Email string to date.

RE: FOI 0580-20-2025-13 — Fee Waiver Decision Requested within 7 Days

Amanda Graham​

Good morning Gary,

Please see attached correspondence regarding your request for a Fee Waiver with respect to this FOI request. The attached letter also clarifies the final scope of the request.

Please let me know if you have any questions.

Thank you,

Amanda

Amanda Graham
Corporate Officer
Village of Harrison Hot Springs
Resort Municipality

T: 604-796-2171
W: harrisonhotsprings.ca
P.O. Box 160, 495 Hot Springs Road
Harrison Hot Springs, BC V0M 1K0

From: Gary Webster
Sent: November 7, 2025 9:48 AM
To: Amanda Graham
Subject: Re: FOI 0580-20-2025-13 — Fee Waiver Decision Requested within 7 Days

Hi Amanda, Thank you for clarifying the three grant funds connected to the dike-upgrade project. To ensure the record set is complete and captures the full evoltion of the project, please extend the

sophospsmartbannerend

Hi Amanda,

Thank you for clarifying the three grant funds connected to the dike-upgrade project.

To ensure the record set is complete and captures the full evolution of the project, please extend the timeframe for Item 5 to begin January 1, 2021.

This will include all three grants you identified:

1. 2021 CEPF – Flood Risk Assessment / Mitigation Planning

2. 2022 Canada Community-Building Fund – Strategic Priorities ($6 million)

3. 2024 CEPF – Disaster Risk Reduction Climate Adaptation ($5 million)

This clarification is made to ensure completeness within the same FOI file and should not restart any timelines already in effect.

The public-interest fee-waiver request under s. 75(5)(b) remains in effect, given the clear connection to public safety, environmental protection, and emergency preparedness. Please confirm that the updated timeframe is noted and that all three grant records will be included in your review and any subsequent release.

Regards,

Gary Webster

From: Amanda Graham
Sent: Thursday, November 6, 2025 8:47:21 AM
To: Gary Webster
Subject: RE: FOI 0580-20-2025-13 — Fee Waiver Decision Requested within 7 Days

Hi Gary,

Thank you. There are three grant funds associated with the dike upgrade:

1. 2021 Community Emergency Preparedness Fund – Flood Risk Assessment, Flood Mapping and Flood Mitigation Planning, awarded to the Village in July 2021 for $149,927.50. This grant was used to conduct an assessment for flood risk and potential mitigation options.

2. 2022 Canada Community-Building Fund in British Columbia – Strategic Priorities Fund for $6 million. That grant application was submitted in June of 2022. The project description is upgrading the elevation of the waterfront dike and the road to the waste water treatment plant.

3. 2024 Community Emergency Preparedness Fund – Disaster Risk Reduction Climate Adaptation for $5 million. That grant application was submitted in February of 2024. The project description is upgrading the dike and waste water treatment plant access road, with additional funding required to implement a feasible design that meets community objectives.

With the current timeframe of your request, the only grant application information that would be captured is the third grant. Are you okay with that or do you wish to expand the timeframe of your item #5 request to start January 1, 2021 to capture all of that information?

Thank you,

Amanda Graham
Corporate Officer
Village of Harrison Hot Springs
Resort Municipality

T: 604-796-2171
W: harrisonhotsprings.ca
P.O. Box 160, 495 Hot Springs Road
Harrison Hot Springs, BC V0M 1K0

From: Gary Webster
Sent: October 22, 2025 9:28 PM
To: Amanda Graham
Subject: Re: FOI 0580-20-2025-13 — Fee Waiver Decision Requested within 7 Days

Hi Amanda, I forgot to mention, this clarification is not intended to exclude any records reasonably connected to the Dike Upgrade or Deployable Flood Barrier Project, including records relating to de

sophospsmartbannerend

Hi Amanda,

I forgot to mention, this clarification is not intended to exclude any records reasonably connected to the Dike Upgrade or Deployable Flood Barrier Project, including records relating to design, funding, seepage mitigation, testing, implementation, or project oversight.

