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Local Government Official Information and Meetings Act (LGOIMA) Request:
Expert Response, Tracking and Approval
LGOIMA Reference No.:
To be pre-populated by LGOIMA team
Customer Name:
To be pre-populated by LGOIMA team
Description:
To be pre-populated by LGOIMA team
Department expert(s):
To be completed by Department.
Date due to LGOIMA
To be pre-populated by LGOIMA team
Team:
Elements of the request - (SEE original request attached)
Completed?*
Information Requested
Yes
No
1.
To be pre-populated by LGOIMA team
Yes
No
2.
To be pre-populated by LGOIMA team
Yes
No
3.
To be pre-populated by LGOIMA team
Yes
No
4.
To be pre-populated by LGOIMA team
Yes
No
5.
To be pre-populated by LGOIMA team
*To be completed by Department to confirm the response addresses each element of the request.
Please contact your Privacy & LGOIMA Business Partner immediately if the response:
• Cannot be completed by the due date because of amount of work/information involved;
AND/OR
• Is likely to take more than 4 hours to complete (S
EE Appendix A for further information on
council’s “Policy on Charging for Official Information”).
Response Section
[ENTER draft response to be provided to customer]
Link to examples of previously published LGOIMA responses
Withholding Grounds
Do any of the grounds for withholding or refusing information under the LGOIMA Act
apply? * (SEE Appendix B for further information)
Yes
No
[ENTER notes on any potential withholding grounds]
Have you clearly marked the sections of the information you believe should be
withheld?**
Yes
No
*Please contact your Privacy & LGOIMA Business Partner if you have any questions about withholding grounds - the Privacy &
LGOIMA Team will make a final assessment on whether withholding grounds apply.
**Please do not apply final redactions until agreed with the Privacy & LGOIMA Team - a record of redacted and unredacted
information is required for our official records.
Risk Section
[ENTER notes on any known or anticipated risks associated with releasing the information
requested (e.g. legal, commercial, political or reputational risks to the organisation).
Hours spent responding [To be completed by department]
to this LGOIMA:*
*Please provide an estimate of the time spent by your department on responding to this LGOIMA – this data helps us assess
and report on the organisation-wide impact on resources associated with responding to requests
Senior Leadership Team Manager: Approval for release/sign off *
Approved by:
[To be completed by department]
Signed:
Date:
*Has the response been signed by a manager with the appropriate delegation? All responses must be signed off by a Tier 3
manager (exception - Community Services, IES and Regulatory Services =Tier 4 signoff).
Appendix A: Charging for Official Information
If a response is likely to take more than four hours to prepare, council can charge the
customer in certain circumstances.
A charge of $38 applies for every half hour of work over four hours.
We must provide an upfront quote to the customer - so you will need to let your Privacy &
LGOIMA Business Partner know ASAP:
• How long it will take to prepare the response/collate the information (estimated hours);
and
• Any other potential costs such as photocopying.
Further information on charging can be found in council’s
“Policy on Charging for Official
Information”
*Charging is not meant to be a deterrent, but a means to recover reasonable costs. If the customer accepts the charge, you
must be willing to do the work.
**Actual hours and costs must be documented - the customer is entitled to a refund if the actual costs are less than the original
quote.
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Appendix B: Withholding/Refusal Grounds
Link to sections 7 & 17 Local Government Official Information and Meetings Act (LGOIMA)
Some common
• Privacy -
s7(2)(a)
grounds for withholding
• Trade secrets -
s7(2)(b)(i)
under section 7
include:
• Prejudice to the commercial position of a 3rd party -
s7(2)(b)(ii)
• Information supplied in confidence -
ss7(2)(c)(i) &(ii)
• Free and frank expression of opinion -
s7(2)(f)(i)
• Legal professional privilege-
s7(2)(g)
• Prejudice to commercial activities -
s7(2)(h)
• Prejudice to negotiations -
s7(2)(i)
Some common
• Information is or soon will be publically available -
s17(d)
grounds for refusing
• Information does not exist or cannot be found -
s17(e)
under section 17
include:
• The request involves substantial collation or research
(must consider charging as an option) -
s17(f)
• The request is frivolous or vexatious, or information
requested is trivial -
s17(h)
*Please contact your Privacy & LGOIMA Business Partner if you have any questions about withholding grounds - the Privacy &
LGOIMA Team will make a final assessment on whether withholding grounds apply.