JANUARY 2020 Pursuant to the Freedom of Information Act 1982(Vic) - Nillumbik Shire Council
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Pursuant to the Freedom of Information Act 1982(Vic)
JANUARY 2020
1Nillumbik Shire Council
Part II Statement
RESPONSIBLE AREA: Governance
VERSION HISTORY
Date Details
August 2018 First publication
January 2020 Full reviewNillumbik Shire Council
Part II Statement
Contents
Introduction .............................................................................................................................. 1
Responsibility ........................................................................................................................... 1
Statement 1 - Organisation and Functions of Council
Freedom of Information Act 1982 – section 7(1)(a)(i), (vii) and (viii) ......................................... 2
Establishment .......................................................................................................................... 2
Location ................................................................................................................................... 2
Organisational Structure .......................................................................................................... 3
Principal Officer........................................................................................................................ 4
Contacting Council ................................................................................................................... 4
Service Centres ....................................................................................................................... 4
Council Wards and Councillors ................................................................................................ 4
Functions ................................................................................................................................. 5
Local Government Functions and Activities.............................................................................. 6
Administrative functions ........................................................................................................... 6
Decision Making Powers .......................................................................................................... 6
Meeting attendance ................................................................................................................. 8
Advisory Committees ............................................................................................................... 9
External Organisations ............................................................................................................. 9
Consultative arrangements .................................................................................................... 10
Libraries ................................................................................................................................. 10
Mobile Library ........................................................................................................................ 10
Acts Administered .................................................................................................................. 11
Local Laws ............................................................................................................................. 13
Statement 2 –Categories of Documents
Freedom of Information Act 1982, Section 7(1)(a)(ii) .............................................................. 14
Information Management System........................................................................................... 14
Central Registry ..................................................................................................................... 14
Other Records........................................................................................................................ 14
Principal Records ................................................................................................................... 18
Statement 3 –Freedom of Information Arrangements
Freedom of Information Act 1982, Section 7(1)(a)(iii),(v),(vi) .................................................. 24
Freedom of Information .......................................................................................................... 24
Statement 4 – Publicity Material
Freedom of Information Act 1982, Section 7(1)(a)(iv) ............................................................. 28
Other Documents ................................................................................................................... 29
Statement 5 – Rules, Policies and Procedures
Freedom of Information Act 1982, Section 8(1) ...................................................................... 45
Statement 6 – Report Literature
Freedom of Information Act 1982, Section 11 ........................................................................ 47
iNillumbik Shire Council
Part II Statement
THIS PAGE IS INTENTIONALLY LEFT BLANK
iiNillumbik Shire Council
Part II Statement
Introduction
The purpose of a Part II of the Freedom of Information Act 1982 (FOI 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.
Nillumbik Shire Council (Council) releases a large amount of information online and print
publishing as well as face to face service provision. The Freedom of Information Part II
Statement shows that Council is making information readily available to the public, what that
information is and how it can be accessed.
Responsibility
Agencies, including Council must prepare and publish statements under Part II of the Act, and
ensure these statements are published and reviewed annually.
The statements provided in this document will provide individuals and other organisations with
information about:
Statement 1 - Organisation and Functions of Council
Freedom of Information Act 1982 – section 7(1)(a)(i), (vii) and (viii)
Statement 2 – Categories of Documents
Freedom of Information Act 1982, Section 7(1)(a)(ii)
Statement 3 – FOI Arrangements
Freedom of Information Act 1982, Section 7(1)(a)(iii),(v),(vi)
Statement 4 – Publicity Material
Freedom of Information Act 1982, Section 7(1)(a)(iv)
Statement 5 – Rules, Policies & Procedures
Freedom of Information Act 1982, Section 8
Statement 6 – Report Literature
Freedom of Information Act 1982, Section 11
1Nillumbik Shire Council
Part II Statement
Statement 1 - Organisation and Functions of Council
Freedom of Information Act 1982 – section 7(1)(a)(i), (vii) and (viii)
Section 7(1)(a)(i)
A statement setting out particulars of the organisation and functions of the agency, indicating,
as far as practicable the decision-making powers and other powers affecting members of the
public that are involved in those functions and particulars of any arrangement that exists for
consultation with, or representation by, bodies and persons outside the government
administration in relation to the formulation of policy in, or the administration of, the agency.
Section 7(1)(a)(vii)
A statement listing all boards, councils, committees and other bodies constituted by two or more
persons, that are a part of, or that have been established for the purpose of advising, the agency,
and whose meetings are open to the public, or the minutes of whose meetings are available for
public inspection.
Section 7(1)(a)(viii)
If the agency maintains a library or reading room that is available for public use – a statement
of that fact including details of the address and hours of opening of the library or reading room.
Establishment
Nillumbik Shire Council was formed by Order of the Governor in Council on 15 December 1994,
when the former Shire of Eltham was amalgamated with parts of the Diamond Valley, Healesville
and Whittlesea Shires.
Location
The Shire of Nillumbik is located less than 25 kilometres north-east of Melbourne, and has the
Yarra River as its southern boundary. It extends 29 kilometres to Kinglake National Park in the
north. The Shire stretches approximately 20 kilometres from the Plenty River and Yan Yean
Road in the west to Christmas Hills and the Yarra escarpment in the east.
The Shire covers an area of 431.94 square kilometres and has an estimated population of
64,720 (Annual Report 2017-2018), who live in close-knit communities which range from typical
urban settings to remote and tranquil bush properties. Nillumbik is a collection of townships and
major activity centres.
