Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 2.0 – February 2017 Page No. 39 Purpose The purpose of Part II of the Freedom of Information Act 1982 (the Act) (section 7 – section 12) is to ensure that individuals and organisations can effectively exercise their right to obtain access to government information which may affect them. To this end, they must be aware of what government does, how it acts and what information it holds. Council releases a large amount of information through online and print publishing as well as person-to- person service provision. These Freedom of Information Part II Information Statements show how Council is making information readily available to the public. Making information easily accessible reduces the need for members of the public to submit requests under the Act. Responsibility Agencies (including councils) must prepare six major statements under Part II of the Act and ensure that these statements are published and made available to the public. Freedom of Information Part II Statement
Transcript
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 2.0 – February 2017 Page No. 39
Purpose
The purpose of Part II of the Freedom of Information Act 1982 (the Act) (section 7 – section 12) is to ensure that individuals and organisations can effectively exercise their right to obtain access to government information which may affect them. To this end, they must be aware of what government does, how it acts and what information it holds.
Council releases a large amount of information through online and print publishing as well as person-to-person service provision. These Freedom of Information Part II Information Statements show how Council is making information readily available to the public.
Making information easily accessible reduces the need for members of the public to submit requests under the Act.
Responsibility
Agencies (including councils) must prepare six major statements under Part II of the Act and ensure that these statements are published and made available to the public.
Freedom of Information Part II Statement
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 2
Statement 1 – Organisation and Functions of Council Freedom of Information Act 1982, Section 7(1)(a)(i)
Gannawarra Shire Council was created in 1995 following a restructure of Victorian local government boundaries. It comprises parts of the former shires of Kerang and Cohuna and the former Borough of Kerang.
The Gannawarra Shire is divided into four wards represented by seven councillors:
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 3
Location
Bordered by the Murray River to the north, Gannawarra Shire is approximately three hours from Melbourne and around one hour from the neighbouring centres of Swan Hill, Echuca and Bendigo. Gannawarra is a diverse landscape of lakes and rivers, red gum forests, irrigated agriculture and dryland farming. Gannawarra’s primary centres are Kerang, Cohuna and Koondrook. Smaller outlying communities include Leitchville, Quambatook, Murrabit, Lake Charm, Lalbert and Mystic Park.
Fast Facts
Area: approximately 3,736 square kilometres Population: approximately 10,145 Road length: 2438 km of local roads Rateable properties: 6646 Rates and Charges Revenue: $11,876,000 Total Revenue (including grants): $28,737,000
Organisation
The Chief Executive Officer is supported by three Directors (Executive Leadership Team) and 12 Managers in the Corporate Services, Infrastructure and Development Services and Community Wellbeing Directorates. To provide a broad range of services and to exercise the duties and functions of the Council, the organisation has been structured as detailed in the following Organisation Chart:
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 4
Function of Council
Section 3E of the Local Government Act 1989 prescribes the functions of a council which include:
(a) advocating and promoting proposals which are in the best interests of the local community planning for and providing services and facilities for the local community (b) providing and maintaining community infrastructure in the municipal district (c) undertaking strategic and land use planning for the municipal district (d) raising revenue to enable the council to perform its functions (e) making and enforcing local laws (f) exercising, performing and discharging the duties, functions and powers of councils under the
Local Government Act 1989 and other Acts (g) any other function relating to the peace, order and good government of the municipal
district.
Local Government Functions and Activities
1. Animal Management
1.1 Domestic Animal Registration 1.2 Domestic Animal Business Registration 1.3 Responsible Pet Ownership Promotion 1.4 Enforcement
2. Building
2.1 Building Permit Management 2.2 Municipal Building Surveyor Services
3. Community and Economic Development
3.1 Community and Economic Development Support 3.2 Competitions and Awards 3.3 Tourism
4. Community Services
4.1 Accreditation and Registration 4.2 Individual Support Services Management 4.3 Program Management 4.4 Immunisation Management 4.5 Maternal and Child Health Service Provision 4.6 Childcare and Early Education Provision 4.7 Staff Reporting
5. Emergency Management
5.1 Community Preparedness 5.2 Emergency Response 5.3 Community Recovery
6. Environmental Health
6.1 Premises or Business Registration 6.2 Compliance Management 6.3 Infectious Diseases Management 6.4 Consumer Safety Management
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 5
Local Government Functions and Activities (continued)
7. Environmental Management
7.1 Waste Management 7.2 Illegal Dumping and Litter Management 7.3 Effluent and Wastewater Management 7.4 Ecosystem Management 7.5 Sustainability Initiatives
8. Governance
8.1 Electoral Boundaries and Electoral Structures – Review 8.2 Planning, Preparation and Conduct of Local Government Elections and Polls of Voters 8.3 Challenges to Electoral Conduct or Results 8.4 Council and Committee Meetings 8.5 Law Making 8.6 Compliance Administration and Enforcement
10.1 Community Events 10.2 Facilities and Programs 10.3 Cultural and Community Heritage 10.4 Artistic and Cultural Heritage Collection Management 10.5 Library Services Collection Management 10.6 Library User Management 10.7 Service Infrastructure Management 10.8 Service Infrastructure Development and Redevelopment 10.9 Service Infrastructure Maintenance 10.10 Service Infrastructure Enforcement.
Common Administrative Functions
1. Committees 11. Occupational Health and Safety 2. Community Relations 12. Personnel Management 3. Contracting-Out 13. Policy 4. Equipment and Stores 14. Property Management 5. Financial Management 15. Publication 6. Fleet Management 16. Reporting 7. Government Relations 17. Staff Development 8. Industrial Relations 18. Strategic Management 9. Information Management 19. Technology and Telecommunications 10. Legal Services
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 6
Decision Making Powers
Council is a statutory entity and is able to do only those things which it is authorised by statute to do. It can act in only one of two ways, by resolution or through others acting on its behalf.
By resolution:
Council exercises its decision-making powers at Ordinary Council meetings and Special meetings of Council which are called from time to time to deal with any specific and/or urgent matters that may arise. These meetings are generally held in Council Chambers, 49 Victoria Street Kerang on the third Wednesday of each month commencing at 7.00 pm. A small number of meetings are held at other venues through the year. All meetings are open to the public however meetings, or parts of meetings may be closed to the public when confidential items are being considered.
The dates, times and locations of all meetings are published in local newspapers and on Council’s website. Agendas for all meetings are made available on the Gannawarra Shire Council website and in hard copy upon request, generally on the Monday prior to the meeting. Minutes, in the same format are available to the public within one week after the meeting.
Council’s Local Law No. 7 (2011) – Processes of Local Government (Meetings and Common Seal) documents the manner of voting and making of resolutions of Council.
Through others acting on its behalf:
The following Special Committees have been established under section 86 of the Local Government Act 1989 to manage and maintain Council facilities:
• Quambatook Caravan Park Committee • Leitchville War Memorial Swimming Pool Committee • Lake Charm Hall Committee • Murrabit Hall Committee • Koroop Hall Committee • Gannawarra Hall Committee • Myall Public Hall Committee • Dingwall Public Hall Committee.
A range of powers and functions are delegated to each Committee, agreed and documented in formal Deeds of Delegation. Minutes of meetings are available from each Committee and Council.
The Local Government Act 1989 makes express provision for the appointment of delegates to act on behalf of councils. Most Council decision-making power is allocated by formal delegation: delegation to Special Committees and delegation to members of Council staff. The decision of a delegate of Council is ‘deemed’ to be a decision by Council.
The Instrument of Delegation to the Chief Executive Officer empowers the CEO to exercise various powers of the Council, including the power to sub-delegate powers to Council Officers.
