Official information requests

Types of information, our obligations and timeframes

We process requests for information in accordance with the Local Government Official Information and Meetings Act 1987 and the Privacy Act 2020. These aim to balance issues of transparency and public interest with limits on the disclosure of personal information.

In most cases we can process your request on the spot. When we are unable to process your request immediately, we’ll let you know whether or not we can grant your official information request within 20 working days of your enquiry.

The actual information requested may be provided outside that time frame. If your request is more urgent, please talk to us about it.

Proactive release of information 

We proactively release all official information responses unless there is good reason to withhold them. This helps to encourage openness and transparency.

We do not release responses if the request is purely in the personal interest of the requester or could reveal something about the requestor’s personal circumstances.

The information generally appears on our website within 5 working days of it being released to the person or organisation making the request.

View the proactive information releases

Reasons for withholding information

The principle of the Act is that information should be made available unless there are good reasons for withholding it. Council is entitled to consider not releasing information if it would:

• Prejudice the maintenance of the law
• Endanger the safety of any person
• Breach the privacy of any person
• Disclose confidential or commercially sensitive information
• Cause serious offence to Tikanga Māori
• Disclose the location of Waahi Tapu
• Breach an obligation of confidence
• Prejudice public health or safety
• Prejudice Council’s right to legal professional privilege
• Prejudice the commercial activities of Council
• Prejudice negotiations being carried out by Council

Making a request for official information

Complete the LGOIMA request form to make a request. 

Requests for information may be written or verbal. Council may ask for more details if your request isn't specific enough. 

Fees and charges

If you’re looking for access to information about yourself, this is covered by the Privacy Act 2020 free of charge. 

For all other requests for information, under the Local Government Official Information Act, the following charges apply.

A charge may be modified or waived at the discretion of a general manager:

• if the information is in the public interest to release,
• if payment might cause financial hardship,
• or where the information assists public organisations in their work.

Time charges

If the combined amount of staff time spent on a request exceeds one hour (excluding land information memoranda), charges will be:

Expense charges

All charges will need to be paid before you receive the information you have requested. All charges incurred will be fixed so to recover the actual costs involved, including:

• Photocopying – the first 20 pages are free. Every A4 page after that will be charged at 20 cents. 
• Producing a document by computer or similar equipment
• Reproducing a photograph, film, video or audio recording
• Viewing or hearing a visual or audio recording
• Providing a copy of any map, plan or other document larger than A4
• Retrieval of information offsite or any situation where a direct charge is incurred in providing the information

·       Prejudice the maintenance of the law

·       Endanger the safety of any person

·       Breach the privacy of any person

·       Disclose confidential or commercially sensitive information

·       Cause serious offence to Tikanga Māori

·       Disclose the location of Waahi Tapu

·       Breach an obligation of confidence

·       Prejudice public health or safety

·       Prejudice Council’s right to legal professional privilege

·       Prejudice the commercial activities of Council

Prejudice negotiations being carried out by Council