Areas and townships of the Shire of Nillumbik:
Arthurs Creek Hurstbridge Smiths Gully
Bend of Islands Kangaroo Ground St Andrews
Christmas Hills Kinglake (parts of) Strathewen
Cottles Bridge Kinglake West (parts of) Watsons Creek
Diamond Creek North Warrandyte Wattle Glen
Doreen (parts of) Nutfield Yan Yean
Eltham Panton Hill Yarrambat
Eltham North Plenty
Greensborough (parts of) Research
2Nillumbik Shire Council
Part II Statement
Organisational Structure
Chief Executive
Officer
Executive Manager Executive Manager
Chief Financial Director Executive Manager Economic
Governance, Communities -
Officer - [Corporate Operations and Communications
Planning and Development and
[Community
Services] Infrastructure and Engagement Community Safety Tourism
Services]
Executive Manager
Business Property and Community Safety
Legal Advisor Early Years
Transformation and Facilities and Amenity
Performance
Maternal Child
Finance Infrastructure Governance Health and Building Services
Immunisations
Information Corporate
Capital Works Community Inclusion Planning Services
Technology Information
Youth and
Emergency
Human Resources Environment Community Strategic Planning
Management
Development
Recreation and Communications and Community Support
Procurement
Leisure Marketing Services
Community
Living and Learning
Engagement
Libraries
Arts and Cultural
Development
Festivals and Events
3Nillumbik Shire Council
Part II Statement
Principal Officer
The Principal Officer is the Chief Executive Officer, Mr Carl Cowie.
Contacting Council
Nillumbik Shire Council Offices: By post:
14 Civic Drive Nillumbik Shire Council
Greensborough Vic 3088 PO Box 476,
Greensborough Vic 3088
Telephone: (03) 9433 3111
Fax: (03) 9433 3777 Email address:
nillumbik@nillumbik.vic.gov.au
Web: www.nillumbik.vic.gov.au
Service Centres
Recycling and Recovery Centre
290 Yan Yean Road, Plenty
Normal opening hours for Recycling & Recovery Centre
Open: 8am-4pm, Friday, Saturday, Sunday and Monday
Closed: Tuesday, Wednesday, Thursday and public holidays
Council Wards and Councillors
Initially consisting of nine wards, the Victorian Electoral Commission (VEC) undertook an
electoral representation review in 2008 and reduced the number of wards to seven with one
elected Councillor representing each ward.
In 2019 the VEC again undertook a review of Council’s electoral structure. The findings after
community consultation and consideration of submissions was that the existing seven ward
structure with one elected Councillor representing each ward is still appropriate, with a minor
amendment to the existing boundaries.
4Nillumbik Shire Council
Part II Statement
The seven wards and elected Councillors are:
Blue Lake Ward - Cr Grant Brooker
Bunjil Ward - Cr Karen Egan
Edendale Ward - Cr John Dumaresq
Ellis Ward - Cr Peter Perkins
Sugarloaf Ward - Cr Jane Ashton
Swipers Gully Ward - Cr Bruce Ranken
Wingrove Ward - Cr Peter Clarke
The seven Councillors vote at the
statutory meeting each October to elect
the Mayor and Deputy Mayor for a term
of 12 months.
As at 30 October 2019 – October 2020
Mayor – Cr Karen Egan
Deputy Mayor – Cr Peter Clarke
Map courtesy of the Victorian
Electoral Commission
The current Council was elected in
October 2016 for a four year term.
The next local government elections will be held in October 2020.
Functions
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;
b) Planning and providing services and facilities for the local community;
c) Providing and maintaining community infrastructure in the municipal district;
d) Undertaking strategic and land use planning for the municipal district;
e) Raising revenue to enable the Council to perform its functions;
f) Making and enforcing local laws;
g) Exercising, performing and discharging the duties, functions and powers of Council’s
under the Local Government Act 1989 and other Acts; and
h) Any other function relating to the peace, order and good government of the municipal
district.
5Nillumbik Shire Council
Part II Statement
Local Government Functions and Activities
Council has responsibility for managing a broad range of functions, activities and services.
These include:
Aged and disability services Libraries
Animal management Maternal child health
Arts and cultural services Parking management
Assets and civic facilities management Parks and open space
Building services Recreation and Leisure
Community transport Roads, footpaths and drainage
Early years, Playhouses and Pre- Tourism
Schools Traffic safety
Economic development Transport planning
Environment and biodiversity Strategic and statutory planning
Environmental health Waste management and recycling
Heritage Youth services
Leisure and recreation services
Administrative functions
Committees Personnel Management
Community Relations Policy
Financial Management Property Management
Fleet Management Publications
Government Relations Reporting
Industrial Relations Staff Development
Information Management Strategic Management
Legal Services Technology and Telecommunications
Occupational Health & Safety
Decision Making Powers
Subject to any limitations or restrictions imposed by or under Local Government Act 1989 or
any other Act, Council has the power to do all things necessary or convenient to be done in
connection with the achievement of its objectives and the performance of its functions.
6Nillumbik Shire Council
Part II Statement
Council may exercise its decision-making powers in one of the following ways:
1. Ordinary Council Meeting or Special Council Meeting
Council’s Meeting Procedure Local Law 2017 documents the manner of voting and
making resolutions of Council.
All Ordinary Council Meeting times and dates for the calendar year are published on
Councils website.
From time to time Council may hold Special Council Meetings. These meetings are
advertised in the Diamond Valley Leader or The Age newspapers. The notice is also
published on Council’s website under Public Notices.
Ordinary Council Meetings are typically held on the fourth Tuesday of the month
commencing at 7pm. Meetings are held at the Civic Centre, Civic Drive, Greensborough,
unless advertised otherwise.
Special Council meetings are held when called under section 84 of the Local
Government Act 1989.
2. Special Committee
Council currently has one Special Committee established under section 86 of the Local
Government Act 1989.
Future Nillumbik Committee.
