The Local Government Official Information and Meetings Act 1987 (LGOIMA)

LGOIMA gives everyone the right to request official information held by the Council. The Council holds a large amount of official information including reports, emails, policies, documents and databases.

What is LGOIMA?

The Local Government Official Information and Meetings Act 1987

How do I make a request?

Please be as specific as possible with your request, as it helps us find the information quicker. If we are unclear about the scope or nature of your request, we will contact you to discuss it. If your request is complex, it may require staff to research internal documents and records.

What information can I request?

Under the Local Government Official Information and Meetings Act (LGOIMA), you can request a wide range of information held by local government agencies. This includes:

  • Documents and Reports: Any written material such as reports, studies, and official documents.
  • Emails and Correspondence: Communications between officials, including emails and letters.
  • Meeting Minutes and Agendas: Records of what was discussed and decided in council meetings.
  • Policies and Guidelines: Manuals and documents that outline internal rules, principles, and procedures.
  • Non-Written Information: This can include video or audio recordings, photographs, and other media.
  • Decision Reasons: The rationale behind any decisions made by the council that affect you.

You can request any information that exists at the time of your request. If the information does not exist or is not held by the agency, they do not require to create new information for you.

How can I make a good request?

To help us find the information you need, make sure to:

  • Be Clear: Use simple language to describe what you're looking for.
  • Ask for Facts: Request specific information or figures.
  • Give Context: Explain why you need the information.

Include as many details as you can, such as:

  • Timeframe: Specific dates and times.
  • Keywords: Words to search for in emails.
  • Locations: Addresses or places.
  • Contacts: Names of council staff or departments you've talked to.
  • Reference Numbers: Any relevant numbers.

Don't forget to attach any supporting documents to your request.

What will it cost to request information?

Usually, there's no charge for your request. However, if it involves a lot of information or requires significant work, we might charge a fee.

Here's what you're entitled to:

  • No charge for the first hour of work.
  • Free Photocopying for up to 20 pages.
  • We can charge for actual costs, like reproducing a photo.
  • Additional Time: $76 per hour after the first hour.
  • Extra Copies: 20 cents per page.

If there's a cost, we'll let you know before we start. You can then decide to proceed, withdraw, or change your request. We might ask for some or all of the payment upfront.

How long will it take?

Response Timeframe for Your Request

Standard Requests
We aim to provide our final response to you within 20 working days.

We'll let you know as soon as possible if:

  • We can't meet the deadline.
  • We need further information.
  • We need to refine your request.
  • We need to transfer your request to another government agency

Possible Delays
Sometimes, it might take us longer to respond, and we might not be able to respond, if your request is:

  • Broad, vague, or unclear.
  • Asking for a large amount of data.
  • Seeking opinions or views.
  • About things that haven't happened yet.

Why Council may withhold information

The principle of the LGOIMA legislation is to make information accessible unless there are good reasons to withhold it. Reasons that the Council may decide not to release information could include:

  • Prejudice the maintenance of law
  • Put someone's safety at risk
  • Breach someone's privacy
  • Disclose commercially sensitive or confidential information
  • Impact the Council’s commercial activities or negotiations
  • Seriously offend tikanga Māori or expose the location of waahi tapu.
  • Breach a confidentiality obligation
  • Harm public health or safety
  • Compromise the Council’s right to legal professional privilege
  • Affect the conduct of public affairs

Not satisfied with the Council’s response or information received?

  • If you are not satisfied with the information you receive following a request under LGOIMA, you can complain to the Office of the Ombudsman or freephone 0800 802 602.
  • If you are not happy with the outcome of your request made under the Privacy Act you can contact the Office of the Privacy Commissioner.

Will my request and the response be made public?

  • If we consider that the information you have requested is of general public interest, we may publish your request and our response to it so that other members of the public can see the information.
  • If we do this, we will redact your name and contact information from the request and the response.