Ownership Details for Fencing Between Neighbours or Shared Fencing with Council

CSO:

  • Check Intramaps and P & R to determine who is requesting the information
  • Then review the scenarios below to determine if additional documents are needed with the application form.

Request from the property owner

If the applicant owns the property and wants the ownership details of the neighboring property.

Customer:

How to return form

In-person: Council customer service centre. 

Mail: PO BOX 200, Dandenong 3175

Email: council@cgd.vic.gov.au

Counter

CSO:

  • Check the form against P & R property information to confirm ownership
  • If it matches, provide the following details:
    • Owners name
    • Phone number and email address which are located in the Name ID
    • or postal address if there is no email or phone number available

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

If it doesn't match, ask more questions or ask for a photo ID to verify ownership

  • Once verified, provide the following details as above

Mailed and emailed application - processed by the CS Supervisor

CSO:

  • Check the form against P & R property information to confirm ownership
  • If it matches, provide the following details:
    - Owners name
    - Phone number and email address which are located in the Name ID
     

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

If it doesn't match try calling the customer to ask additional ID questions to verify them.

  • Once verified, provide the ownership details as above

Unable to contact the customer 

Then email them if an email address is provided. If there is no email send them a letter printed on letterhead

Use the following template:

To: [applicant name]

We received your form requesting ownership details for fencing purposes. Unfortunately, the information on the form does not match the details we have on record for your property.

Before we can provide you with ownership details, we need to verify your identity to protect your account's privacy.

Please confirm the following information:

  • Full name of the property owner
  • Property address
  • Your mobile phone number
  • Your email address
  • Mailing address for your Rates

Once we receive your response and verify your identity, we will provide the requested ownership details.

Thank you for your understanding.

 

Reply received

Supervisor:

  • Perform the verification checks
  • Once verified, provide the ownership details as above

Phone enquires

Due to the privacy act, we cannot provide this information over the phone. 
The customer must complete the application form as per the information above.

Request from Managing Agent or Fencing Contractor

The applicant is the Managing Agent, Body Corporate, Fencing Contractor and wants the ownership details of the neighboring property...
 

Customer:

  • Complete form
    Request for Adjoining Property Ownership Details for Fencing Purposes Application Form
  • Provide a letter from the property owner authorising them to obtain this information on their behalf.

    You can use these words if it helps
  • To (applicant name),
    We received your form requesting ownership details for fencing purposes. 
    To process your request we need to have a letter from the property owner, authorising you to obtain this information on their behalf.
    We do not accept a rental agreement anymore due to the Privacy Act.

    Your letter must clearly state, the property owner's name, and mailing address as it exists on our records.
    If you need further assistance please contact me on 8571 1000.

         Regards         
         (Customer Service Supervisor Name and insert signature)

Reply received

Supervisor:

  • Perform the verification checks
  • Once verified, provide the ownership details as above

Counter

CSO:

  • Check the form noting the applicant's name. Does it match the details in the letter from the owner.
  • Check if the property addresses on the form are neighboring properties. 
  • Once verified, provide the following details:
    - Owners name
    - Phone number and email address which are located in the Name ID

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

Mailed and emailed application - processed by the CS Supervisor

CSO:

  • Check the form noting the applicant's name. Does it match the details in the letter from the owner.
  • Check if the property addresses on the form are neighboring properties. 
  • Once verified, provide the following details:

    - Owners name
    - Phone number and email address which are located in the Name ID

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

Unable to contact the customer 

Then email them if email addresses are provided. If there is no email send them a letter printed on letterhead

Use the following template, change if they have not provided a letter from the owner

To: [applicant name]

We received your form requesting ownership details for fencing purposes. Unfortunately, we were not able to process the request for the following reason:

1. The information on the form does not match the details we have on record for your property.
or 
2. You have not provided a letter from the owner of the property

Once we receive the information we have requested we will provide the requested ownership details.

If you need further assistance please contact me on 8571 1000.
Regards    
(Customer Service Supervisor Name and insert signature)

 

Reply received

Supervisor:

  • Perform the verification checks
  • Once verified, provide the ownership details as above

Phone enquires

Due to the privacy act, we cannot provide this information over the phone. 
The customer must complete the application form and may need to provide additional proof documents

CSO:

  • Check Intramaps and P & R to confirm property ownership.
  • Then review the scenarios above to determine if additional documents are needed with the application form.