Consultative Arrangements
Council consults with its residents on a number of issues using a number of methods including surveys, focus groups and public meetings.
Policies, plans and strategies available for public comment are advertised in local media, on Council’s website and social media platforms. Advertisements will advise how to obtain a copy of the document, how you can respond to it and provide details of any public meetings scheduled to discuss it.
Council meetings include Public Question Time providing an opportunity for members of the public to ask up to 3 questions each, in accordance with Council’s agreed protocol.
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 7
Gannawarra Shire Council participates in an annual Local Government Community Satisfaction Survey and actively promotes the survey and its benefits to the community in the lead up to the conduct of the survey.
The following committees of Council have been established for the purpose of advising Council. The committees comprise Council and community representatives:
• Audit Committee.
Each year Council appoints its representatives/delegates to the following sub-committees, memberships and supported groups which provide a two way information stream and assists in the formulation of policy and the administration of Council:
• Asset Naming Committee • Campaspe Cohuna Local Learning and Employment Network (CCLLEN) • Loddon Mallee Waste and Resource Recovery • North Central Catchment Management Authority (NCCMA) Community Reference Group • Murray Mallee Local Learning and Employment Network (MMLLEN) • Municipal Association of Victoria (MAV) • MAV Arts and Culture • MAV Emergency Management • MAV Transport and Infrastructure Committee • MAV Environment Committee • Municipal Fire Prevention Committee • Mystic Park Cemetery Trust • Road Focus Group • Youth Council • Early Years Think Tank • Seniors Focus Groups • Cohuna ECA Centre • Murray River Group of Councils • Loddon Campaspe Councils • Mallee Regional Partnership • Railing Ahead • Murray Regional Tourism • Rural Councils Victoria (RDV) • Central Victorian Agribusiness Forum (CVAF) • Central Murray Regional Transport Group • Kow Swamp Project Reference Committee • Municipal Fire Management Planning Committee • Environmental Water Advisory Group • Rail Freight Alliance • Lower Murray Region Strategic Fire Management Planning Committee • Lalbert Committee • Quambatook Development & Planning Group • Leitchville Progress Association • Cohuna & District Progress Association • Kerang Progress Association
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 8
• Kerang Lakes Development Group • Koondrook Development Committee • Murrabit Advancement Association • Macorna Tragowel Mincha Community Planning Group
To enquire about any of these sub-committees, memberships and supported groups, please contact Council’s Governance department on 03 5450 9333 or by email [email protected].
Library and Reading Rooms
Public libraries are located in Kerang, Cohuna and Leitchville. The Quambatook Community Resource Centre serves as an Agency for the Gannawarra Library Service, where members of the public can register, borrow and return library resources.
Sir John Gorton Library Kerang
Cnr Shadforth Street and Murray Valley Highway Kerang Telephone: 03 5452 1546 Email: [email protected]
Opening hours
Monday – Thursday – 10.00 am – 5.00 pm Friday – 10.00 am – 6.00 pm Saturday – 10.00 am – 12.00 pm
Cohuna Library
25 King Edward Street Cohuna Telephone: 03 5456 2124 Email: [email protected]
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 9
Council makes available non-public areas at its offices as reading rooms e.g. places to inspect public registers and digital material via the Gannawarra Shire Council website.
Acts Administered
Council performs its functions through the enforcement and administration of a large number of principal Acts and corresponding Regulations and Council Local Laws.
• Aboriginal Heritage Act 2006 • Associations Incorporation Reform Act 2012 • Australia Consumer Law • Audit Act 1994 • Building Act 1993 • Catchment and Land Protection Act 1994 • Cemeteries and Crematoria Act 2003 • Child Wellbeing and Safety Act 2005 • Children Youth and Families Act 2005 • Climate Change Act 2010 • Childrens Services Act 1996 • Commonwealth of Australia Constitution Act • Conservation, Forests and Land Act 1987 • Country Fire Authority Act 1958 • Crown Land (Reserves) Act 1978 • Disability Act 2006 • Cultural and Recreational Lands Act 1963 • Dangerous Goods Act 1985 • Domestic Animals Act 1994 • Education and Care Services National Law Act
2010 • Education and Training Reform Act 2006 • Electricity Safety Act 1998 • Emergency Management Act 1986 • Environment Protection Act 1970 • Equal Opportunity Act 2010 • Fair Trading Act 1999 • Estate Agents Act 1980 • Fences Act 1968 • Financial Institutions Duty Act 1982 • Filming Approval Act 2014 • Fire Services Property Levy Act 2012 • Flora and Fauna Guarantee Act 1988 • Food Act 1984 • Freedom of Information Act 1982 • Gambling Regulation Act 2003 • Graffiti Prevention Act 2007 • Health Records Act 2001 • Heavy Vehicle National Law Application Act
2013 • Fines Reform Act 2014 • Heavy Vehicle National Law 2012 • Heritage Act 1995 • Housing Act 1983 • Impounding of Livestock Act 1994 • Independent Broad-Based Anti-Corruption
Commission Act 2011 • Land Act 1958 • Infringements Act 2006 • Land Acquisition and Compensation Act 1986 • Liquor Control Reform Act 1998 • Landlord Tenant Act 1958 • Magistrates’ Court Act 1989 • Local Government Act 1989 • Marine Act 1988 • Major Transport Projects Facilitation Act 2009 • Mineral Resources (Sustainable Development)
Act 1990 • Public Health and Wellbeing Act 2008
• Pipelines Act 2005 • National Parks Act 1975 • Planning and Environment Act 1987 • Occupational Health & Safety Act 2004 • Prevention of Cruelty to Animals Act 1986 • Protected Disclosure Act 2012 • Public Health and Wellbeing Act 2008 • Privacy and Data Protection Act 2014 • Road Management Act 2004 • Public Records Act 1973 • Rail Safety (Local Operations) Act 2006 • Road Safety Act 1986 • Second Hand Dealers and Pawnbrokers Act
1989 • Residential Tenancies Act 1997
• Sheriff Act 2009 • Sex Work Act 1994 • Subdivision Act 1988 • Sport and Recreation Act 1972 • Tobacco Act 1987 • Summary Offences Act 1966
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 10
• Transfer of Land Act 1958 • Shop Trading Reform Act 1996 • Transport (Safety Schemes Compliance &
Enforcement) Act 2014 • Transport Integration Act 2010
• Urban Renewal Authority Victoria Act 2003 • Victoria Grants Commission Act 1976 • Valuation of Land Act 1960 • Victorian Civil Administrative Tribunal Act 1998 • Victoria State Emergency Service Act 2005 • Victorian Inspectorate Act 2011 • Victorian Urban Development Authority Act
2003 • Building Regulations 2006 • Water Act 1989 • Cemeteries and Crematoria Regulations • Country Fire Authority Regulations 2004 • Dangerous Goods (Explosives) Regulations
2011 • Children’s Services Regulations 2009
• Education & Care Services National regulations 2001
• Drugs Poisons and Controlled Substances Regulations 2006
• Geothermal Energy Resources Regulations 2006
• Local Government (Planning and Reporting) Regulations 2014
• Land Acquisition and Compensation Regulations 2010
• Infringements (General) Regulations 2006
• Local Government (Finance and Reporting) Regulations 2004
• Local Government (General) Regulations 2004
• Occupational Health and Safety Regulations 2007
• Local Government (Long Service Leave) Regulations 2012
• Planning and Environment Regulations 2015 • Public Health and Wellbeing Regulations 2009 • Residential Tenancies (Caravan Parks and
Movable Dwellings Registration and Standards) Regulations 2010
• Planning and Environment (Fees) Interim Regulations
• Gannawarra Shire Council Local Law No. 1 (2012) – Community Amenity (http://www.gannawarra.vic.gov.au/work/local-laws/local-law-no-1-community-amenity/)
• Gannawarra Shire Council Local Law No. 7 (2011) – Processes of Local Government (Meetings and Common Seal), (Further Amendment) Local Law (http://www.gannawarra.vic.gov.au/work/local-laws/local-law-no-7-meetings-and-common-seal/)
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 11
Statement 2 – Categories of Documents Freedom of Information Act 1982, Section 7(1)(a)(ii)
Description of Record Keeping System
Gannawarra Shire Council uses RecFind61 as its central records management system for Council business. The system is used to manage both paper and electronic records. Council’s general records, including financial accounts and personnel files, are stored at the Kerang Office and a facility located at the Kerang Transfer Station, and are stored and disposed of in accordance with Public Records Victoria (PROV) Standards and Specifications. Some records, no longer in current use, have been transferred to the Public Records Office.
