Wel ington Office
Radio New Zealand House
155 The Terrace
Ref: DOIA 20-169]
PO Box 5501
Wellington 6145
New Zealand
11 March 2020
T 0800 665 463
F +64 4 472 2244
E [email address]
W www.linz.govt.nz
Richard Clark
By email: [FYI request #12099 email]
Dear Richard Clark
Thank you for your amended official information request received on 13 February 2020 for
“any emails and dates/summaries of meetings between LINZ and FENZ (Fire Emergency
New Zealand) on the subject of the licensing and publishing of the NZ Localities dataset
since the start of 2016.”
I would also like to thank you for taking the time to talk with Susan Shaw (Senior Resilience
Advisor) to clarify your request and providing the opportunity to discuss our Resilience and
Climate Change work programme with you.
Please find attached the information requested summarised in Appendix 1. This also
provides additional context for specific documents where required and notes any redactions.
We are of the view that the withholding of the information is not outweighed by other
considerations which render it desirable in the public interest to make that information
available.
You have the right to seek an investigation and review by the Ombudsman of this decision.
Information about how to make a complaint is available at www.ombudsman.parliament.nz
or freephone 0800 802 602.
If you would like to discuss this decision or any of the information provided as part of this
request, please contact Susan Shaw (Senior Resilience Advisor) on 04 496 9430 or
[email address] .
Yours sincerely
Jan Pierce
Deputy Chief Executive, Location Information
link to page 2
APPENDIX 1 – Summary of released documents and notes for additional context and redactions
Ref. Date
Details
Notes
1.
2018-06-11
Discussions regarding NZ Localities Dataset
2.
2018-07-05
Follow up email thread re FENZ – NZ Localities
3.
2018-10-02
Appointment details, agenda and minutes for
Data Custodian Workshop
4.
2018-12-14
Meeting details, follow-up emails with
spreadsheet attachment
5.
2019-01-16
Survey Review
6.
2019-02-26
Initial Survey Results for Suburbs
7.
2019-04-29
Email to FENZ seeking feedback on the first draft The initial wording of this first draft of the Suburbs data improvement
of the Suburbs data improvement plan.
plan set out in this email was proposed by LINZ and was based on
feedback from stakeholders.
This draft wording was superseded by the approved content published
in the summary final
Data Improvement Plan1 published on the LINZ
website and reflected in the ful version released in document No. 15.
Please disregard this section of the email thread and refer to the
approved document.
Names of the survey respondents have been withheld under section
9(2)(ba)(i) of the OIA because their release may prejudice the supply of
confidential information and its future availability.
8.
2019-05-08
Meeting appointment details
There were no minutes or summary notes from this meeting, therefore
this request has been refused under section 18(g) of the Official
Information Act because the information is not held.
9.
2019-05-28
Media enquiry re localities dataset
10.
2019-06-04
Meeting appointment details and agenda for
Appointment and agenda for Lead Agency Hui. FENZ did not attend
Lead Agency Hui
this meeting.
11.
2019-06-13
Meeting appointment details and email thread
The proposed wording of the Suburbs data improvement plan set out
regarding proposed wording for the Suburbs
in this email thread was proposed by LINZ.
Data Improvement plan.
This draft wording was superseded by the approved content published
in the summary fina
l Data Improvement Plan published on the LINZ
website and reflected in the ful version released in document No. 15.
Please disregard this section of the email thread and refer to the
approved document.
There were no minutes or summary notes from this meeting, therefore
this request has been refused under section 18(g) of the Official
Information Act because the information is not held.
12.
2019-06-14
FENZ approval of revised wording for the
improvement plan for the Localities dataset and
final draft improvement plan attached.
13.
2019-07-12
Ongoing discussion re Localities dataset
following sign-off of the data improvement plan
14.
2019-07-25
Meeting via Skype to discuss progressing the
There were no minutes or summary notes from this meeting, therefore
improvement plan.
this request has been refused under section 18(g) of the Official
Information Act because the information is not held.
15.
2019-07-29
Email to FENZ request to review data
This email thread contains the final Data Improvement Plan which
improvement web pages and attaching final data supersedes any previous draft wording communicated between LINZ
improvement plan and PowerPoint presentation.
and FENZ.
