How to make a FOI request
You can submit a FOI request yourself, or you can authorise someone (e.g. a solicitor) to make the request on your behalf.
It is important that you provide an accurate description of the documents you are seeking to access. Requests must be for specific documents or groups of documents, not 'all documents' in a broad category. Try to identify a relevant timeframe and the type/s of documents you seek access to.
Your application must include:
- a clear description of the documents you seek access to
- a non-refundable application fee of $32.70 (from 1 July 2024), or
- proof that you qualify to have the application fee waived, such as a current pension card or health care card in your name
- we can provide an invoice for electronic and online payments
- proof of your identity, such as drivers’ licence, if the documents are about your personal affairs
- your written authorisation if a legal firm is submitting the request on your behalf
- your contact details, including telephone number and email address. We may need to contact you if we have any queries about your application.
While not mandatory, you can use our FOI application form as a guide.
How to submit a FOI request
You can submit your FOI request in any of the following ways:
By email
You can submit a written FOI request via email to: manningham@manningham.vic.gov.au.
We will send you an invoice for the application fee.
By post
You can send a written FOI request by post to:
The Freedom of Information Officer
Manningham Council
PO Box 1
Doncaster VIC 3108
You can pay the application fee by including a cheque payable to ‘Manningham City Council' with your request. If you don't include a cheque, we will send you an invoice for the application fee.
In person
You can submit your FOI application form and pay the application fee in person at our customer service centre.
We are located at the Manningham Civic Centre, 699 Doncaster Road, Doncaster.
You can pay by cash, cheque, money order, credit or debit card.
FOI fees and charges
As well as an application fee of $32.70, there are costs to access documents. The charges are made under the Freedom of Information (Access Charges) Regulations 2014.
Search charges
$24.495 per hour or part thereof.
Inspection supervision charges
$24.495 per hour, calculated per quarter hour or part thereof.
Miscellaneous charges
- photocopying - 20 cents per black and white A4 page
- access in a form other than photocopying - the reasonable costs incurred by the agency in providing the copy
- providing written document - the reasonable costs incurred by the agency in providing the written document
- written transcript of a tape - the reasonable costs incurred by the agency in providing the written transcript.
What happens after you make a request?
Once we have received a request, we will review the request to ensure it meets the validity requirements of the FOI Act.
If there are any issues with the request, we will contact you to attempt to resolve those issues.
Some reasons we may contact you include:
- to seek payment of the application fee
- to seek clarification of the terms of your request.
Once the request is valid, we will process your request in accordance with the FOI Act.
How long does it take to process a FOI request?
Council has 30 days from the date of receiving a valid request to decide on whether to release the documents.
Please note: the decision timeframe outlined above may change or be extended as we process your request. This may occur for the following reasons:
- under section 21 of the FOI Act, the time period may be extended
- an additional 15 days if it is determined that mandatory third-party consultation is required when considering certain exemptions under the FOI Act
- up to an additional 30 days with your agreement
- if it is determined under section 22 of the FOI Act, that you are required to pay an access charges deposit, on account of the access charges estimate being $50 or more
- payment of this deposit will reset the initial 30-day timeframe, restarting it from the day on which the deposit payment is received by us.
We will notify you if there is a change to the decision timeframe and the reasons for it.
Are there documents that can’t be requested?
The FOI Act outlines certain exceptions and exemptions where Council may refuse access to certain information contained in documents. These documents are often referred to as 'exempt documents'.
We will review any requested documents and decide if the information contained in the documents can be released. In some cases, we may refuse access to an entire document or give you access to a document with the exempt information deleted.
Examples of exemptions include:
- internal working documents, where it would be against public interest to disclose
- law enforcement documents
- documents covered by legal privilege (e.g., legal advice)
- documents containing personal information of other people
- documents containing information provided to Council in confidence
- documents containing information from a business
- documents covered by secrecy provisions in other legislation.
If we decide to refuse access to some or all documents, we will tell you about that decision and the reasons why. We will also tell you of your review rights.
Ask for a review
If you are not satisfied with our decision on access, you can ask for a review. You can do this by contacting the Office of the Victorian Information Commissioner.
You can ask for a review in any of the following ways:
By post
Office of the Victorian Information Commissioner
PO Box 24274
Melbourne Victoria 3001
By phone
1300 006 842
By email
enquiries@ovic.vic.gov.au
Online
OVIC website