Principal Record Series
There are four types of files maintained by the Records department:
General correspondence files are referred to as Subject Files and contain information of a subjective nature which is not related to a property, contract or personnel file. These records relate to all aspects of Council’s activities and operational activities of departments and include information from third parties, street files and vital records, for example Council and Committee meeting Minutes, Leases, Licences and other agreements, customer requests and complaints.
Property files contain information on ownership, contracts of sale, land transfer, technical aspects of the property rating, health, local laws, property valuations, building and planning, waste and recycling collections and decisions relating to individual properties. These files include property owned/managed by Council, copies of Titles and relevant property/risk assessments.
Contract files contain information in relation to the processing of tenders or quotations for the provision of assets and/or services including confidential information on evaluation and decision making.
While Personnel files (including recruitment and WorkCover files) are managed by the Human Resources Manager, files are created and information is registered in RecFind6 before being transferred to the HR Manager for storage and archival action after active use.
Folders in the first tier of the current Business Classification Scheme are:
• Administration • Aged Services • Agency Roles • Animal Control • Building • Caravan Parks • Ceremonies/Celebrations/Awards/Events • Children/Youth Services • Communications • Community Services • Tendering • Council • Council Properties • Cultural Issues • Economic Development
1 A new Records Management System, AltusECM will be implemented in May 2017.
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 12
• Education • Emergency Management • Environment • Finance • Health • Housing • Insurance • Local Laws/Legislation • Local Organisations/Associations • Parks and Gardens • Planning • Plant and Equipment • Rates • Recreation and Sport • Roads and Streets • Staff • Non Gannawarra Staff • VicRoads • Land Use Planning • Contracts and Quotations • Occupational Health and Safety
Records are stored and disposed of in accordance with Public Records Office Victoria (PROV) Standards and specifications.
Broadly, Council maintains personal, procedural, policy, operational, administrative and correspondence documents.
Records can be located by searching the RecFind database and/or the physical file.
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 13
Principal Records
Documents maintained in the possession of Councils include:
Abandoned or dumped cars Abatement Notices Australian Bureau of Statistics Access – Land Use Accident reports Damage and Illegal Entry Accounting Accounts Payable Accreditation Acquisition – equipment, land, fleet,
furniture, IT, property Acquisition & Disposal Notices Acts of Parliament Waste Collection Addresses – Speeches Administrative Reporting Client Files Advertising Advisory Groups Advisory Committees Depot Works After Hours requests Local Laws After Hours requests Photographs and films Aged & Disability and Aged Care Agency Vehicle infringements Publications Agendas – Council Meetings Agency Wide Policy Agendas – Internal Committees, Boards Agendas – External Committees Air pollution complaints Agreements Allocation – Equipment and stores Air Testing Allocations – fleet, Councillors, overtime,
Australia Post – audit, services Business Registrations - Food Authorised Officers Campaign Donation Returns – Elections Australia Day – awards, nominations, celebrations, meetings, permits, committee
Cancelled Cheques
Authorisation – Financial Capital Works – budget, progress Awards – community, industrial, local government, staff Car registration B Double Transport Permits Candidates – electoral
Car parks – building, construction, maintenance
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 14
Bowling Greens – building of Cigarettes - retailers Bridges – Construction Circulars Builders Code of Practice Citizenship ceremonies Building – applications, compliance, Council buildings, final inspections, Form 10, MBS requests, appointments, occupancy permits, inspection diaries, levy returns, public commercial buildings, notices
Civic events
Building permits – extension, register, permits, complaints, enquiries, specifications
Bushfires – Inquest Classification Schemes Business Process Mapping Cleaning inspections Business Unit Plans Conflict of Interest Register Bus shelters – building of Conflicts of Interest Child Care Forms Client files – adults, aged and disability, child care, family day care, Maternal and Child Health, youth services
Contracting out
Closures – roads Contractor registers Coaching – staff development Contractors Code of Conduct Contracts – summary of tenders, register Collection – dumped rubbish, litter, Contravention Committees of Management – halls and reserves, membership. Minutes, accounts
Copyright – publication
Common Boundary Fencing Footpaths – complaints, trading, building of, enforcement, inspections, maintenance
Common seal – register of use Council buildings – building of, construction
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 15
Community Bulletins Council buildings – general, sale, use Community Plans Council elections – applications for
enrolment, appointments, ballot papers, campaign donations, candidates, counting of votes, declarations, donations, extraordinary, failure to vole, final results, how to vote cards, late returns, list of non-voters, nominations, non-voting excuses, not ices of appointment, candidature, organisation, polling booths, postal votes, prosecutions, publicity, results, returning officer, polls, eligibility, voters list, voters roll, infringements
Community Resource Guide Council Plans – development, duplicates, copies
Community Services Council facilities – building of, fees and charges, memberships
Compensation – legal, OH&S Council functions Competitive tendering CCT Council meetings – submissions, agenda,
deferred items, invitations, minutes, notices, notices of motion, questions, reports
Complaints – air pollution, health, animal control, general, noise, graffiti, ombudsman, routine, street lighting OH&S
Councillor Newsletters
Compulsory fire clearances Councillors – insurance, allowances, employment conditions, entitlements, functions, general, handbook, invitations, orientation, pecuniary interest, forums
Compulsory land acquisitions Council owned land Computers – use of Credit notes Conferences – arrangements, attendance, catering, duplicates, invitations, staff development, reports
Cricket pitches – building of
Confirmation of ownership (rates) Crossovers – inspections, enforcement
Conflict of Interest Cultural services grants
Conservation – information management, property Customer Service – developing strategies, information management, telecommunication equipment, telephone calls
Construction – Council owned buildings Customer Service Strategy Construction and renovation – property Daily Activity Reports – M&CH Contaminated Land Daily work sheets – depot staff Contract Management Guidelines – OH&S Dangerous dogs – notification, records,
registration Contract Payment Summaries - tendering Database management Contract Service reports – M&CH Debt collection Debtor listings and reports Emergency Management – community
education support, planning, response, plans, support
Delegations of Authority Enquiries – fencing, planning, public reaction, submissions and complaints
Delivery dockets Enterprise Agreements Demolition Enterprise Bargaining Demolition permits Environment Grants Depreciation Environment – pest control Desexing - animal control Equipment and stores Development Plans – planning Estimates Dial before you dig European wasps – pest control Digital signatures Events – invitations, permits, support
media Direct debit Excess animal permits Disabled Parking Permits Exhibitions Disaster repairs Expressions of interest – tenders Discharged clients External committees Discontinued Roads Facilitation of meetings Dishonoured cheques Farmland – valuations Disposal – fleet, property, equipment, stores, IT, telecommunication equipment