The scope of the Future Nillumbik Committee responsibilities includes all matters within
the following portfolio areas:
Community Services
Economic Development and Marketing
Environment and Sustainability
Finance and Governance
Infrastructure
Planning
Social Infrastructure
In accordance with the Future Nillumbik Committee Terms of Reference, the
membership and chairperson arrangements for the Committee are as follows:
All Councillors are members of the Future Nillumbik Committee.
Council assigns individual portfolio responsibilities to individual Councillors and the
agenda shall identity which items of business relate to the respective portfolios.
The Chairperson for each particular item shall be the Councillor with the relevant
portfolio responsibility.
When a Councillor is in the role of Chairperson, they will have the power and
authority of the Chairperson as provided in the Meeting Procedure Local Law,
including a casting vote.
At the commencement of the meeting, when preliminary matters are considered
(such as apologies, confirmation of minutes, and declarations of interest) the
Mayor shall be the Chairperson.
7Nillumbik Shire Council
Part II Statement
All Future Nillumbik Committee meeting times and dates for the calendar year are
published on Councils website.
From time to time Council may hold Special Future Nillumbik Committee meetings.
These meetings are advertised in the Diamond Valley Leader or The Age newspapers.
The notice is also published on Council’s website under Public Notices.
Future Nillumbik Committee meetings are typically held on the second Tuesday of the
month commencing at 7pm, at the Civic Centre, Civic Drive, Greensborough.
3. Delegation
By Council Officers under delegation, where specific decision-making powers of Council
have been delegated to their position.
Council delegates some powers, duties and functions to Council officers to effectively
and efficiently carry out its business. This is formalised through a written Instrument of
Delegation.
A decision made by a ‘delegate’ of Council is deemed to be decision by Council.
The Local Government (General) Regulations 2015 requires Council to make available
a register of delegations kept under sections 87(1) and 98(4) of the Local Government
Act 1989, including the date on which the last review under sections 86(6) and 98(6) took
place.
Council maintains registers of the following Instruments of Delegations:
Instrument of Delegation to the Chief Executive Officer
Instrument of Delegation to Members of Council Staff
Instrument of Sub-Delegation from Chief Executive Officer to Council staff
Instrument of Delegation and Authorisation by Municipal Building Surveyor
Instrument of Delegation of CEO powers, duties and functions
Instrument of Delegation by CEO for VicSmart Applications under the Planning
and Environment Act 1987
The Register of Delegations is available for public inspection at the Civic Centre, Civic
Drive, Greensborough.
Meeting attendance
Members of the public are invited to attend for all public meetings.
Meetings are closed to the public when discussing matters deemed confidential under section
89(2) of the Local Government Act 1989.
8Nillumbik Shire Council
Part II Statement
Advisory Committees
Council has a range of Advisory Committees (listed below), which provide a formal mechanism
for Council to consult with key stakeholders, seek specialist advice and enable community
participation. Although they do not make any formal decisions, they provide valuable advice to
Council.
Council appoints Councillors as representatives on its advisory committees and reviews these
appointments annually, or in accordance with the Terms of Reference.
In accordance with Advisory Committee Terms of Reference, the minutes of meetings are
presented to Council.
Arts Advisory Committee Living and Learning Advisory
Committee
Audit Committee
Municipal Emergency management
CEO Employment Matters Committee
Planning Advisory Committee
Inclusion Advisory Committee
Panton Hill Bushland Reserves
Economic Development Advisory System Advisory Committee
Committee
Positive Aging Advisory Committee
Environment and Sustainability
Recreational Trails Advisory
Advisory Committee
Committee
Health and Wellbeing Plan Advisory
Committee
External Organisations
Council is a member or participant in a range of external organisations at a local, regional or
sector level.
Councillors are appointed to represent Council as delegates to those organisations. In some
cases, an alternate is also appointed who can attend if the primary councillor is not available.
The list below details the organisations that Council has appointed representatives to until it is
reviewed following the Local Government Elections in October 2020.
Municipal Association of Victoria Northern Alliance for Greenhouse
Action
Interface Councils group
Nillumbik Tourism Association
Northern Metro Region Councils group
Diamond Creek Traders’ Association
Yarra Plenty Regional Library Board
Eltham Chamber of Commerce and
Metropolitan Waste Management
Industry
Group
Hurstbridge Traders’ Association
Metropolitan Transport Forum
9Nillumbik Shire Council
Part II Statement
Consultative arrangements
Community Consultation
Community consultation is undertaken by Council for various projects and when required
by legislation.
Examples of community consultation could include asking the community for feedback on
Council policies, performance on service delivery or involving the community in the
development or review of specific projects or developments.
Participate Nillumbik is Council's online community engagement site. This is where
community members can help inform Council’s decision-making by sharing your ideas or
feedback on a variety of projects. Updates on projects are also published and you can read
about how your input has contributed to Council’s decisions.
Council’s webpage, and local newspapers may also outline a project that Council is
undertaking consultation on, in addition to direct mail when this is required.
Libraries
Locations and hours of operation of libraries or reading rooms available for public use
Diamond Valley Library Eltham Library
Civic Drive, Greensborough Vic 3088 Panther Place, Eltham Vic 3095
Monday 10:00am – 5:30pm Monday 10:00am – 8:30pm
Tuesday 10:00am – 8:30pm Tuesday 10:00am – 8:30pm
Wednesday 10:00am – 5:30pm Wednesday 10:00am – 8:30pm
Thursday 10:00am – 5:30pm Thursday 10:00am – 8:30pm
Friday 10:00am – 5:00pm Friday 10:00am – 5:00pm
Saturday 10:00am – 5:00pm Saturday 10:00am – 5:00pm
Sunday 1:00pm – 5:00pm Sunday 1:00pm – 5:00pm
More information can be found on the Yarra Plenty Regional Library website.
