MID WEST PORTS AUTHORITY 8.20 INFORMATION STATEMENT (FOI)
8.20 Information Statement (FOI)
1. Overview
A copy of the Mid West Ports Authority’s Organisational Structure is available from the website at www.midwestports.com.au
The Mid West Ports Authority (MWPA) is responsible for administering the West Australian Port Authorities Act 1999 to encourage trade facilitation by being a profitable, cost effective and efficient provider of port services through the use of existing and new infrastructure.
The Principal functions of the Harbourmaster under the act are:-
· to control the movement and mooring of vessels in the port;
· to ensure the port is kept free of obstructions or possible obstructions to vessels entering the port;
· to ensure that the safety of people and property in the port is not endangered by vessels or dangerous things; and
· to ensure that the operations of the port in relation to vessels are conducted safely and efficiently.
A Harbourmaster has other such functions as the MWPA determines.
Decision making authority is provided for in the Levels of Authority Policy. Authority for relevant matters resides with Senior Managers, the Chief Executive Officer, the MWPA Board, and the Hon. Minister.
Specific detail on relevant procedures, policies, and levels of authority can be gained by contacting the MWPA Freedom of Information Officer on (08) 9964 0518.
The MWPA ensures stakeholder input through regular user group meetings, as well as through consultation processes associated with new projects and issues.
2. Records Management
A record is any document, conversation or electronic image generated or received in the course of MWPA’s business.
The State Records Act 2000 provides detail with regard to what types of records need to be preserved and the time limits associated with retention and destruction.
Records, centrally managed by the Records Management Officer, include any written correspondence concerning MWPA business such as letters and emails received from external and internal sources; letters & emails prepared and forwarded externally or internally; internal memorandums; details of important conversations whether in person or via other means; photographs, drawings and presentations (electronic or hard-copy) that have enduring evidential or informational value.
Engineering drawings and diagrams are managed by the MWPA’s Engineering Manager.
Correspondence marked private & confidential is still required to be centrally processed if it concerns MWPA business.
The MWPA enables public access to information and publications, including annual reports, via its website. Hardcopy publications are available and on display at the Administration Office.
3. Freedom of Information - Procedures
3.1 FOI Operations
It is MWPA’s aim to make information available promptly and at the least possible cost, and, whenever possible, documents will be provided outside the FOI process.
If information is not routinely available, the Freedom of Information Act 1992 provides the right to apply for documents held by the agency and to enable the public to ensure that personal information in documents is accurate, complete, up to date and not misleading.
3.2 Freedom of Information Applications
Access applications must:
· be in writing with the full name of the person requesting the information;
· give enough information so that the documents requested can be identified;
· give an Australian address to which notices can be sent; and
· be lodged at the agency with any application fee payable.
Applications and enquiries should be addressed to the Freedom of Information Officer, on (08) 9964 0518 or by post at PO Box 1856, Geraldton, 6531.
Applications will be acknowledged in writing and you will be notified of the decision within 45 days.
3.3 Freedom of Information Charges
Charges apply to all information that is not personal information about the applicant. The charges are as follows:
Personal information about the applicant No Fee
Application fee (for non-personal information) $30.00
Charge for time dealing with the application (per hour, or pro rata) $30.00
Access time supervised by staff (per hour, or pro rata) $30.00
Photocopying staff time (per hour, or pro rata) $30.00
Per photocopy $ 0.20
Transcribing from tape, film or computer (per hour, or pro rata) $30.00
Duplicating a tape, film or computer information Actual Cost
Delivery, packaging and postage Actual Cost
3.4 Deposits
· Advance deposit may be required of the estimated charges 25%
· Further advance deposit may be required to meet the
charges for dealing with the application. 75%
For financially disadvantaged applicants or those issued with prescribed pensioner concession cards, the charge payable is reduced by 25%.
3.5 Access Arrangements
Access to documents can be granted by way of inspection, a copy of a document, a copy of an audio or video tape, a computer disk, a transcript of a recording, shorthand or encoded document from which words can be reproduced.
3.6 Notice of Decision
As soon as possible but in any case within 45 days you will be provided with a notice of decision which will include details such as -
· the date which the decision was made;
· the name and the designation of the officer who made the decision;
· if the document is an exempt document the reasons for classifying the matter exempt; or the fact that access is given to an edited document; and
· information on the right to review and the procedures to be followed to exercise those rights.
3.7 Refusal of Access
Applicants who are dissatisfied with a decision of the agency are entitled to ask for an internal review by the agency. Application should be made in writing within 30 days of receiving the notice of decision.
You will be notified of the outcome of the review within 15 days.
If you disagree with the result you then can apply to the Information Commissioner for an external review, and details would be advised to applicants when the internal review decision is issued.
4. REFERENCES
Freedom of Information Act 1992
5. ADMINISTRATION
Custodian: Human Resources Manager
Approved: Peter Klein
Chief Executive Officer
24 June 2016
Uncontrolled when printed or in hard copy Page 2 of 3
V6 – 24 June 2016