Fringe Benefit Tax
Disposition and Acquisition Notices Fees and charges – facilities Distribution – publication Fencing Dog attacks Festivals Dog infringements File Classification Systems Dog registration Final inspections – buildings Donations Financial Receipts Door knocking appeals Financial Statements Drafting Fire – compulsory clearances,
Early Education Fire Hydrants – installation, markers Easements – creation Fire prevention – enforcement, notices Economic Development Fire Wardens Education – pet ownership First Aid – registers, kits, usage, EFT children financial reports, placement Fit outs Elections – Council, advertising, appointments Fleet management – accident reports, fuel
costs, infringements, insurance claims, policies, renewal, purchase, sale
Electoral boundaries – establishment, reviews Flood Level Certificates Electrical – installation of FOI Registers and requests Food – business registration, enforcement, handling certificates, poisoning, premises applications, audits, inspections, recall notices, regulations, safety plans, sampling, selling at events, stalls, transport vehicles
Home Carers – Rosters/timesheets, payroll
Freedom of Information Holiday Programs
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 17
Freeza Events Home Maintenance – requests, job sheets, support, clients
Fringe Benefit Tax (FBT) – Council and personnel Hire – plant, sporting facilities, sports grounds
Functional reporting Impounding Animals & Notices Functions Infringement Appeals - Cat and dog
Registration Funding – VicRoads, from government sources Infringement Appeals - Parking Funding – roads, unsuccessful Infringements - Fleet Management,
Internal Committees - Strategic – Agendas And minutes Legal Services Intellectual Property - Legal Services Legal Advice Interest Generated - Rate Reports Legal point of discharge Interim Development Orders IDO incl objections Liaison – Legislation – Direct relation to
Council Internal Committees – Operational Legislation – Liaison - Direct relation to
Council Internal Committees - Strategic – Agendas And minutes Liaison - Legislation – No Direct impact to
Council Internal Meetings – Agendas and minutes, reports, submissions
Liaison – MAV – Changes to Council
Investments - Financial Legislation - Government Relations Investigation – Infectious Disease Liaison – Member Organisations Invoices Liaison – Enquiries Job Advertisements - Press Liaison – Government Inquiry– Agency
recommendations, general Job Descriptions Legislation – Rate Enquiry Job Enquiries Legislation - Regulation / Developing Job Safety Analysis – OH&S LGPA Local Government Town
Planners Group Job Safety Analysis – Worksheets Liaison – Complaints Job Vacancy Records Liaison – Planning Permits Joint Venture - Agreements – Major and minor, government relations
Liaison – Street Lighting – Power Supplier
Kennel Registration Liaison – Telecom Kerb and Channel – Maintenance Kindergarten Applications and Enrolments – Summary Records, placement officers
Library – Service
Land - Acquisition Library Membership Land – Exchange of Ownership – Roads Licence – Alcohol Consumption Land – Purchase and sales Licence – Apparatus Land Information Certificates Licence - Liquor Land Tax Licence – Petrol Pumps Land Use – Access Licence - Telecommunication
Landfill Sites - Animal Deterrent Systems Liquidation – Creditors, debt recovery, information
Landfill Sites - Contents of Sites Litter - Collection Landfill Sites - Drainage Systems Littering - Enforcement Landfill Sites - Monitoring Physical Impact Livestock - Destruction / Putting Down Landfill Sites - Operational Management, rehabilitation, security, water management
Local Government Engineers Association
Landslip Reports Local Government Town Planners Group LGPA
Leasing-out - Property Logs - vehicles Leave Records Local Laws - Court Cases Mail Management Local Laws – Development of
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 19
Magazine – Subscription Local Laws – Final Copy of Laws Maintenance – Equipment and Stores Mileage – Board Meetings Maintenance – Fleet Management Minutes - Committee Meetings Maintenance – Playground Equipment Maintenance – Playground Graffiti Moving – Personnel and Property Maintenance – Property Municipal Association of Victoria Maintenance – Service Infrastructure Name and Address Amendment - Rate
Payers Maintenance – Telecommunication Equipment Names – Roads and Streets Maintenance Records - Vehicles NAR Forms - Ratepayers Major Renovations Nature Strip Reinstatements MAPS Municipal Authorities Purchasing Scheme Needle / Sharp / Syringes Program Marketing New Bin – Requests Master Control Records – Indexes New Residential Kits Master Control Records - Registers New Title Details Material Safety Data Sheets New Paper Clippings – External Sources Maternal & Child Health - Client Files, contract service reports, daily activity reports, diaries, information/education
Noise –Complaints
MAV – Advisory Groups. Circulars, committees, general, liaison – changes to Council, Local Government Week, Restructure
Noise Assessment – OHS
Meals on Wheels – mileage reimbursement for volunteers, petrol vouchers, volunteers
Nominations - Australia Day
Media Relations Non Toxic Waste - Removal Member Organisations Notice Boards – Community Memberships - Council Facilities Notice of Acquisition Memberships - To external Organisations Notice of Disposition Memorandums of Understanding – Amalgamations, significance, small scale
Notices
Memorials Notices of Motion – Council Meetings Metadata - Maintenance Notification - Birth Notices Master Control Notification - Infectious Diseases Minutes - Committees of Management Notification - Food Selling Events Minutes - Council Meetings Notification of Appointment - Building Objections – Animal Registration Permits - Expiry - Heritage Buildings Objections – Interim Development Orders Permits - Extension - Heritage Buildings Occupancy Permits - Classes 1b, 3a-f, Class 5, class 6a-d, Class 7b, Class 8, Classes 9a-c
Permits – Festivals
Occupancy Permits - Heritage Buildings Permits - Fire Occupancy Permits - Temporary Building Permits - Road Side Signage Occupational Health & Safety – air testing, audits, committees, computers, contract management, contractors, hearing tests, job safety analysis, noise assessment, routine workplace inspections and incident reports
Permits - Road Side Trading
Ombudsman – Complaints Permits - Roadside Advertising Occupancy Permits - Building Permits - Statutory Registers of Building
Permits
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 20
Orders Notices & Certificate Files Permits - To work on Road Reserve Outline Development Plan - Strategic Planning Permits – Tree – Removal Outstanding Balance Reports - Rates Permits – Vehicle Crossing Park Furniture – Installation Personal Care - Assessment ( HACC ) Park Furniture - Maintenance Pest Control - Property Parking – Complaints Pest Control – Environmental Parking - Infringements Pest Control – European Wasps Parking Permits - Disabled Pest Control – Foxes Parks - Damage Pesticide - Use of Memorandums of Understanding – Amalgamations, significance, small scale
Pests – Baiting
Memorials Pet Ownership Education Metadata - Maintenance Petitions
Master Control Petitions - Register Minutes - Committees of Management Petrol Vouchers - Meals on Wheels Minutes - Council Meetings Petty Cash Records Objections – Animal Registration Photographs - Agency Master Set Objections – Interim Development Orders Photos - Permissions to use Occupancy Permits - Classes 1b, 3a-f, Class 5, class 6a-d, Class 7b, Class 8, Classes 9a-c
Register - Security Pass Roads - Reserve Permit Register - Tenders Received Roads – Signs Register - Trust Roads – Signs – Names Register - Hazardous Substance Roads - Special Charge Schemes Register - Master Control Records Roads – Speed Limits Register – Planning Permits Roads – Vic Roads – Claims Register - Authorised Officers Roads – Vic Roads Funding Registers - Tender Contracts Roadside Advertising - Permit Registration - Cat Registration - Dog Recordkeeping Systems - Configuration Road Funding Registration - Fleet Vehicles Road Side Signage - Permit Rezoning – Planning Scheme – Not Approved Road Side Trading – Permits Rezoning – Planning Scheme - Revoked Roads - Building of Roads - Accident Reports Roads – Closures Roads - Closure Permits for Public Events Roads - Closures - Events