Mobile Library
The mobile library service is for residents who cannot visit a library. The mobile library bus is
wheelchair accessible and members can borrow any of the 14,000 items in stock, including
books, videos, DVDs, magazines, talking books and large print publications.
More information can be found on the Yarra Plenty Regional Library website.
10Nillumbik Shire Council
Part II Statement
Acts Administered
The Council derives its powers and operates pursuant to many Acts, Regulations and Council
Local Laws. The following indicates as far as practicable the Acts, Regulations and Local Laws
that apply to Council:
Acts
Aboriginal Heritage Act 2006 Filming Approval Act 2014
Associations Incorporations Reform Fines Reform Act 2014
Act 2012 Fire Services Property Levy Act 2012
Australian Citizenship Act (Cth) 2007 Flora and Fauna Guarantee Act 1988
Building Act 1993 Food Act 1984
Catchment and Land Protection Act Freedom of Information Act 1982
1994
Gambling Regulation Act 2003
Cemeteries & Crematoria Act 2003
Graffiti Prevention Act 2007
Children, Youth and Families Act 2005
Health Act 1958
Climate Change Act 2010
Health Records Act 2001
Conservation, Forests and Land Act
1987 Health Services Act 1988
Country Fire Authority Act 1958 Heritage Act 1995
Crown Land (Reserves) Act 1978 Housing Act 1983
Cultural and Recreational Lands Act Impounding of Livestock Act 1994
1963 Independent Broad-Based Anti-
Dangerous Goods Act 1985 Corruption Commission Act 2011
Disability Act 2006 Infringements Act 2006
Domestic Animals Act 1994 Land Acquisition and Compensation
Act 1986
Education and Care Services National
Law Act 2010 Land Act 1958
Education and Training Reform Act Landlord and Tenant Act 1958
2006 Liquor Control Reform Act 1998
Electrical Safety Act 1998 Local Government Act 1989
Emergency Management Act 2013 Magistrates' Court Act 1989
Environment Protection Act 1970 Major Transport Projects Facilitation
Equal Opportunity Act 2010 Act 2009
Estate Agents Act 1980 Metropolitan Fire Brigades Act
Family Violence and Protection Act 1958 Mineral Resources (Sustainable
2008 Development) Act 1990
Fences Act 1968 National Parks Act 1975
11Nillumbik Shire Council
Part II Statement
Occupational Health and Safety Act Sport and Recreation Act 1972
2004 Subdivisions Act 1988
Pipelines Act 2005 Summary Offences Act 1966
Planning and Environment Act 1987 Tobacco Act 1987
Prevention of Cruelty to Animals Act Transfer of Land Act 1958
1986
Transport Integration Act 2010
Privacy and Data Protection Act 2014
Transport (Safety Schemes
Protected Disclosure Act 2012 Compliance and Enforcement) Act
Public Health and Wellbeing Act 2008 2014
Public Interest Disclosures Act 2012 Urban Renewal Authority Victoria 2003
Public Records Act 1973 Victorian Inspectorate Act 2011
Rail Safety (Local Operations) Act Victorian State Emergency Services
2006 Act 2005
Residential Tenancies Act 1997 Victorian Urban Development Authority
Road Management Act 2004 Amendment (Urban Renewal Authority
Victoria) Act 2011
Road Safety Act 1986
Water Act 1989
Second Hand Dealers and
Pawnbrokers Act 1989 Working with Children Act 2005
Sex Work Act 1994
Sherriff Act 2009
Regulations
Australian Consumer Law Heavy Vehicle National Law 2012
Building Regulations 2018 Infringements (General) Regulations
Country Fire Authority Regulations 2006
2014 Land Acquisition and Compensation
Drugs, Poisons and Controlled Regulations 2010
Substances Regulations 2011 Local Government (Electoral)
Education and Care Services National Regulations 2016
Regulations 2011 Local Government (Planning and
Family Violence Protection Reporting) Regulations 2014
(Information and Risk Management) Local Government (General)
Regulations 2018 Regulations 2015
Food Standards Code 2016 Local Government (Long Service
Geothermal Energy Resources Leave) Regulations 2012
Regulations 2006 Occupational Health and Safety
Health (Immunisation) Regulations Regulations 2007
1999 Planning and Environment (Fees)
Health (Prescribed Accommodation) Regulations 2016
Regulations 2001
12Nillumbik Shire Council
Part II Statement
Planning And Environment Road Safety (Road Rules) 2009
Regulations 2015 Road Management (Works and
Public Health and Wellbeing Infrastructure) Regulations 2015
Regulations 2009 Road Safety (Vehicles) Regulations 2009
Residential Tenancies (Caravan Parks Road Safety (Traffic Management)
and Movable Dwellings Registration Regulations 2009
and Standards) Regulations 2010
Subdivision (Fees) Regulations 2016
Road Management (General)
Regulations 2016 Subdivision (Procedures) Regulations
2011
Local Laws
Amenity Local Law
Amenity Local law – Administrative Policy Guidelines
Meeting Procedure Local Law 2017
Infrastructure Assets Local Law
Prohibition of Fireworks Local Law 2019
13Nillumbik Shire Council
Part II Statement
Statement 2 –Categories of Documents
Freedom of Information Act 1982, Section 7(1)(a)(ii)
Section 7(1)(a)(ii)
A statement of the categories of documents that are maintained in the possession of the agency.
Information Management System
Nillumbik Shire Council operates a de-centralised records management system. The current records
management software package in use for the recording and tracking of documents is SharePoint.
Infovision is used for the tracking of files.