 

Request from employee of a business or organisation that owns the property

The applicant is an employee of a business and wants the ownership details of the neighboring property...
 

Customer:

Counter

CSO:

  • Check the form noting the applicant's name. Does it match the details on the letterhead?
  • Check if the property addresses on the form are neighboring properties. 
  • Once verified, provide the following details:

    - Owners name
    - Phone number and email address which are located in the Name ID

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

Mailed and emailed application - processed by the CS Supervisor

CSO:

  • Check the form noting the applicant's name. Does it match the details on the letterhead?
  • Check if the property addresses on the form are neighboring properties. 
  • Once verified, provide the following details:

  • - Owners name
    - Phone number and email address which are located in the Name ID

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

Phone enquires

Due to the privacy act, we cannot provide this information over the phone. 
The customer must complete the application form and may need to provide additional proof documents

CSO:

  • Check Intramaps and P & R to confirm property ownership.
  • Then review the scenarios above to determine if additional documents are needed with the application form.

Request from Body Corporate

The applicant is the Body Corporate 
 

Customer:

  • Complete form
    Request for Adjoining Property Ownership Details for Fencing Purposes Application Form
  • The Contract of Appointment showing them as managers of those properties.
  • If you need to email, here are some content you can use:
     
  • To (applicant name),
    We received your form requesting ownership details for fencing purposes. 
    To process your request we need you to provide the Contract of Appointment, authorising you to obtain this information on their behalf.

    The contract must show the details of the property you manage.
    If you need further assistance please contact me on 8571 1000.

         Regards         
         (Customer Service Supervisor Name and insert signature)

Reply received

Supervisor:

  • Perform the verification checks
  • Once verified, provide the ownership details as above

Counter

CSO:

  • Check the form noting the applicant's name. Does it match the details on the contract of appointment and on our system.
  • Check if the property addresses on the form are neighboring properties. 
  • Once verified, provide the following details:
    - Owners name
    - Phone number and email address which are located in the Name ID

Final Step:

  • Complete office box on application form. entering the property number for each property
  • Write the property number on all documentation 
  • Scan to CSSupport

Mailed and emailed application - processed by the CS Supervisor

CSO:

  • Check the form noting the applicant's name. Does it match the details in the letter from the owner.
  • Check if the property addresses on the form are neighboring properties. 
  • Once verified, provide the following details:

    - Owners name
    - Phone number and email address which are located in the Name ID

Final Step

  • enter notes to advise you provided the information and move to Processed Objective folder

Property is owned by the estate of - ownership details required

Property is owned by the estate of

Customer:

Counter

CSO:

  • Check the form noting the applicant's name. Does it match the copy of the Power of Attorney or the Last Will and Testament?
  • Check if the property addresses on the form are neighboring properties. 
  • Once verified, provide the following details:

    - Owners name
    - Phone number and email address which are located in the Name ID

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

Mailed and emailed application - processed by the CS Supervisor

CSO:

  • Check the form noting the applicant's name. Does it match the copy of the Power of Attorney or the Last Will and Testament?
  • Check if the property addresses on the form are neighboring properties. 
  • Once verified, provide the following details:

    - Owners name
    - Phone number and email address which are located in the Name ID

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

Phone

Due to the privacy act, we cannot provide this information over the phone. 
The customer must complete the application form and may need to provide additional proof documents

CSO:

  • Check Intramaps and P & R to confirm property ownership.
  • Then review the scenarios above to determine if additional documents are needed with the application form.

Requested property is owned by a Trust account

The applicant is an employee of a business and wants the ownership details of the neighboring property...
 

Customer:

Counter

CSO:

  • Check the form noting the applicant's name. Does it match the details on the legal document?
  • Go to Intramaps to check neighboring property is correct on the form. 
  • Once verified, provide the following details:

    - Owners name
    - Phone number and email address which are located in the Name ID

Advise the customer that these details are what we currently have on our system. The owner is not obliged to update these details with Council.