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Roads - Closures - Discontinuations Roads - Construction Reports - External Committees Convened by Agency Room Observations - Family Day Care Risk Management - OHS Rostered Day Off Risk Management - Strategic Management Rosters – Home Carer Requests - Additional Bin Routine Workplace Inspections – OHS Requests - Building Form 10 from a Solicitor Roundabouts - Building Of Requests - Building Information Request from a Building Surveyor
Rubbish – Collection
Requests – Home Maintenance Rubbish - Dumped Requests - House Plans Rubbish Bin – New Bin Payments via Rates Requests - Information - General Rubbish - Collection -
Complaints Requests - Invoices Rubbish Bin – New Bin Payments Requests – Questions for Council Meetings Rubbish Bin – Replacement Requisition to Purchase Orders Safe Work Method Statements SWMS Research - Legal Services Salaries - Payment Processing Reserves - Bookings
Reserves - Inspections Requests - Information - General Sale – Council Property Residents Kits Sales Tax Resurfacing - Infrastructure Maintenance Retaining Walls - Building Of
School Crossing Supervisors - Subsidies
Recordkeeping Systems - Procedures Recreational Grants - Applications - Successful School Crossings - Building of Roadside Signs – Permits School Crossings - Building Location Roads – Discontinued School Entry Immunisation Cards pre 1996 Roads – Exchange of Land Ownership Section 173 Agreements Roads – Funding Security Roads - Funding - Applications Security - Equipment and Stores Roads - Improvements - Maintenance Seminars Roads - Maintenance Senior Leadership Team – Meetings Roads - Maintenance, Road Opening Permits Septic Tanks - Applications Roads - Maintenance - Work Requests Septic Tanks – General Roads – Names Strategic Management Septic Tanks – Payments Strategic Planning - Outline Development
Plan Septic Tanks - Servicing Reports Street - Closures Service Infrastructure - Maintenance Street - Lighting Service Infrastructure - Service Request Street – Lighting – Complaints Servicing Reports - Septic Tanks Street - Lighting – Maintenance Sewage Reticulation Street – Lighting – Power Supplier - Liaison Sewer Reticulation – Tendering Street - Tree Planting
Sewerage – Connection Street- Names Sewerage – Declared Sewerage areas Street -Numbering Sewerage – Disposal Sites Street Signs - Loading Zones Sewerage – General Street Stalls - Permits Sewerage – Treatment Plants Streets – Construction Sewerage – Declared Sewerage areas Streetscapes - Building Of Sewerage – Disposal Sites Streetscapes - Maintenance Sewerage – General Structural Maintenance - Public Buildings
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 24
Sewerage – Treatment Plants Studies – Planning Sign - Road Side Permit Study Leave Forms Signage - Road Subdivision Files - Successful Signs – Roads Subdivisions Signs – Roads – Names Submissions - Council Meetings Skate Parks - Building of Submissions - Government Relations Smoking – Restrictions – External Submissions - Internal Meetings Smoking - Restrictions - workplace Submissions - Internal Meetings - Duplicate Social Clubs - Staff Development Subpoenas - Legal Discovery Process SPAM Subscriptions Special Charge Scheme – Rates Subsidies Special Charge Schemes - Roads Subsidies – School Crossing Supervisors Speeches - Major Event Summary of Tender Contracts Speed Limits – Roads Sundry Debtors Sponsorship - Provided by Agency Sports Centres – Construction Special Charge Schemes - Roads Supplementary Valuations Sponsorship - Received from external agency Supplementary Valuations - Confirmation of
Ownership Sporting Facilities - Hire Supplementary Valuations - Details Roads - Funding - Applications Surveys - Child Care Sports Facilities - Inspections Surveys – General Sports Ground - Hire Swimming Pool – General Sports Ground Pavilion Inspections Swimming Pool - Maintenance Staff Bulletins Swimming Pool - Programs Staff Meetings Syringes / Sharps / Needle Program Standpipes Tattoo Salon – Applications Statement of Accounts Tax – Bank Account Debit Statistics Tax – Land Statues - Memorial Tax – Sales
Statutory Council Meetings Taxation Stock take - Equipment and Stores Technology - Acquisition Stock take - Publication Technology - Activities Stopped Cheques Telecom – Liaison Storage - Equipment and Stores Telecommunications – Maintenance Storage - Information Management Tenders - Contract Register Tendering - Contract Registers Tendering Contracts - Retaining Walls - Building of
Tenders - Development of
Tendering - Contracts - Building of Council
Tenders - Documentation / Drafts
Tendering Contracts - Roundabouts - Building of Buildings Tendering - Contracts - Building of Council Tendering Contracts - School Crossings - Building of
Facilities Tendering - Documentation
Tendering - Contracts - Building of Public Toilets Tendering - Due Diligence Checks Tendering Contracts - Streetscapes - Building of Tendering - Evaluation of Tenders Tendering - Contracts - Building of Tennis Courts Tendering - Expressions of Interest Tendering Contracts - Traffic Signals - Installation of Tendering - Contracts - Public Buildings -
Property Maintenance
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 25
Tendering Contracts - Bowling Greens - Building of Thank you letters Storage - Information Management Tidy Towns Tendering Contracts - Bus Shelters - Building of Title Search
Tendering Contracts - Bus Stops - Building of Toilets – Public – Construction Tendering Contracts - Carports - Building of Toilets – Public – Maintenance Tendering Contracts - Cricket Pitches - Building of
Vehicles - Maintenance Records
Tendering Contracts - Kerb and Channel - Building of Vehicles – Registration Tendering Contracts - Footpaths - Building of Vehicles - Usage Tendering Contracts - Infrastructure Maintenance - Drainage
Trust Accounts – Audit – Major Changes Ward Boundaries - Electoral - Reviews Trust Accounts – Audit – Minor Changes Waste Collection - Complaints Trust Reconciliation Reports Water – Pollution Traffic Signals - Installation Of Water – Rates Transfer of Land – Amalgamation Water – Supply – Weirs / Reservoirs Transfer of Ownership - Animal Registration Water – Trunk – Service Travel Travel - Allowances Water Accounts – Committees Treatment Plants – Sewerage Water Authority – Notice of Access Tree – Removal – Permit – Approved Water Management Facilities Tree – Removal – Permit – Not Approved Weeds – Management Tree Lopping - By Council Staff Work Orders Tree Planting - Streets Work Request - Roads Maintenance Trust - Deposit Work Request - Service Infrastructure Trust - Register Workplace Agreements Unclaimed Monies Young Citizen Award Unsightly Premises – Council Court Action Youth Action Committee
Central Registry
The Recfind system contains all subject and property files and general correspondence – with hard copies located at the Kerang Office Basement and Kerang Transfer Station.
The RecFind system contains personnel files, documents are located in the Kerang Office Basement and in locked filing cabinets in the payroll office.
Hard copy files from the systems for each of the former councils (pre 1995) are located in the Kerang Office Basement and Public Records Office.
Other Records
In addition to the centralised records system, several departments maintain their own hard copy and electronic records including:
• Home and Community Care – client files • Children’s Services – client files • Maternal & Child Health – client files and immunisation records • Finance Unit – accounts/receipts • Infrastructure – parks and gardens and other infrastructure maintenance, plans and drawings
and maps • Geographic Information – Exponare • Governance Department – Registers containing original signed Council Minutes • Planning & Building – planning and building application files
Not all records are retained as some are destroyed in accordance with the Public Records Act 1973.