Central Registry
SharePoint is a document management system which commenced incrementally in 2012 and
became fully operational in 2014. All documents produced by Council and any incoming mail are to
be saved into SharePoint. All program areas have their own sites and then libraries within those
sites. There are also datasets for particular documents.
Council is currently in the process of securing a new Electronic Document and Records Management
System, and it is intended to have this fully operational during 2020.
Other Records
In addition to the centralised records system several service units maintain their own hard copy and
electronic records including but not limited to:
Home and Community Care – client files
Children’s Services and Maternal & Child Health - client files, including immunisation records
Finance Unit – accounts/receipts
Infrastructure – parks and gardens and other infrastructure maintenance, plans and drawings
and maps,
Geographic Information on GIS
Governance Unit – registers containing original and copies of Council Minutes
Rates, Finance, Planning and Building – Pathway is the current operating system
All units – standard operating procedures and records
Retention schedules apply to documents held by Council in accordance with the
Public Records Act 1973.
14Nillumbik Shire Council
Part II Statement
Historically there were 5 types of files maintained by the Information Services Unit:
1. Subject Files
Subject files contain information of a subjective nature which is not related to either
property or street files. The list of file titles is wide and varied.
These files have now been scanned and located under the Legacy area in SharePoint.
Subject Files in hard copy have ceased to exist.
2. Street Files
These files contain information relating to a specific street or road including but not limited to:
Load limits;
Street furniture, street signs, nature strip trees, telephone booths, etc;
Street construction and maintenance (not program information), road marking, pothole
repairs, applications for footpath construction and repair nature strips, kerb and channel;
Road closures, temporary or permanent;
Parking and traffic management; and
Any other matter pertaining to the street including any decision made by
Council/Committees and Officers relating to the street.
These files have now been scanned and located under the Legacy area in SharePoint.
Street Files in hard copy have ceased to exist.
3. Property Files
Property files contain information on the technical aspects of the property including but not
limited to:
Rates – Notices of Acquisition and Disposition, Land Information Certificate Applications
and Occupier advice;
Valuations – Objections, complaints, Enquiries and Correspondence;
Health – Copies of Annual Registrations, Prosecutions, EPA orders included on property
files, Registered Premises Applications;
Local Laws – Fire Hazard Notices, Prosecution, Unsightly Premises Orders, Animal
Registrations and Complaints, Overhanging Tree Orders, etc; and
Any decision made by Council/Committees and Officers relating to an individual
property.
These files have now been scanned and located under the Legacy area in SharePoint.
Property Files in hard copy have ceased to exist.
15Nillumbik Shire Council
Part II Statement
4. Contract Management Files
Contract Management files contain information in relation to the work leading up to the calling
of vendors or request for quotations for the construction and/or maintenance of Council assets.
Examples of documents held on Contract Management files include, but are not limited to:
Asset location documents;
Correspondence between authorities;
Letters to and from residents in relation to the proposed works;
Plans/drawings;
Consultant’s reports and correspondence; and
Internal memos (usually in the form of printed emails).
These files have now been scanned and located under the Legacy area in SharePoint.
Contract Files in hard copy have ceased to exist.
5. Vital Record Holdings
A vital records repository is also maintained which contains documents which contain vital
information to Council. These include:
Council Titles Agreements
Leases Contracts
In addition to the file types maintained by the Information Services Unit there are also many
other file series throughout the Council which are created and maintained by the relevant
departments.
6. Other unit specific files
Building Files contain all the relevant information relating to building of a property.
Building files do not contain any information that would have been stored under the
Property file;
Planning Files contain all the relevant information relating to the planning of a property.
Planning files do not contain any information that would have been stored under the
Property file;
Recruitment Files: Files managed internally by the Organisational Performance; and
Personnel Files: Files managed internally by the Organisational Performance.
16Nillumbik Shire Council
Part II Statement
7. Secondary Storage and Archived Records
Secondary and archival records are stored offsite at Grace Information Management.
All files and archives that are stored offsite are recorded and tracked via Infovision,
spreadsheets as well as Grace Information Management’s Systems.
8. Other file type records
Council uses many other programs to manage programs and store records relating to for
example, finance, assets, maternal child health and volunteers. Some examples of programs
used by Council are:
Pathway
SharePoint
InfoVision
Rapid Asset
SMEC
Expedite
CareLink
IRIS
JD Edwards
Power Budget (Magic)
Fleet Mex
AssetMap
QGIS
Aurion
Contract eTender
Pinforce
eLumina
VM2020
Open Cities
17Nillumbik Shire Council
Part II Statement
Principal Records
Documents maintained in the possession of Council include:
Abandoned or dumped cars Bankruptcy notices
Access – Land Use Banners
Accident reports Benchmarking
Accounts payable/receivable Best Value Reporting
Accreditation Billboards – roadside advertising permits
Acquisition – (Procurement) equipment, Bins – new, payments, requests,
land, fleet, furniture, IT, property replacement
Acquisition & Disposal Notices Birth Notices
Acts of Parliament Bookings – halls, reserves
Addresses – Speeches Boundaries – amalgamation, Councils,
Administrative Reporting electoral, review
Advertising Building – applications, compliance, Council
Advisory Committees/Groups buildings, final inspections, Form 10, MBS
Aged & Disability and Aged Care requests, appointments, occupancy permits,
