LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT CHECKLIST
Manager Responsible:
Corporate Services Manager|
REQUESTS FOR ACCESS TO INFORMATION HELD BY COUNCIL |
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| If information is withheld is this done in accordance with sections 6, 7,8,17 or 26?
Source: Documentation kept on file |
q | |
| S11 | Is reasonable assistance given to a person who wishes to make a request?
Source: Documentation kept on file |
q |
| S12 | If applicable, has the request been transferred to another local authority, appropriate department, Minister of the Crown or organisation and the applicant informed within 10 working days?
Source: Administration Co-ordinator’s Requests Spreadsheet |
q |
| S13 | Is a decision on a request made no later than 20 working days after the day on which the request was received?
Source: Administration Co-ordinator’s Requests Spreadsheet |
q |
| S14 | If an extension of time limits is appropriate is notice given or posted to the person who made the request within 20 working days after the day on which the request is received?
Source: Administration Co-ordinator’s Requests Spreadsheet |
q |
| S14 |
If notice of extension of time limits is given, does this notice: |
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| - specify the period of the extension | q | |
| - give the reasons for the extension | q | |
| - state that the person who made the request has the right to complain to the Ombudsman | q | |
| - contain such other information as is necessary
Source: Letter on file |
q | |
| S18 |
If a request is refused, did the Council give to the applicant: |
|
| - reason for refusal | q | |
| - grounds in support of that reason if requested and appropriate | q | |
| - information containing the applicants right to seek an investigation and review of the refusal
Source: Letter on file |
q | |
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PUBLICATION OF, AND ACCESS TO, CERTAIN DOCUMENTS AND INFORMATION |
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| S19 |
Is there a current (updated yearly) publication setting out the functions of Council which contains: | |
| The postal address, telephone number, and location of the Council’s head office and district offices (if any). | q | |
| The names of the presiding member of that local authority, and of its members and the name of the ward which each member represents. | q | |
| The names of the members of each standing committee of Council with the presiding member of each committee clearly identified. | q | |
| A schedule listing the terms of reference of each such standing committee. | q | |
| An outline of the management structure of the Council, including the various branches and divisions that make up the Council, and the names and business telephone numbers of the divisional or branch supervisors or of such other senior officers as Council may determine. | q | |
| An outline of the functions, responsibilities, and activities of the Council. | q | |
| A general description of the categories of documents held by the Council. | q | |
| A description of all manuals, and similar types of documents which contain policies, principles, rules, or guidelines in accordance with which decisions or recommendations are made by Council in respect of any person or body of persons in that person's or that body of persons' personal capacity. | q | |
| A statement of any information that needs to be available to members of the public who wish to obtain official information from the Council, which statement shall include particulars of the officer or officers to whom requests for official information or particular classes of information should be sent. | q | |
| A statement setting out in respect of all ordinary meetings of the Council, and of all meetings of the committees and subcommittees
of the Council which meet on a regular basis, the date and time of such meetings, and the frequency with which they are held. |
q | |
| A schedule listing: | ||
| All Acts of Parliament and Provincial Ordinances that are in force at the date of the publication that confer any authority on the Council, or on any predecessor of the Council, by name. | q | |
| All bylaws made by the local Council which are in force at the date of the publication.
Source: Document entitled ‘Information available under the Local Government Official Information and Meetings Act.’ |
q | |
| S20 | Copies of the latest edition of the above publication including any material published as a supplement to the publication, is held By the Customer Services Agency, libraries, service centres and Agencies and will be made available, as of right, to any person On request during normal office hours. | q |
| S21 | Upon request, access is available to any document (including a manual) which is held by Council and which contains policies, principles, rules, or guidelines in accordance with which decisions or recommendations are made in respect of any person or body of persons in that person's or that body of persons' personal capacity.
Source: All staff are told of responsibilities at the Induction Course. This requirement is also contained in the Corporate Information Policy. |
q |
| S22 |
Where Council makes a decision or recommendation in respect of any person if that person makes a request within a reasonable time of the decision or |
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| recommendation, they shall be given a written statement of:The findings on material issues of fact | q | |
| Reference to the information on which the findings were based | q | |
| The reasons for the decision or recommendation
Source: Documents kept on file. Most requests of this nature are informal and are responded to verbally. |
q | |
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RIGHT OF ACCESS TO PERSONAL INFORMATION |
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| S23 - | Upon request a person is given access to any personal information which | |
| S25 | Is about them | q |
| Is held in such a way that it can readily be retrieved. | q | |
| Where a letter is sent requesting the correction of personal information Council informs the person who sent the letter of the action taken by the Council as a result.
Source: All staff are told of their responsibilities at the Induction Course. Any complaints are monitored. Processes for staff requesting information are detailed in the HR Manual |
q | |
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LAND INFORMATION MEMORANDA |
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| S44A(1) | Are land information memoranda issued within 10 working days of application?
Source: Dev. 100 file and Development Services LIMs form |
q |
| S44A(2) |
The matters which shall be included in that memorandum are |
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| Information identifying each (if any) special feature or characteristic of the land concerned, including but not limited to potential erosion, avulsion, falling debris, subsidence, slippage, alluvion, or inundation, or likely presence of hazardous contaminants, being a feature or characteristic that:
- is known to the territorial authority and - is not apparent from the district scheme under the Town and Country Planning Act 1977 or a district plan under the Resource Management Act 1991 |
q | |
| Information on private and public stormwater and sewerage drains as shown in the Council’s records: | q | |
| Information relating to any rates owing in relation to the land | q | |
| Information concerning any consent, certificate, notice, order, or requisition affecting the land or any building on the land previously
issued by the Council (whether under the Building Act 1991 or any other Act): |
q | |
| Information concerning any certificate issued by a building certifier pursuant to the Building Act 1991 | q | |
| Information relating to the use to which that land may be put and conditions attached to that use | q | |
| Information which, in terms of any other Act, has been notified to the territorial authority by any statutory organisation having the power to
classify land or buildings for any purpose. |
q | |
| Any information which has been notified to the territorial authority by any network utility operator pursuant to the Building Act 1991. | q | |
| Any other information concerning the land that Council considers to be relevant | q | |
| Is the application for a land information memorandum in writing and accompanied by the appropriate payment?
Source: Development Services LIMs form and copies of information supplied to applicants. |
q | |
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Local Authority Meetings |
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| S46(1) | Is a list of all meetings scheduled to be held each month publicly notified not more than 14 days and not less than 5 days | q |
| before the end of the previous month together with the dates,times and places of the meetings?
Source: Newspaper advertisement kept on file |
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| S46(3) | Where an emergency/special meeting of Council is called is | q |
| S46(4) | public notice of that meeting given as soon as is reasonable in the circumstances?
Source: Newspaper advertisement kept on file |
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| S46A | Are all agendas and associated reports available for inspection at the Customer Services Agency, service centres and libraries at least two working days prior to the meeting?
Source: Corporate Services Manager monitors this |
q |
| S47 | Is the public excluded from meetings only where appropriate? | q |
| S48 |
Source: Monitored by Corporate Services Manager - reported quarterly |
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| S51A | If a resolution is passed at an emergency meeting is the resolution publicly notified as soon as practicable, (unless the resolution was passed at a meeting or part of a meeting from which the public was excluded.)?
Source: Newspaper Advertisement |
q |
| n/a | Are all minutes available within 2 working days or 3 working days for full Council meetings?
Source: Minutes which are dated. |
q |
Published by Dunedin City Council, March 1999