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 27
Statement 3 – Freedom of Information Arrangements
Freedom of Information Act 1982, Section 7(1)(a)(iii)(v)(vi)
Published information
Gannawarra Shire Council is required to make available certain documents for public inspection upon request. These documents can be inspected at Council’s Kerang Customer Service Centre.
Record Type Compliance Sec Act Access Location of Access Charge
Travel Register Details of overseas or interstate travel (other than interstate travel by land for less than 3 days) undertaken in an official capacity by Councillors or any member of Council staff in the previous 12 months, including the names of the Councillors or members of Council staff, the date the travel began and ended, destination, purpose and total cost (including accommodation).
r12(a) Local Government Regulations 2015
Public Kerang Office/Records System
None
Agendas and Minutes
Agendas and Minutes
Agendas and Minutes of ordinary and special meetings held in the previous 12 months kept under section 93 of the Act except if the Minutes relate to parts of meetings which have been closed to members of the public under section 89 of the Act and are confidential information within the meaning of section 77(2 of the Act.
r12(b) Local Government Regulations 2015
Public Website Kerang Office/Records System
None
Minutes of Section 86 Committees
Register Minutes of meetings of special committees established under section 86 of the Act and held in the previous 12 months except where such minutes relate to parts of meetings which have been closed to members of the public under section 89 of the Act and are confidential information within the meaning of section 77(2) of the Act.
r12(c) Local Government Regulations 2015
Public Kerang Office/Records System
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 28
Record Type Compliance Sec Act Access Location of Access Charge
Delegations Register Register of delegations kept under sections 87(1) and 98(4) of the Act, including the date on which the last review under sections 86(6) and 98(6) of the Act took place.
r12(d) Local Government Regulations 2015
Public Kerang Office/Records System
None
Leases/ Agreements
Specific Register
Document containing details of all leases involving land which were entered into by Council as the lessor, including the lessee and the terms and the value of the lease.
r12(e) Local Government Regulations 2015
Public Kerang Office/Records System
None
Authorised Officers
Specific Register
Register of authorised officers appointed under s224(1A) of the Act.
r12(f) Local Government Regulations 2015
Public Kerang Office/Records System
None
Donations and Gifts
List A list of donations and grants made by the Council in the previous 12 months, including the names of persons or bodies which have received a donation or grant and the amount of each donation or grant.
r12(g) Local Government Regulations 2015
Public Kerang Office/Records System
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 29
Record Type Compliance Sec Act Access Location of Access Charge
Provision of the Voters’ Roll
Voters’ Roll
On the request of any person or organisation, the CEO may only provide a copy of the voters’ roll to the person or organisation for a permitted purpose; (a) in a form determined by the CEO; and (b) subject to any conditions determined by the CEO; and (c) upon payment of the fee determined by the CEO. A permitted purpose for the purposes of sub-section (4) is (a) any purpose connected with an election (b) any purpose connected with communicating with or surveying constituents in relation to council functions (c) the conduct of a poll of voters (d) subject to the approval of the Commissioner for Privacy and Data Protection, and any other public interest purpose.
s24C(4) and (5)
Local Government Act 1989
Restricted Access based on meeting criteria for a permitted purpose upon written request to the CEO.
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 30
Record Type Compliance Sec Act Access Location of Access Charge
Campaign Donation Returns
Register The CEO must ensure that, within 14 days after the period specified in section 62(1) (ie 40 days after an election day) a summary of each election campaign donation return given to the CEO under section 62 is made available on the Internet website of the Council until the entitlement date for the next general election. The CEO must ensure that a copy of an election campaign donation return is available for inspection at the office of the Council during normal office hours for a period of 4 years from the date that it is given under section 62.
s62A(2) (2C) and (3)
Local Government Act 1989
Public Website Kerang Office/ Records System
None
Councillor Allowances and Support (Policy No. 092)
Document A Council must keep a copy of the policy adopted and maintained under this section available for inspection at the office of the Council.
s75B Local Government Act 1989
Public Website Kerang and Cohuna Office
None
Councillor Code of Conduct (Policy No. 078)
Document A Councillor Code of Conduct must be available for inspection by the public at the Council offices and any district offices.
S76C(6) Local Government Act 1989
Public Website Kerang and Cohuna Office
None
Primary and Ordinary Returns
Register The CEO must allow a person to inspect the register if that person has previously made written application to the CEO to do so and the application meets the requirements of the regulations
s81(10) Local Government Act 1989
Public Kerang Office/ Records System
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 31
Record Type Compliance Sec Act Access Location of Access Charge
Internet website Web content
(2) The Council must ensure that – (a) any public notice required to be given by the council is published on the Internet website; (ab) the following documents are published on the Internet website- (iaa) the election period policy prepared under section 93B of the Act (i)the current Council Plan approved under section 125 – as soon as practicable after being approved (ii) the current Strategic Resource Plan adopted under section 126 – as soon as practical after being adopted (iii) the current budget or revised budget adopted under section 130 – as soon as practicable after being adopted (iv) the current annual report prepared under sections 131, 132 and 133 – as soon as practicable after being submitted to the Minister under section 133(1) (v) the current Councillor Code of Conduct – as soon as practicable after being approved under section 76C (b) A copy of each local law made by the Council and in force is available on the internet website (i) from the date the local law comes into operation; and (ii) in a consolidated and up to date form;
S82A(2) Local Government Act 1989
Public Website
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 32
Record Type Compliance Sec Act Access Location of Access Charge
Internet website (continued)
(c) a list of documents of the Council that the Council is required to make available for public inspection under this Act, and how a member of the public can examine each document on the list is published on the Internet website.
Local Law Document A Council must ensure that a copy of every local law- (a) is available for inspection at the Council offices during the Council’s office’s office hours; and (b) can be purchased on demand at the Council office during the Council office’s office hours. A copy of every document incorporated by a local law under s112 is to be available for inspection at the Council office during office hours.
s120(2) and (3)
Local Government Act 1989
Public Website Kerang and Cohuna Office
None
Council Plan Document A copy of the current Council Plan must be available for inspection by the public at – (a) the Council office and any district offices; and (b) any other place required by the regulations.
s125 (11)
Local Government Act 1989
Public Website Kerang and Cohuna Office
None
Strategic Resource Plan
Document A copy of the current Strategic Resource Plan must be available for inspection by the public at (a) the Council office and any district offices; and (b) any other place required by the regulations.
s126(4) Local Government Act 1989
Public Website Kerang and Cohuna Office
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 33
Record Type Compliance Sec Act Access Location of Access Charge
Budget Document A copy of the budget or revised budget must be displayed at the Council office and any district offices and any other place required by the regulations; and published on the Council’s Internet website for at least 28 days after giving public notice the Council has prepared a proposed or revised budget.
s129(4) Local Government Act 1989
Public Website Kerang and Cohuna Office
None
Annual Report Document The Council must ensure that a copy of the annual report is available for inspection by the public at – (a) the Council office and any district offices; and (b) any other place required by the regulations.
s133(3) Local Government Act 1989
Public Website Kerang and Cohuna Office
None
Procurement Policy
Document A Council must within 12 months after the commencement of section 67 of the Local Government Amendment (Councillor Conduct and Other Matters) Act 2008 prepare and approve a procurement policy. A copy of the current procurement policy must be available for inspection by the public – (a) at the Council office; and (b) on the Council’s internet website.