Agency Wide Policy/Procedures levy returns, public commercial buildings,
Agreements notices
Allowances – Councillors Building permits – extension, register,
Allowances – Staff permits, complaints, enquiries, specifications
Amalgamations Bushfires
Animal Management incl permits, Business Classification Schemes
complaints, registration, attacks, de-sexing Business Process Mapping – ProMapp
Annual Budget Business Registrations – food
Annual Reporting Business Unit Plans
Annual Statements of Accounts Campaign Donation Returns – Elections
Applications – development, enrolments, Candidates – electoral
services, burning off, grants, voters lists, Capital Works – budget, progress
heritage building, pensioner rebates, road Car parks
funding, septic tanks, sporting ground, Car registrations
temporary food premises Carers – agreements, payments
Appointments – members of committees, Cash – records, ledgers, rebates
Council elections, government relations Catering
Approved point of discharge – drainage Celebrations, Ceremonies and Functions
Asbestos Cemeteries
Asset Management Ceremonies
Audit Committee Certificates – Occupancy, food handling, sick
Australia Day – awards, nominations, leave, training, animal registration
celebrations, meetings, permits, committee Charitable Organisations
Australia Post Cheques – cancelled, dishonoured, stopped
Australian Bureau of Statistics Child Care
Authorised Officers Cigarettes – retailers/inspections
Awards – community, industrial, local Circulars
government, staff Citizen of the Year Award
Ballot papers Citizenship ceremonies
Banking – fees, cards, guarantees, debit tax, Civic events
reconciliation, statements
18Nillumbik Shire Council
Part II Statement
Claims – Industrial relations, public liability Council Meetings – Agendas and minutes
insurance, vehicle insurance, workers Council meetings – submissions, agenda,
compensation deferred items, invitations, minutes, notices,
Cleaning inspections notices of motion, questions, reports
Client Files Council owned land
Closures – roads Council Plans – development, copies
Code of Conduct - Staff and Councillors Councillor Communications
Committees of Management – halls and Councillors – allowances, entitlements,
reserves, membership. Minutes, accounts functions, general, handbook, invitations,
Common boundary fencing orientation, register of interest
Common seal – register of use Credit notes
Community Bulletins Crossovers – inspections, enforcement
Community Group of the Year Award Customer Experience Strategy
Community Plans Customer Service – developing strategies,
Community Resource Guide information management, telecommunication
Community Services equipment, telephone calls
Compensation – legal, OH&S Daily work sheets – Operations Centre
Complaints Dangerous dogs – notification, records,
Complaints – air pollution, health, animal registration
control, general, noise, graffiti, ombudsman, Database management
routine, street lighting OH&S Debt collection
Compulsory fire clearances Debtor listings, reports and collection
Compulsory land acquisitions Deceased Animal – animal registration
Computers – use of Delegations of Authority
Conferences – arrangements, attendance, Delivery dockets
catering, duplicates, invitations, staff Demolition documents and permits
development, reports Depot Works After Hours requests
Confirmation of ownership (rates) Notices of Depreciation
Acquisition and Notices of Disposition Development Plan – Strategic Planning
Conflict of Interest Register Development Plans – planning
Conservation – information management, Dial before you dig
property Digital signatures
Construction – Council owned buildings Direct debit
Construction of Council assets Disabled Parking Permits
Contaminated Land Discontinued Roads
Contract Management Guidelines – OH&S Disposal – fleet, property, equipment, stores,
Contract Payment Summaries IT, telecommunication equipment
Contractor registers Donations and grants
Contracts – summary of tenders, register Drainage – building, cleaning construction,
Council buildings – building of, construction maintenance
and maintenance Dumped rubbish, litter,
Council buildings – general, use Early Years
Council elections – applications for Easements – creation
enrolment, appointments, ballot papers, Economic Development
campaign donations, candidates, counting of Education – pet ownership
votes, declarations, donations, extraordinary, Elections – Council, advertising,
failure to vole, final results, how to vote appointments
cards, late returns, list of non-voters, Electoral boundaries – establishment,
nominations, non-voting excuses, notices of reviews
appointment, candidature, organisation, Emergency Management – community
polling booths, postal votes, prosecutions, education support, planning, response,
publicity, results, returning officer, polls, plans, support
eligibility, voters list, voters roll, Employment enquiries
infringements
Enforcement – animal management,
Council facilities – fees and charges, elections, food, illegal dumping, littering,
memberships planning permits, rates, traffic
19Nillumbik Shire Council
Part II Statement
Enquiries – fencing, planning, public Illegally Dumped Waste – Collection
reaction, submissions and complaints Immunisations
Enterprise Bargaining Agreements Impounded Vehicles
Environment – pest control Impounding Animals & Notices
Environment Grants Induction Courses
Events – invitations, permits, support media Infectious Disease
Excess animal permits Infringement Appeals – Cat and dog
Executive Management Team – Meetings Registration
Exhibitions Infringement Appeals – Parking
Expressions of interest – tenders Insurance – Property, fleet, claims,
External committees renewals, policies, professional indemnity,
External Committees – Agendas and public liability
minutes Interest Generated – Rate Reports
Family Day Care Internal Meetings – Agendas and minutes,
Fencing reports, submissions
Festivals Investments
Financial Receipts and Statements Invoices
Fire Hydrants – installation, markers Job Advertisements
Fire prevention – enforcement, notices Job Safety Analysis – OH&S
Fire Wardens Job Safety Analysis – Worksheets
First Aid – registers, kits, usage, Kennel Registration and compliance
Fleet management Kerb and Channel – Maintenance
Flood Level Certificates Kindergarten Applications and Enrolments –
Food – business registration, enforcement, Summary Records, placement officers
handling certificates, poisoning, premises Land – Exchange of Ownership – Roads