Thank you, Gary Webster

From: Amanda Graham
Sent: Wednesday, October 22, 2025 1:51:53 PM
To: Gary Webster
Subject: RE: FOI 0580-20-2025-13 — Fee Waiver Decision Requested within 7 Days

Hi Gary,

Thank you for your email.

Section 75(6) of the Act requires that the public body respond to a request to waive fees within 20 business days of receiving the request. I have to conduct a preliminary examination of the records and make a determine as to whether they relate to a matter of public interest while considering several factors as outlined by various OIPC orders and decisions. Your request to waive the fees was received on October 17, 2025 therefore the maximum timeframe for a response in regard to fee waiver is November 17, 2025. I will endeavour to provide you with a response on the fee waiver prior to that date, but I do require time to consider the fee waiver request in accordance with the Act.

As outlined in the fee estimate letter, if you are looking to narrow the scope of your request to either reduce the time spent and therefore the fees, I can try and assist with that. For example, in item 5 you request “copies of all project funding applications, grant agreements, and correspondence with provincial/federal agencies regarding this project”. Locating and retrieving correspondence is very time consuming and therefore contributes to a large portion of the fee. If you can provide specifics regarding what exactly you are looking for within the correspondence with those agencies, this can assist in narrowing the scope. For example, can item 5 be narrowed to requesting correspondence relating to “seepage mitigation” only?

While the fee waiver is under consideration the timeframe for response stops so I cannot proceed with rolling disclosure of any records until the matter of the fee waiver is addressed. I also want to clarify that whether a record is “contentious” is not a factor taken into consideration while reviewing records for disclosure. Public bodies are only able to redact or except records from disclosure in limited circumstances as outlined by the Act, and those are the factors I must consider. The executed contract and appendices will be a record that requires third party responses from not only Northwest Hydraulic Consultants, but Thurber Engineering, Legacy Environmental and space2place. For the first two items you’ve requested, I anticipate that there will be redactions under section 21 of the Act with respect to harm to third party. The reason for this is that these types of documents often contain proprietary information that could be harmful to their business interests, like unit pricing which is routinely withheld from disclosure.

I hope this helps to add some clarity and context. If you do not wish to narrow the scope of your request, I will continue to consider your fee waiver request. If you do wish to narrow the scope or have any other questions, please don’t hesitate to contact me.

-Amanda

Amanda Graham
Corporate Officer
Village of Harrison Hot Springs
Resort Municipality

T: 604-796-2171
W: harrisonhotsprings.ca
P.O. Box 160, 495 Hot Springs Road
Harrison Hot Springs, BC V0M 1K0

From: Gary Webster
Sent: October 18, 2025 7:38 PM
To: Amanda Graham
Subject: FOI 0580-20-2025-13 — Fee Waiver Decision Requested within 7 Days

Hi Amanda, Further to our correspondence, I’m requesting a decision on my fee waiver under FIPPA s.75(5)(b) (public interest: public safety, environment, emergency preparedness) within 7 calendar days

sophospsmartbannerend

Hi Amanda,

Further to our correspondence, I’m requesting a decision on my fee waiver under FIPPA s.75(5)(b) (public interest: public safety, environment, emergency preparedness) within 7 calendar days, by Saturday, October 25, 2025.

If the Village is not prepared to waive the fee in full, please provide by that date:

• A written decision with reasons;

• A line-item fee breakdown (tasks, hours, rates) tied to specific record groups; and

• Any reductions applied in light of the public-interest factors.

While the waiver is under consideration, please proceed with rolling disclosure of non-contentious records (e.g., executed contracts/appendices and other materials that do not require third-party consultation). If you anticipate third-party consultations or severing, please identify the statutory sections being relied upon and provide the revised response date.

Thank you, Gary Webster

From: Gary Webster
Sent: Friday, October 17, 2025 12:17 PM
To: Amanda Graham
Subject: Re: Dike Procurement and Design FOI Request

Hi Amanda,

Thank you for your email and for clarifying the amended timeframe and wording of item #2 to “specific to the dike upgrade project.” I confirm that I agree with this wording and scope.