S186A (2) and (8)
Local Government Act 1989
Public Website Kerang and Cohuna Office
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 34
Record Type Compliance Sec Act Access Location of Access Charge
Register of Building Permits
Register Council is required to keep a register of all building permits issued, and make the register available during office hours for any person to inspect free of charge.
s31 Building Act 1993
Public Kerang Office
None
Register of Occupancy Permits and Temporary Approvals
Register Council is required to keep a register of all occupancy permits and temporary approvals given to it and make the register available during office hours for any person to inspect free of charge.
s74 Building Act 1993
Public Kerang Office
None
Register of Orders
Register Council is required to keep a register of all emergency orders, building notices, or building orders given to Council, and make the register available during office hours for any person to inspect free of charge.
s126 Building Act 1993
Public Kerang Office
None
Roadside Weed and Pest Animal Management Plan
Document A Council must ensure that copies of the approved roadside weed and pest animal management plan is available for inspection during normal office hours.
s221(2) Catchment & Land Protection Act 1994
Public Website Kerang Office
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 35
Record Type Compliance Sec Act Access Location of Access Charge
Dog and Cat Register
Register Council is required to keep a register of all registered dogs and cats, and make the register available during office hours for any person to inspect, upon payment of a fee fixed by Council. A person, upon payment of a fee fixed by Council, can make a record of the information contained in the registration of a dog or cat, or obtain a certificate from Council setting out all or any requested particulars in relation to the registration of a dog or cat.
s18 Domestic Animals Act 1994
Public Kerang Office
$5.50
Food Premises Register
Register Council must supply free of charge a certified copy of any entry in the Register to any person on request.
s43(5) Food Act 1984
Public Kerang Office
None
Registered Premises Book
Register Council must supply a certified copy of any entry in the Register to any person on request. Premises must include accommodation houses, hairdressers, beauty therapists and skin penetration businesses.
s371(4) Public Health and Wellbeing Act 2008
Public Kerang Office
None
Protected Disclosure Procedure
Procedure Council has a duty to make procedures established under section 58 available to the public and to staff and Councillors.
s59(4) Protected Disclosure Act 2012
Public Website Kerang and Cohuna Office
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 36
Record Type Compliance Sec Act Access Location of Access Charge
Register of Public Roads
Register A road authority must ensure that the register of public roads is available for inspection by members of the public free of charge, during normal business hours, at the place or places determined by the road authority.
s19 Road Management Act 2004
Public Kerang Office
None
Planning Scheme Amendments
Register A Planning Authority preparing an amendment must make the amendment, explanatory report, any document applied, adopted or incorporated in the amendment and any accompanying agreement available at their offices during office hours for any person to inspect free of charge until the amendment is approved or lapses.
Part 3, Division 1, s18
Planning & Environment Act 1987
Public Kerang Office
None
Planning Scheme Amendment Submissions
Register A Planning Authority may make the panel’s report available at its office during office hours for any person to inspect free of charge at any time after the planning authority receives the report and must make it so available forthwith if it has decided whether or not to adopt the amendment or 28 days have elapsed since it received the panel’s report.
Division 2, s26
Planning & Environment Act 1987
Public Kerang Office
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 37
Record Type Compliance Sec Act Access Location of Access Charge
Planning Scheme Amendment Submissions (continued)
A report make available for inspection must be kept available for inspection until the end of two months after the amendment comes into operation or lapses.
Planning Scheme Amendments and schemes (approved)
Register The planning authority must make the copy of an approved amendment and any documents lodged with it available at their respective offices during office hours for any person to inspect free of charge for two months after the amendment comes into operation and after that period on payment of the prescribed fee.
Division 4, s41
Planning & Environment Act 1987
Public Kerang Office
None
Planning Scheme Amendments and schemes (approved)
Register Responsible authority must keep a copy of the planning scheme incorporating all amendments to it and of all documents lodged with those amendments under section 40 available at their respective offices for any person to inspect during office hours free of charge.
Division 4, s42
Planning & Environment Act 1987
Public Kerang Office
None
Planning Scheme Applications
Register Council is required to keep a register of all applications for permits and all decisions and determinations relating to permits, and make the register available during office hours for any person to inspect free of charge.
Part 4, Division 1, s49
Planning & Environment Act 1987
Public Kerang Office
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 38
Record Type Compliance Sec Act Access Location of Access Charge
Planning Permit Applications
Register Council is required to make a copy of every application and the prescribed information supplied in respect of it available at its office for any person to inspect during office hours free of charge until the end of the latest period during which an application for review may be made under section 77, 79, 80 and 82 in relation to the application or the permit, or if an application for review is made to the Tribunal within that period, until the application is determined by the Tribunal or withdrawn. Whilst the application for a permit is current any person may come into the office and inspect all of the documents on the planning application file (s57(5)), requires Council to make a copy of every objection available for any person to inspect during office hours free of charge until the end of the period during which an application may be made for review of a decision on the application.
Part 4, Division 1, s51
Planning & Environment Act 1987
Public Kerang Office
None
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 2.0 – February 2017 Page No. 39
Freedom of Information Access Arrangements
Requests for access to all Council’s documents are dealt with centrally by Council’s Freedom of Information Officer. Requests for access to documents of other agencies, held in the custody of Council, should be sent directly to those agencies. Where such requests are received directly by Council, the requests will normally be transferred to the agency concerned in accordance with section 8 of the Freedom of Information Act 1982.
People wanting to access documents that are not available outside the Act must make a request in writing (an application form is available on the Gannawarra Shire Council website) accompanied by the prescribed application fee. The fee increases annually in accordance with the Monetary Units Act 2004. Applicants should check the website or contact Council at the time of making their application to find out the current fee.
Not all documents are automatically available in response to a request under the Act. The Act sets out a number of situations in which a Council may refuse a person access, e.g. requests for documents which affect the personal affairs of another person, commercially confidential documents which would undermine law enforcement or which contain information supplied in confidence.
Applications can be made for access to documents about a person’s personal affairs, regardless of the age of the documents, and other documents held by Council, not older than 1 January 1989.
The application fee may be waived or reduced if payment of the fee would cause hardship to the applicant. If applicants consider they are entitled to have the application fee waived, they should submit a request with supporting documentation (such as a pension or health care card).
Requests may be lodged in person at Council offices, by post addressed to the Freedom of Information Officer, Gannawarra Shire Council, PO Box 287 Kerang 3579 or by email to [email protected]. The Freedom of Information Officer will respond to requests as quickly as possible.
Officer responsible for requests to access documents:
a) For initial receipt of and action upon FOI requests b) For inspection or purchase of Part II Statements on categories of documents, FOI
arrangements and Publicity Services c) For initial receipt of an action upon FOI requests of records of other agencies in custody of the
Gannawarra Shire Council d) For inspection or purchase of documents available under section 8 of the FOI Act e) For inspection of documents found relevant to an FOI request, including listening to or viewing
a tape.
Lisa Clue Manager Governance/Freedom of Information Officer Email: [email protected] 47 Victoria Street, Kerang 3579 Office hours: 8.30 am – 5.00 pm Monday – Friday.
Right of Appeal:
FOI Commissioner PO Box 24274 MELBOURNE VIC 3000 Telephone: 1300 842 364 Email: [email protected] Website: www.foicommissioner.vic.gov.au
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 40
Identification of Documents
FOI requests must contain sufficient detail concerning the document to enable the agency to identify it. Information about the subject and the approximate date of the document(s) sought should be indicated as precisely as possible.
Where a request fails to provide the necessary information to sufficiently identify the document(s) requested, the FOI Officer will assist you in making a request which will aid in identifying the documents sought.