applications, audits, inspections, recall Land – Purchase and sales
notices, regulations, safety plans, sampling, Land Information Certificates
selling at events, stalls, transport vehicles Land Tax
Footpaths – complaints, trading, building of, Landfill Sites – Operational Management,
enforcement, inspections, maintenance rehabilitation, security, water management
Forms Landslip Reports
Freedom of Information registers and Leasing
requests and documents Legal Advice
Fringe Benefit Tax (FBT) – Council and Legal Services
personnel Legislation – Government Relations
Funding Legislation – Liaison - Direct relation to
Fundraising Council
General Ledgers Leisure Centres
Goods and Services Tax (GST) LGPA Local Government Town Planners
Government wide policy Group
Graffiti – inspections, complaints, removal Library services
Grants – Applications - Licence – Liquor
Green Waste collection Licence – Telecommunication Equipment
Hairdressers – complaints, registration, Littering – Enforcement
applications Livestock – Destruction / Putting Down
Halls – bookings, cleaning Local Laws
Handbooks – Councillors Magazine – Subscription
Hard waste collection Mail Management
Hazardous substance/waste Maintenance – Equipment and Stores
Health Inspection reports Maintenance – Fleet Management
Health Premises Maintenance – Playground Equipment
Heritage Buildings – Amended Applications, Maintenance – Playground Graffiti
applications, final inspection, notifications, Maintenance – Property
occupancy permits Maintenance – Service Infrastructure
Home and Community Care – applications, Maintenance – Telecommunication
assessment, funding, services, funding, Equipment
20Nillumbik Shire Council
Part II Statement
Permits – Demolition
Maintenance of Council assets Permits – Excess Dogs / Cats
Maintenance Records – Vehicles Permits – Festivals
Marketing Permits – Fire
Master Control Records Permits – Roadside Advertising
Material Safety Data Sheets Permits – Roadside Signage
Maternal & Child Health Permits – Roadside Trading
MCH Permits – Statutory Registers of Building
Meals on Wheels Permits
Media requests and relations Permits – Tree – Removal
Member Organisations Permits – Vehicle Crossing
Memberships – Council Facilities Personnel files
Memberships – To external Organisations Pest Control – Environmental
Memorandums of Understanding Petitions – Register
Memorials Petty Cash Records
Metadata Photos – Permissions to use
Microchipping Piggeries – Applications
Municipal Association of Victoria Planning – General Enquiries
Name and Address Amendment – Planning – Studies
Ratepayers Planning Permit – Prosecutions
Names – Roads and streets Planning Permit – Revocations
NAR Forms – Ratepayers Planning Permits - Appeals
Nature strip Planning Permits – Enforcement
Needle / Sharps / Syringes Planning Permits – Liaison
New Residents Kits Planning Permits – Register
New Title Details Planning Scheme – Amendments
Noise – Complaints Planning Scheme – Delegations
Notice Boards – Community Planning Scheme – General
Notices of Motion – Council Meetings Planning Scheme – Legislation
Notices to comply Planning Scheme – Rezoning – Approved –
Notification of Appointment No Scheme Amendments
Occupancy Permits – Building, classes 1b, Planning Scheme – Rezoning – Approved –
3a-f, Class 5, class 6a-d, Class 7b, Class 8, Scheme Amendments
Classes 9a-c, heritage buildings and Planning Scheme – Rezoning – Not
temporary building Approved
Occupational Health & Safety – air testing, Planning Scheme – Rezoning – Revoked
audits, committees, computers, contract Plaques – Memorial
management, contractors, hearing tests, job Policy – Administration
safety analysis, noise assessment, routine Postal Votes – Council Elections
workplace inspections and incident reports Pound
Ombudsman – Complaints and Preschool – All records
correspondence Press Releases
Orders Notices & Certificate Files Privacy – Information Management
Outstanding Balance Reports - Rates Procedures
Parking – Complaints and infringements Project Management
Parking Permits – Disabled Property – Rental
Parks – Planning Property – Valuations
Payments – development contributions Prosecutions – Local Laws
Payroll Public Toilets
PBS Private Building Surveyor Publications
Penalties – Failure to Vote Council Elections Publications – Articles, copyright, corporate
Pensioner – Concessions and rebates style,
Permits - Animal Publicity – Advertising, elections, liaison
Permits – Australia Day Celebrations Purchase – Orders
Permits – Burn off Questions – Council Meetings
Permits – Collecting Money for Charity Quotes
21Nillumbik Shire Council
Part II Statement
Roads – Maintenance, Road Opening
Rates – Abandonments Permits
Rates – Certificates, change of address Roads – Reserve Permit
details, deferment, direct debit audit reports, Roads – Signs
enforcement, establishing rates, farmland, Roads – Speed Limits
farmland classifications, general, liaison, Roads – VicRoads – Claims
interest generated, legislation, non-rateable Roads – VicRoads Funding
properties, outstanding balance reports, Roadside Advertising – Permit
payment audit reports, payments direct Roadside Signage – Permit
debit, payments, outstanding penalties, Roadside Signs – Permits
property owners, rating rounds, refunds,
Roadside Trading – Permits
reports, sale of properties, separate, special
Rosters – Home Care
charge schemes, Title searches
Rubbish – Collection
Recall – Food / Product Notifications
Salaries – Payment Processing
Receipts Reports - Committee Meetings
Sales Tax
Receivership Notices
School Crossing Supervisors
Reconciliation – Bank
School Crossings
Record Management Systems
Security – Equipment and Stores
Recruitment
Senior Citizen of the Year Award
Refunds – Rates
Septic Tanks
Register – Authorised Officers
Service Requests
Register – Planning Permits
Sewage
Register – Security Pass
Smoking – Restrictions
Register – Tenders Received
Social Clubs – Staff Development
Registration – animal
SPAM
Registration – Fleet Vehicles
Special Charge Schemes
Registration – Food Business
Special Charge Schemes
Remuneration Registers
Speeches
Rental – Council owned
Sporting Facilities – Hire
Renting – by Council
Sports Ground – Hire and Maintenance
Renting – from Council
Sports Ground Pavilion Inspections
Representations Representatives - OHS
Staff development
Requests – Building Information Request
Staff Meetings
from a Building Surveyor
Statutory Council Meetings
Requests – House Plans
Strategic Management