I also appreciate your willingness to provide a rolling release of records as they become available. Please proceed on that basis.

Regarding the fee estimate: I am formally requesting that the fee be waived under the public interest provisions of the Freedom of Information and Protection of Privacy Act. The dike upgrade project directly affects public safety, environmental protection, and emergency preparedness for the entire community. It is clearly a matter of public interest, not a private one, and the disclosure of this information benefits the broader public.

Given the significance of this project and the number of public agencies and third parties involved, I believe the waiver is both appropriate and consistent with the intent of the legislation.

Thank you for your consideration. I look forward to your confirmation that the rolling release will proceed and that the fee waiver request will be reviewed.

Thank you, Gary Webster

From: Amanda Graham
Sent: Friday, October 17, 2025 11:39 AM
To: Gary Webster
Subject: RE: Dike Procurement and Design FOI Request

Good morning Gary,

Thank you for that clarification. I have made a note of your amended timeframe to start on January 1, 2023. Based on the parameters of your request, I have prepared the attached fee estimate letter. You will note that I have amended number 2 by adding “specific to the dike upgrade project”. Please review and let me know your thoughts as to how you wish to proceed.

In response to your last line regarding third-party consultations, there will be significant third-party consultations. The agreement with NHC contains information relating to NHC, space2place, Legacy Environmental and Thurber Engineering Ltd., all of whom will need to be consulted. Having said that, I am currently working on a separate FOI request where the agreement with NHC has been identified as a responsive record so I am hopeful that your requested item 1 won’t extend the timeframe for response in this case by too much. Additionally, any federal or provincial agencies identified in your number 5 request for access will have an opportunity to comment as well. I am happy to do a rolling release of records as they are ready if possible.

Thank you, please let me know if you have any questions.

-Amanda

Amanda Graham
Corporate Officer
Village of Harrison Hot Springs
Resort Municipality

T: 604-796-2171
W: harrisonhotsprings.ca
P.O. Box 160, 495 Hot Springs Road
Harrison Hot Springs, BC V0M 1K0

From: Gary Webster
Sent: October 16, 2025 10:28 AM
To: Amanda Graham
Subject: Re: Dike Procurement and Design FOI Request

Hi Amanda, Thanks for the clarification. I agree to amend the timeframe to January 1, 2023 – October 10, 2025. For Item 2, please limit it to the Dike Upgrade Project only. I am not seeking records re

sophospsmartbannerend

Hi Amanda,

Thanks for the clarification.

• I agree to amend the timeframe to January 1, 2023 – October 10, 2025.

• For Item 2, please limit it to the Dike Upgrade Project only. I am not seeking records related to the February 20, 2024 RFIQ process at this time.

For certainty, Item 1 should include the NHC prime contract and all appendices/schedules, including any embedded proposals from team members -Thurber Engineering, Space2Place.

Please proceed under s. 5(1)(a) FIPPA on that basis.

Kindly provide:

• A fee estimate before processing,

• Electronic copies (PDF/native) where possible,

• Rolling release of records as they’re ready, and

• An index of records with date, author, brief description, and any exemptions applied.

If you anticipate third-party consultations or severing, please let me know the basis (sections) and the revised timeline.

Thank you, Gary

From: Amanda Graham
Sent: Thursday, October 16, 2025 9:45:56 AM
To: Gary Webster
Subject: FW: Dike Procurement and Design FOI Request

Good morning Gary,

Thank you for your payment of the $10 application fee, received yesterday. I just wanted to clarify a few aspects of your request. Pursuant to section 5(1)(a) of the Act, the request must provide enough detail for me to identify the record sought.

You have indicated a time period of January 1, 2024 to October 10, 2025. Based on the documents you’ve requested access to, I believe a more appropriate timeline would be January 1, 2023 to October 10, 2025. If we stick to your original time period, it is likely that several of the documents you are seeking access to will not be captured within that timeframe. For example, our contract with NHC was executed in the summer of 2023. Please let me know if you are okay with that amended date.

