The Freedom of Information Act 1982 (VIC) gives everyone the right to access documents held by government agencies and Ministers, including local councils.
We encourage you to contact the Freedom of Information (FOI) Officer by contacting 1300 002 642 before making a formal application.
Before starting an application
Some information is freely available and can be obtained without making a FOI request.
The Freedom of Information Part II Statement provides a snapshot of our powers and functions, the documents and information we keep and the ways you can access them.
If you can't find the information you are looking for after reviewing this document and searching our website, contact our Freedom of Information Officer before making a formal request.
What documents are available?
The types of documents the public can gain access to include (without limitation) paper documents, photos, maps or plans, books, graphs, drawings, labelling index systems, any words, figures, letters or symbols which contain meaning, audio/video recordings and computer documents, files or spreadsheets.
What documents are excluded?
There are some restrictions on the types of documents available. Documents which may not be accessible include:
- exempt documents such as documents affecting legal proceedings, internal working documents, information obtained in confidence (such as complaints about barking dogs) or documents affecting the personal privacy of other people; and
- documents that are publicly available and normally subject to a prescribed fee, such as building permits.
More information about exempt documents can be found on the Office of the Victorian Information Commissioner (OVIC) website:
How to make a request for information
Your request for documents should be as specific as possible to enable a search to be conducted. Please ensure you have stated the type of document(s) you are seeking (such as ‘planning permit’, ‘report’ or ‘letters’) and avoid phrases like ‘all documents’ or ‘any records’.
If you are applying on someone else’s behalf you will need to fill out a Client Authority Form which is designed for solicitors, law firms, insurers and other parties representing FOI applicants.
You may submit your request the following ways:
Online application form
Other options
Download the application form to complete and email to [email protected]
In person and postal options are available with details in the form.
Fees and charges
Application Fee At the time of making the FOI request, you must pay a prescribed application fee of $32.70. This enables us to assess your application and decide how we can proceed. The application fee can only be waived if you can provide evidence of financial hardship.
Application fee waiver
You can request the application fee to be waived. Provide a copy of your low income concession card issued by Centrelink and we will assess your eligibility of a fee waiver.
Access Charges
The City is also entitled to charge prescribed fees associated with searching for and providing access to the documents. A summary of charges is as follows:
- search time - $24.50 per hour or part of an hour
- photocopying - $0.20 per A4 black and white page
- supervision time if the Applicant inspects the document - $24.50 per hour or part of an hour
If the estimated charges exceed $50.00, we will ask you if you want to continue with the request and ask you to pay a deposit.
How long will it take to process my application?
We will acknowledge your application within 3 days. Once your application is valid we will begin processing it. We will give you our decision and the reasons for that decision within 30 days of us receiving a valid application and the application fee. This time may be extended if third party consultation is required or by your consent.
Reviews and complaints
If you disagree with our decision, you may apply for an independent review by the Office of the Victorian Information Commissioner (OVIC).