Requests – Information - General
Strategic Planning
Requests – Invoices
Street – Lighting
Resurfacing – Infrastructure Maintenance
Street – Tree Planting
Retaining Walls
Street Numbering
Returning Officer Correspondence
Street Stalls – Permits
Risk Management – OHS
Structural Maintenance – Public Buildings
Risk Management – Strategic Management
Study Leave
Road Funding
Subdivision Files
Road maintenance – Grading
Submissions – Council Meetings
Roads – Accident Reports
Submissions – Government Relations
Roads – Building of
Subpoenas – Legal Discovery Process
Roads – Closure Permits for Public Events
Subscriptions
Roads – Closures
Subsidies
Roads – Closures - Discontinuations
Summary of Tender Contracts
Roads – Closures - Events
Sundry Debtors
Roads – Construction
Supplementary Valuations
Roads – Discontinued
Supplementary Valuations – Details
Roads – Exchange of Land Ownership
Surveys
Roads – Improvements - Maintenance
Swimming Pool – Council facilities
Roads – Maintenance
Swimming Pool – Residential
Roads – Maintenance - Work Requests
Tax – Land
22Nillumbik Shire Council
Part II Statement
Temporary Food Applications Unsightly Premises
Tendering/Procurement Usage – Vehicle Reports
Tennis Courts – Building of Valuations - General
Thank you letters Vehicle – Fleet
Title Search Vehicle infringements
Tourism – General Vic Roads
Town Planning Volunteer of the Year Award
Traffic – Counts Volunteers
Traffic – Management Waste Collection
Traffic Signals Waste Management
Training – Attendance / Certificates Water
Training – Material Water Accounts
Transfer of Land Water Authority – Notice of Access
Transfer of Ownership – Animal Registration Wedgetails
Travel Register Weeds – Management
Tree – Removal – Permit Work Orders
Tree Lopping – By Council Staff Workplace Agreements
Tree Planting – Streets Young Citizen of the Year Award
Trust Accounts – Audit – Major Changes
23Nillumbik Shire Council
Part II Statement
Statement 3 –Freedom of Information Arrangements
Freedom of Information Act 1982, Section 7(1)(a)(iii),(v),(vi)
Section 7(1)(a)(iii)
A statement of the material that has been prepared by the agency under Part II of the Act for
publication or for inspection by members of the public, and the places at which a person may
inspect or obtain that material.
Section 7(1)(a)(v)
A statement of the procedure to be followed by a person when a request for access to a
document is made to the agency.
Section 7(1)(a)(vi)
A statement designating by name the officer or officers responsible within each agency for the
initial receipt of and action upon, requests for access to a document.
Freedom of Information
What is Freedom of Information?
The FOI Act gives the public a legal, right of access to documents held by Ministers, State
Government departments, Local Councils, most semi – government agencies and statutory
authorities, public hospitals and community health centres, universities, TAFE colleges and
schools.
The FOI Act not only gives people the right to request documents relating to their personal
affairs, people can also request information about any of the activities of a government agency.
The FOI Act also gives an individual the right to request that incorrect or misleading
information held by an agency about the individual be amended or removed.
What Information is available?
Any person has a right to apply for access to documents held by Council, which are covered
by the FOI Act.
This includes documents created by Council, and documents supplied to Council by an
external organisation or individual.
You can apply for access to documents regardless of the age of the documents, and other
documents held by Council, not older than 1 January 1989.
Do I need to use Freedom of Information to access documents?
Many documents are available outside the requirements of the FOI Act. In these instances the
request will not be processed under Freedom of Information (FOI).
Information which you may obtain without an FOI application includes information which is
available publicly, such as on a public register and information which is available for purchase.
How do I make a request under Freedom of Information?
You can make a request, or you can authorise another person to make a request on your
behalf. If you want someone to make a request on your behalf for your personal information,
you must give that person your written authorisation.
24Nillumbik Shire Council
Part II Statement
Applications under FOI must be in writing, stating very clearly the specific information that you
are requesting and include the application fee which is not refundable. Application fees and
Access Charges are calculated in accordance with the Freedom of Information (Access
Charges) Regulations 2014.
How long does it take to receive documents under Freedom of Information?
The timelines for processing a Freedom of Information request are governed by the FOI Act.
A decision must be made as soon as possible but within 30 days when a request is valid in
accordance with section 17 of the FOI Act. The 30 day timeframe maybe extended by 15 days
when consultation is required in accordance with section 21(2)(a) of the FOI Act.
Section 21(2)(b) of the FOI Act allows for the timeframe to be extended by a period of not
more than 30 days, as agreed by the applicant.
Part 1B – section 6U(1) of the FOI Act allows for the Information Commissioner to develop
professional standards that Council must comply to. The professional standards that came
into effect on 2 December 2019 outline additional timeframes in which Council must:
seek to clarify a request that does not comply with section 17 of the FOI Act; and
request an access charges deposit
Timeline for processing a Freedom of Information request
Council receives •Assesment of
request request
Council clarifies •Within 21 days
request with
•Multiple requests to clarify may be
applicant if
required
required
Council confirms
the request with
•30 day processing timeframe
applicant
commences
(acceptance
letter)
Council requests
access charges •Within 21 days of acceptance letter
deposit from •30 day decision making clock resets when access
applicant if charges deposit has been received
required
Advise applicant if
consultation is •additional 15 days maybe
required with third added to the processing
parties in
timeframe
accordance with
the FOI Act
Decision letter to •documents may be held
applicant within for 70 days subject to
30/45 days third party appeal rights
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