16.
2019-08-27
Suburbs Data Improvement Plan – template to be
completed and assessment attached in
preparation for meeting on 22 October 2019.
17.
2019-08-30
Meeting to discuss key data for resilience and There were no minutes or summary notes from this meeting, therefore
climate change project with senior management this request has been refused under section 18(g) of the Official
owner Gavin Travers
Information Act because the information is not held.
1 https://www.linz.govt.nz/system/files_force/media/doc/key_datasets_for_resilience_and_climate_change_-_data_improvement_plan_2019_20.pdf?download=1
2
Ref. Date
Details
Notes
18.
2019-09-26
Email from LINZ regarding publishing NZ
Localities
19.
2019-09-30
Meeting details and fol ow up email thread
On 04 June 2019 (refer No. 10 above) a lead agency meeting was held
regarding the key data for resilience and climate
for the key datasets for resilience and climate change project. The
change project and a draft letter of introduction
purpose of this meeting was for the lead agencies to sign off the data
of the key datasets project to FENZ CE.
improvement plan.
Prior to the meeting, it was recognised that not al attendees had the
mandate from their organisation to agree to undertake the
improvements identified through LINZ’s stakeholder engagement
processes.
LINZ offered to write to each lead agency Chief Executive to inform
them of the project and to request they provide the mandate to sign
off on the priority improvement.
While a letter was prepared by LINZ in draft form (as per the content
of this email chain) and sent to FENZ for consideration, that draft has
not been finalised nor formal y issued to FENZ.
20.
2019-10-01
Following meeting on 2019-09-30, post-meeting
email receiving data licence and metadata file
from FENZ.
21.
2019-10-01
Sending FENZ draft metadata content standards
22.
2019-10-07
LINZ & FENZ meeting via telephone to discuss
There were no minutes or summary notes from this meeting, therefore
progressing the improvement plan.
this request has been refused under section 18(g) of the Official
Information Act because the information is not held.
23.
2019-10-22
Agenda for lead agency hui on 22 October 2019,
The draft wording for the Quarterly Progress Update: September 2019
subsequent minutes and draft Quarterly Progress included in this email thread was proposed by LINZ.
Update for review.
This draft wording was superseded by the approved content published
in the final Quarterly Progress Update: September 2019 released as
document No. 24a. Please disregard this section of the email thread
and refer to the approved document.
24.
2019-10-25
Confirming wording for Quarterly Progress
This draft wording was superseded by the approved content published
Update: September 2019.
in the final Quarterly Progress Update: September 2019 released as
document No. 24a. Please disregard this section of the email thread
and refer to the approved document.
24a.
Quarterly Progress Update: September 2019
This document is being proactively released to confirm the final
wording of the Quarter 1 update.
25.
2019-11-28
Meeting details and subsequent email thread
This email thread includes summarised feedback from the
regarding progressing the improvement plan.
New Zealand Geographic Board (NZGB). This summary is not an
accurate interpretation of the actual position of NZGB.
Please disregard this section of the email thread and refer to
document No. 28 which correctly sets out NZGB’s position as
subsequently provided to FENZ.
26.
2019-11-29
Email to FENZ summarising conversation with
Paul Stone
27.
2019-11-29
Email regarding LINZ offering to investigate the
option of having NZ Localities data published on
LINZ Data Service on behalf of FENZ.
28.
2020-01-21
Email confirming New Zealand Geographic
As noted in No. 25 above, this email confirms NZGB’s position and
Board’s advice regarding the FENZ localities
corrects the summary referred to in No. 25 above.
dataset
29.
2020-01-29
FENZ approval of draft wording for the Q2
This email thread revises LINZ’s initial y proposed wording for the
progress report.
Quarterly Progress Update: December 2019 and concludes with FENZ
approval to wording which was subsequently used in the final version
of the report released as document 29a. Please disregard this section
of the email thread and refer to the approved document.
29a.
Quarterly Progress Update: December 2019
This document is being proactively released to confirm the final
wording of the Quarter 2 update.
30.
2020-03-31
Meeting appointment details for Key Datasets for
Resilience and Climate Change – Lead Agency
Hui (sent 21/01/2020)
