) in British Columbia, public bodies are required to take reasonable security measures to protect personal information in their custody, or control.
If personal email accounts are being used for public business, the messages are considered to be under the control of that public body.
Emails are also considered records under FIPPA, and are subject to freedom of information requests, which means the public body must be able to search for and retrieve records that fit those requests. According to the agency, personal email use could make this process difficult, as the public body may not be aware of emails that are responsive to the request.