Freedom of Information

Under the Freedom of Information Act, individuals have the right to access particular documents from Council. 

See below for information on how to request a document and applicable charges, as well as some additional information about our freedom of information process.

Making an application

Requesting a document

  • Requests must be provided in writing.
  • A $29.60 fee is to be paid when the request is submitted. Note: the fee may be waived or reduced if the payment is deemed to cause hardship.

Access charges

  • $0.20 for each A4 photocopy page.
  • $22.21 per hour or part thereof for search time.
  • $5.55 per quarter hour or part thereof for supervised inspection of documents.
  • A charge for making a written transcript of a tape, listening to or viewing a tape, or for providing access in a form other than a photocopy.

If access charges exceed $50.00, the Freedom of Information (FOI) Officer will contact the applicant to get approval to proceed. If approved, a deposit is required before the request is continued. Fees and charges may be waived on grounds of hardship. Evidence of hardship must be provided (e.g. current Health Care or Pension card, income details etc).

If Council cannot accept a request, the applicant will be given a reasonable opportunity to consult with Council to try and amend the request so that it can be accepted.

Access will be given in the form of:

  • Inspection.
  • A photocopy.
  • Written transcript.
  • Audio.
  • Viewing images.

Access will be given in the form requested where possible. Exceptions to this are when the form requested will impact on infringement of copyright, document preservation or cause unreasonable interference with the operations of Council.

Lodge a request

Freedom-of-Information-Request-Form-1-July-2019-30-June-2020.docx(DOCX, 444KB)

Applicants will be notified of a decision regarding their request within 30 days from lodgment.  However this period may be extended by 15 days if Council is required to consult with third parties.


Background information

FOI Part II Statements

These Part II Statements provide a snapshot of the types of documents that the City of Stonnington holds and how to locate them. The below will help you with lodging an FOI request for documents held by the City of Stonnington.

These statements are a statutory requirement under the Freedom of Information Act 1982.

The City of Stonnington also makes information available to the public on this website and in print materials. We provide information this way to reduce the need for members of the public to submit FOI requests.

For more information about Freedom of Information, visit the Office of the Victorian Information Commissioner's website.

Categories of Documents

The Council creates a large number of documents and records in the course of its work. Council uses an electronic document and records management system to store, access and manage a broad range of electronic and hard copy documents.

The types of documents that the Councils handle include:

  • Policy, procedures and plans
  • Reports
  • CCTV
  • Correspondence
  • Meeting minutes
  • Financial records
  • Photographs

You can access council meeting minutes and agendas here.

Publications – documents for inspection

The City of Stonnington makes a number of documents available for public inspection.

In accordance with Clause 12 of the Local Government (General) Regulations 2015 the following documents are available for public inspection or copies of the documents can be obtained in accordance with section 222 of the Local Government Act 1989 (the Act) at Stonnington City Centre 311 Glenferrie Road Malvern if they are not published on the Internet website of Council:-

  • (a) a document containing details of overseas or interstate travel (with exceptions) undertaken in an official capacity by any Councillor or any member of Council staff in the previous 12 months, including the names of the Councillors, or member of Council staff and the dates on which the travel began and ended, destination, purpose and total cost of the overseas or interstate travel, including accommodation costs;
  • (b) agendas for, and minutes of, ordinary and special meetings held in the previous 12 months kept under section 93 of the Act, other than those agendas and minutes relating to a part of a meeting which was closed to members of the public under section 89 of the Act and are confidential information within the meaning of section 77(2) of the Act (Note; Council does place its Minutes and agendas on its website)
  • (c) Minutes of meetings of special committees established under section 86 of the Act and held in the previous 12 months, other than those minutes relating to a part of a meetings which was closed to members of the public under section 89 of the Act; and are confidential information within the meaning of section 77(2) of the Act. (Note; Council does place its Minutes and agendas on its website for the IMAP Committee)
  • (d) a register of delegations kept under sections 87(1), and 98(4) of the Act, including the dates on which the last review under sections 86(6) and98(6) of the Act took place;
  • (e) A document containing details of all leases involving land which were entered into by the Council as lessor, including the lessee and the terms and the value of the lease;
  • (f) a register maintained under section 224(1A) of the Act of authorised officers appointed under this section; and
  • (g) a list of donations and grants made by the Council during the previous twelve months, including the names of persons who, or bodies which, have received a donation or grant and the amount of each donation or grant.

In accordance with Section 222 of the Local Government Act, inspection of any of these documents can be arranged by contacting the Civic Support Officer on tel: 8290 1331. Fees may apply.

Note: The Act provides that an amount higher than $100,000 may be fixed by Order in Council made under section 186(1) of the Act. Order in Council made 5 August 2008 increased the public tender threshold for local government for (1) goods and services to $150,000; and (2) carrying out of works to $200,000.

In accordance with Section 222 of the Local Government Act, inspection of any of these documents can be arranged by contacting the Civic Support Officer on tel: 8290 1331. Fees will apply.

Policies and procedures

Policies and procedures are in place to govern the daily operations of Council.

Types of information includes:

  • Policies about heritage guidelines, trees and public facilities
  • Planning and development documents
  • Procedure and governance materials.

If you are searching for a specific topic, you can search this website.

Report literature

You can find annual reports dating as far back as 1909 at this link.

You can find all planning applications currently on public notice here (including plans and reports).