Charges
Applicants will be supplied, as soon as possible, with a statement of further charges if appropriate. Charges will be in accordance with the Freedom of Information (Access Charges) Regulations 2004 which are currently set at:
• A charge for search time will be equal to 1.5 fee units per hour or part of an hour • A charge for supervision will be equal to 1.5 fee units per hour (to be calculated per quarter
hour or part of a quarter hour) • A charge for the costs of a suitably qualified health service provider providing an explanation
of health information which will be equal to 1.9 fee units per quarter hour or part of a quarter hour; or 6 fee units, whichever is the lesser
• A charge for providing a summary of health information will be equal to 1.9 fee units per quarter hour or part of a quarter hour, or 6 fee units, whichever is the lesser
• A charge for providing black and white photocopy • A charge for providing copy of a document other than black and white photocopy – The
reasonable costs incurred by the agency in providing the copy • A charge for arrangements to hear or view sound or visual image – The reasonable costs
incurred by the agency in making the arrangements • A charge for providing written document – The reasonable costs incurred by the agency in
providing the written document • A charge for providing a written transcript – The reasonable costs incurred by the agency in
providing the written transcript.
Current costs based on the value of a fee unit can be viewed on Council’s website, www.gannawarra.vic.gov.au.
Correction of Personal Information
Requests for correction or amendment of information about a person which is contained in a document held by Council may be made in writing and should specify:
a) an address to where notices may be sent to the person making the request; and
b) particulars of why the person making the request believes the information to be incomplete, incorrect, out of date or misleading and specifying the amendments he or she wishes made.
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 41
Statement 4 – Publicity Services
Freedom of Information Act 1982, Section 7(1)(a)(iv)
Council does not produce any literature which is available to the public by subscription or under a free mailing list arrangement. Council does however produce and distribute a variety of literature which is available to the public free of charge including:
• Annual Report • Council Plan • Council Policies, Plans and Strategies • Annual Budget and Strategic Resource Plan • Local Laws.
A wide range of publications can be downloaded from the Gannawarra Shire Council website or by contacting Council on 03 5450 9333 or [email protected] for copies. Search engines can be used to locate them.
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 42
Statement 5 – Procedures and Guidelines Freedom of Information Act 1982, Section 8(1)(a)(b)
This Statement applies to documents that are provided by Council for the use or guidance of Council or its officers.
Council must, as far as possible, make its ‘hidden law’ explicit to the public with procedure manuals, interpretations of the law, policy statements and enforcement methods.
Copies of all documents are made available for inspection by members of the public. A large number of the documents are available from the Gannawarra Shire Council website and inspection and copies can be arranged by contacting the Governance department at Council’s Kerang office on 03 5450 9333.
Below is a list of the types of documents which are frequently referred to when Council makes decisions:
Strategy Documents
• Advocacy Plan • Annual Report 2015-2016 • Asset Management Strategy • Bridge Asset Management Plan • Buildings Asset Management Plan • Cohuna Future Vision Plan • Customer Service Charter • Community Safety Plan • Communications and Engagement Strategy
2016 - 2020 • Council Plan 2013-2017 • Creative Arts and Activation Strategy • Disability Action Plan 2012-2015 • Domestic Animal Management Plan 2017-
2020 • Drought Community Support Action Plan
2016-2017 • Drainage Asset Management Plan • Early Years Plan 2015 - 2018 • Elder Abuse Prevention Strategy • Environmental Sustainability Strategy • Footpath Asset Management Plan • Gannawarra 2025 • Gannawarra Aerodromes Development Plan • Gannawarra Children & Youth Strategy 2016-
2020 • Gannawarra Heritage Study • Gannawarra Shire Council Budget 2016/2017
• Gannawarra Shire Youth Strategy • Gannawarra Future Scan • Gannawarra Flood Emergency Plan • Gannawarra Heat Health Plan • Gannawarra Influenza Pandemic Plan • Integrated Community Plan • Lake Charm, Kangaroo Lake and Gunbower Creek
Environs Strategy • Levee Bank Asset Management Plan • Local Law No 1 Community Amenity 2012 • Local Law No 7 Meeting and Common Seal • Loddon Mallee 2014 Investment Prospectus • Loddon Mallee North Regional Growth Plan • Loddon Mallee Strategic Regional Plan 2015-2018 • Municipal Emergency Management Plan • Municipal Fire Management Plan • Neighbourhood Safer Places Plan • Positive Ageing Strategy • Rating Strategy • Recreation Asset Management Plan • Recreation Reserve Master Plan Report • Road Management Plan • Roadside Weeds and Pest Control Plan • Road Asset Management Plan • Sir John Gorton Precinct Master Plan • Tourism Strategy • Urban and Rural Strategy Plan
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 43
Council Policies
• 003 Risk Management • 010 Equal Employment Opportunity • 025 Outstanding Debt • 033 Occupational Health and Safety • 034 Rate Relief • 035 Community Activities on Footpath • 036 Council Recreation Reserves • 037 Recreational Reserves – Assistance and
Conditions • 045 Mystic Park Cemetery Trust • 058 Bus Routes – Certificates • 060 Waste Management Services – Provision
and Replacement of Bins • 063 Caravan Park Annexes
• 064 Caravan Park ‘Fly Over’ Specifications • 065 Trees • 065 Tree Guidelines • 066 Building Regulations 2006 • 068 Dogs and Cats Designated Areas • 069 Roads – Drainage • 071 Building Regulations 2006 – Clause
422(1)(2) • 073 Dust Control
• 074 Information Privacy and Health Records • 078 Code of Conduct and Values for Elected Members
• 082 Records Management • 083 Email Internet and Intranet • 085 Asset Management • 090 Special Rates and Charges Scheme • 092 Councillor Allowances and Support • 097 Hiring Council Facilities • 098 Asset Naming • 098 Asset Naming Procedure • 100 Fraud and Corruption Prevention • 101 Media • 102 Community Grants • 104 Rates Subsidy – Community or
• 125 Use of Council Land for Private Commercial Assets
• 126 Council Financial Reserves
• 127 Compliance • 128 Asset Disposal and Rationalisation • 128 Procedure – Asset Disposal and
Rationalisation • 129 Diversity
• 131 Communications and Community Engagement
• 132 Child Safe
Local Laws
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 44
Gannawarra Shire Council’s Local Laws No.1 – Community Amenity is designed to secure community safety, protect public assets and enhance community amenity, whether in townships or rural areas and is what governs the direct actions of the Shire’s Local Laws officers.
Gannawarra Shire Council’s Local Law No.7 – Meetings and Common Seal is designed to provide a mechanism to facilitate the good government of the Council and to promote and encourage community participation in the system of local government.
These documents are available from the Gannawarra Shire Council website and inspection and copies can be arranged by contacting the Governance department at Council’s Kerang office on 03 5450 9333.
Gannawarra Shire Council – www.gannawarra.vic.gov.au Freedom of Information – Part II Statement Version 1.0 – August 2016 Page No. 45
Statement 6 – Report Literature Freedom of Information Act 1982, Section 11(1)
Under section 11 of the Freedom of Information Act 1982, Council must make a wide range of final reports and records of decisions relating to policy and the administration of policy of interest to the public available for inspection or purchase.
Council publishes its progress reports, final reports and records of decisions relating to policy within Council meeting Minutes which are available for download from the Gannawarra Shire Council website.
Reports and policies are available from the Gannawarra Shire Council website and copies can be arranged by contacting the Governance department at Council’s Kerang office on 03 5450 9333.
Reports, Statements and Submissions
Council makes the following two classes of documents available to the public:
1. A document prepared outside the Council for consideration by Council 2. A document prepared within the Council for consideration by Council.
