Note:  Access to this module password restricted.  Access is available only to staff of local authorities that contribute to the SOLGM Risk Management and Legal Compliance Programme.  If you do not know your password contact dmackay@solgm.org.nz

LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT

UPDATE (AUGUST 2009) - Omdudsman decision on HAIL

The findings of the Ombudsman on the complaint by Marty Sharpe (DominionPost) against Hawke's Bay Regional Council have recently been published.  The facts of the complaint related to the release of information about unverified HAIL (Hazardous Activity and Industry) sites.  The decision however will be of interest to all people dealing with LGOIMA requests.  You can access the Ombudsman's decision here.

UPDATE (10 MARCH 2009):

This version of the module was published in March 2009.  The changes made are to the format of material and are intended to make the module easier to use.  The substantive content is not changed.

The changes made affect the format and layout of the analysis, hot Tips and Legal Compliance Tables.  These are:

• The analysis tables have been re-formatted & re-written
• The “hot tips” section has been expanded and some material moved from the analysis table to the hot tips table;
• “hot tips” are now numbered for easy reference;
• The legal compliance tables have been re-formatted and there are now hyperlinks to the particular legislative provisions referred to have been

People who are currently holding hard copy of the previous version of the module can continue to use these or may choose to print new ones. 

All suggestions for improvements, and all offers assistance with the review process gratefully accepted.

PDF Version of Module

Please note that downloadable PDF version of the new version of the module are not yet available.  It will be added at the foot of the Introduction page of the module shortly.  We will give further notice when this is done.

Other Material of Interest

LISTSERVS:  If you interested in sharing information with other local authority staff on Official Information and Meetings there are several listservs available through Local Government Online (www.localgovt.co.nz ) that you might wish to subscribe to. 

• If you are involved in the administration of meetings you could join the Committee Secretaries/Advisors list (COMMITTADVRS).   You can subscribe to this list by sending an email to listserv@listserv.localgovt.co.nz  with the words “subscribe COMMITTADVRS” in the message body. 
• If you are involved in providing legal advice you could join the Legal personnel List (LGLAWYERS).  You can subscribe to this list by sending an email to listserv@listserv.localgovt.co.nz   with the words “subscribe LGLAWYERS” in the message body. 

OFFICE OF THE OMBUDSMAN:  The Office’s website (www.ombudsmen.parliament.nz )contains a range of guidance and other material that may be helpful.  This includes:

• Practice Guidelines on official Information - http://www.ombudsmen.parliament.nz/internal.asp?cat=100109  ; and
• A variety of articles relating to local government from the Ombudsman’s Quarterly review - http://www.ombudsmen.parliament.nz/internal.asp?cat=100115  

SOLGM RISK MANAGEMENT SEMINAR 2008: The seminar presentation and related paper on information management in local government by Denis Sheard, Legal Services Manager Waitakere City Council can be accessed here.

SUGGESTIONS: If you know of other sources of information and guidance that are likely to be relevant to users of this module please let us know so we can add them to the list (dmackay@solgm.org.nz)

Contents of the Module

Information requests and meetings, along with information management more broadly are a significant area of risk for local authorities and other public entities.  This module is an aid to local authorities in getting it right in this dealing with their responsibilities under LGOIMA.  The topics addressed are:

1. Receipt of Information Request
2. Information Request Allocation to Privacy Act or LGOIMA
3. Decision on Info Request Relating to Local Authority Functions/Rules
4. Decision on General Information Request
5. Transfer of Information Request
6. Refusal of Information Request
7. Processing Information Request
8. Charging
9. Urgency & Extensions of Time
10. Complaints to an Ombudsmen
11. Decision to Conduct a Meeting
12. Notification of Meeting
13. Availability of Agenda/Report(s)/Minutes
14. Admission/Exclusion of the Public
15. Timeline

Passwords

Anyone who wishes to access this material but does not know their local authority’s password can contact dmackay@solgm.org.nz to get this.

Intranet Links

IN addition if you are having to use a password to access the module but would like a password-free link set up from their local authority’s intranet can get their IT people to contact dmackay@solgm.org.nz who can provide “the  magic words” to be inserted into the link.

Tell Tour Colleagues

A brochure about this module that you can use to tell colleagues about this module will be available here shortly. 

Thanks to Contributors

Our thanks to the individuals and local authorities who contributed to the development and maintenance of this module.  

The original development and peer review teams that developed and peer reviewed the module consisted of:

• Mike Porter Marlborough DC
• Warwick McNaughton Manukau CC 
• Michael Scott Wellington CC 
• Lesley Laing Otago RC        
• Bernie Dobson Upper Hutt CC        
• Peter Berry Environment Canterbury        
• Richard Hall Auckland CC
• Peter Mitchell Christchurch CC
• Howard Read North Shore CC
• Chris Mitchell Phillips Fox
• Bede Kearney Audit NZ
• Vicki Morrison Franklin DC

The team that undertook the first regular review of the module was:

• Warwick McNaughton Manukau CC
• Michael Scott Wellington CC
• Lesley Laing Otago RC
• Bernie Dobson Upper Hutt CC

The second regular review of the module was carried out by Simpson Grierson in 2007