I am hoping for clarification of your second item which is “All bids, proposals, or sole-source justifications for work awarded to Thurber Engineering or any other firm.” NHC is the primary contract holder for the Dike Upgrade Project. Thurber Engineering is a subcontractor to NHC for that project. We did not award anything directly to Thurber Engineering in relation to the dike project. They are part of NHC’s team which also includes Space2Place Design Inc. Thurber’s proposal was part of NHC’s proposal, which is an appendix of the contract between NHC and the Village and would be captured under point 1 of your request.

In February of 2024, staff presented a Report to Council regarding the results of a Request for Information and Qualifications (RFIQ) process for consulting services. Thurber Engineering was one of three firms awarded as one of our preferred consultants for Geotechnical Engineering and Environmental Consulting. This is not specific to the dike. Rather, that process was intended to identify consultants that we can rely on any time such services may be required. You can view the staff report on page 143 of the February 20, 2024 agenda package here https://www.harrisonhotsprings.ca/sites/default/files/2024-02/2024.02.20%20RC%20Mtg%20Pkg.pdf

Can you confirm whether point number 2 is intended to be specific to the Dike Upgrade project or whether your intent was to capture the RFIQ process as well? If you are seeking access to documents related to the February 20, 2024 staff report and that process, it will significantly expand the scope of your request and will likely result in a time extension under the Act as we will have to consult with every consultant company for any harms to third parties, and a higher fee quotation as more time will be required to locate, retrieve, produce and prepare the records. If point number 2 is intended to be just related to the dike, please confirm.

Once I receive clarification on the timeline and the questions I’ve asked regarding item 2, I will be able to proceed with your request and will send you a formal letter acknowledging the request and outlining our timeline for response. If it is easier to discuss over the phone or in person, please don’t hesitate to contact me. If you have any questions, please let me know.

Thank you,

Amanda

Amanda Graham
Corporate Officer
Village of Harrison Hot Springs
Resort Municipality

T: 604-796-2171
W: harrisonhotsprings.ca
P.O. Box 160, 495 Hot Springs Road
Harrison Hot Springs, BC V0M 1K0

From: Amanda Graham
Sent: October 10, 2025 10:54 AM
To: 'Gary Webster'
Subject: RE: Dike Procurement and Design FOI Request

Hello Gary,

Thank you for your email. There is a $10 application fee which can be paid at the front desk. This fee is required before I can begin actioning this request. After the application fee is paid, I may contact you for further clarification. Fee estimates for locating, producing, preparing and providing a copy of the record will be part of the process, if applicable. I hope that helps, please let me know if you have any questions.

Thank you,

Amanda

Amanda Graham
Corporate Officer
Village of Harrison Hot Springs
Resort Municipality

T: 604-796-2171
W: harrisonhotsprings.ca
P.O. Box 160, 495 Hot Springs Road
Harrison Hot Springs, BC V0M 1K0

From: Gary Webster
Sent: October 10, 2025 10:09 AM
To: Amanda Graham
Subject: Dike Procurement and Design FOI Request

Freedomof Information Request under the Freedom of Information and Protection of Privacy Act To: Corporate Officer, Village of Harrison Hot Springs Date: 10/10/2025 I am requesting copies of the follophospsmartbannerend

Freedom of Information Request under the Freedom of Information and Protection of Privacy Act

To: Corporate Officer, Village of Harrison Hot Springs

Date: 10/10/2025

I am requesting copies of the following records from January 1, 2024, to today’s date:

1. All contracts, purchase orders, and change orders related to the Dike Design / Deployable Flood Barrier project.

2. All bids, proposals, or sole-source justifications for work awarded to Thurber Engineering or any other firm.

3. All emails, memos, or briefing notes between Village staff, consultants, and Council relating to “seepage mitigation,” including testing results, risk assessments, or cost estimates.

4. Any internal cost-benefit analysis or feasibility studies comparing “deployable barrier” vs “permanent wall” or other mitigation options.

5. Copies of all project funding applications, grant agreements, and correspondence with provincial/federal agencies regarding this project.

I prefer digital copies in a (PDF) format. Please advise me of any fees before processing.

Thank you, Gary Webster