Phone

Due to the privacy act, we cannot provide this information over the phone. 
The customer must complete the application form and may need to provide additional proof documents

CSO:

  • Check Intramaps and P & R to confirm property ownership.
  • Then review the scenarios above to determine if additional documents are needed with the application form.

Fences Act 1968 - How it applies to fences between adjoining owner?

Under the Fences Act 1968, all adjoining occupiers of land are responsible for the cost of construction and maintenance of fences and the cost of the fence is divided equally between the adjoining neighbours.

There can be exceptions to this rule.

  • If one neighbour requests a non-standard fence, the cost difference should be borne by the person requesting the non-standard fence.
  • If you are a tenant of a property you are not obliged to contribute to the cost of repair or construction unless you have a lease for more than three years. If your lease is for more than three years you will have to pay a proportion of your landlord's share of the cost of construction or repair. If your lease is for more than 12 years you will have to pay the whole of your landlord's share.
  • Damaged as a result of negligence. If a fence is destroyed or damaged by fire or by a falling tree due to your neighbour's neglect, your neighbour will have to pay the total cost of repair.
  • Government-owned property. If you live next to land occupied by the Government, for example, a council lane, you will be totally responsible for the cost of maintenance and construction of a fence. The Government is not obliged to pay half.

Neighbour is not willing to pay half cost - what can they do?

If one party is not willing to pay half cost - what can they do?

1. The council does not have jurisdiction to mediate between neighbours to resolve disputes or to communicate your request to your neighbour.

2. The Dispute Settlement Centre may be able to provide advice and mediation services.

CSO:

Provide details to the customer: 

Phone: 1300 372 888
Email: www.www.disputes.vic.gov.au 

Half cost fencing (between resident and council land)

Council will contribute half of the cost of the construction and replacement of a timber or colour bond fence if shared with Council-owned land or property (recreation reserves, parks, laneway and other buildings). The maximum height of the fence is 1.95 meters.

Council won't pay if the fence is partly damaged

Council will not share half cost. They need to lodge a claim with their insurance company. If they want to seek damages from the Council. The normal process applies, they email Council and attention to Risk Management

Following conditions apply

  • The fence is shared with Council-owned properties (recreation reserves, parks, and other buildings)
  • The half cost applies if the fence is completely damaged by storms, strong winds, the council tree has fallen on the fence, etc.

Fact sheet for half cost fencing
 

Checking ownership?

CSO:

  • Go to Intramaps and check if the council is the owner of the adjoining property or land.

How to apply for Half-Cost Fencing if land owned Council?

1. Property owner must obtain 3 written quotes from fencing contractors showing the:

  • Fencing contractor details (Company name, ABN, address and phone number),
  • The client's names, addresses and contact number
  • Total cost for fence replacement,
  • Details of job (Sections details - LHS/RHS or Back fence and total length);
  • Details of the warranty provided by the contractor for the proposed works

2.  Submit the quotes to Council:

  • By email to council@cgd.vic.gov.au
  • In-person to one of the Customer Service Centre
  • By Post - City of Greater Dandenong, Building Maintenance Department. PO BOX 200, Dandenong 3175

3. We will contact them within 10 business days of receiving the quotes. At that time, the process will be discussed with the owner.

Has not received a callback

If the customer advises they sent the quotes over 10 business days ago.

CSO: contact Building Maintenance, if busy or no answer email buildingmaintenance@cgd.vic.gov.au using the phone messaging template.

Council will not contribute to half cost if they do not own the land

If the land is owned by:

  • Another authority -  (eg. Melbourne water, South East Water, Vic Roads, East Link, etc) -advise the customer to contact them directly
  • Private or business owner - council is not responsible, advise contacting the owner directly. If they require ownership details. Go to the request for ownership process above

Quotes received at counters

Complete Merit Request

Fence > Council Property> Shared Cost
The Council Officer will contact the customer in 10 days 

Quotes send but has not received a callback

If the customer advises they sent the quotes over 10 business days ago.

CSO: contact Building Maintenance, if busy or no answer email buildingmaintenance@cgd.vic.gov.au using the phone messaging template.