Hi Kylie

The following answers for your request for information are just for our Council and Council committee agendas as I believe that is what you want. However, we do have 8 community boards and 17 Community Development Area subcommittees which meet on a regular basis and all with agendas as well.

1. Up until recently the agendas were distributed by post. However we are in the process of trialling agenda delivery electronically and are hoping to bring this on board for the Councillors who choose to get the agenda this way in March-April next year.

2. Approximately 20 to 25 agendas are distributed to elected members and staff for each meeting. We also send copies out to our 8 area offices and libraries.

3. For Council, we distribute about 5 copies of the agenda to members of the public, including media. There are also copies for the public if they come to a meeting.

4. Costs for producing the agenda and distribution of it are not passed on to other parties. They are a Council administration cost.

If you have any further inquiries, please feel free to contact me.

Cheers
Louise

Louise Pagan | Communications and Governance Manager
Southland District Council

-----Original Message-----
From: Kylie Fowler [mailto:[OIA #1296 email]]
Sent: Monday, 11 November 2013 9:40 a.m.
To: General
Subject: Official Information Act request - Method of agenda distribution

Dear Southland District Council,

Could you please tell me
1. How agendas are distributed to elected members, post, courier,
electronically...etc?
2. How many agendas are distributed to elected members and staff?
3. How many agendas are distributed to the wider community (approx
number of people on any mailing list)?
4. Are any costs passed on to other parties? i.e, mailing list
costs, if yes, how much?

Yours faithfully,

Kylie Fowler

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Hi Kylie

No there is no charge to the boards and CDAs - the cost is covered by the Council.

And sorry I made an error with the number of CDAs - we have 19, not 17.

Cheers
Louise

Louise Pagan | Communications and Governance Manager
Southland District Council

-----Original Message-----
From: Kylie Fowler [mailto:[OIA #1296 email]]
Sent: Friday, 15 November 2013 3:05 p.m.
To: Louise Pagan
Subject: RE: Official Information Act request - Method of agenda distribution

Dear Louise Pagan,

Many thanks for that Louise. Much appreciated. One more quick
question please.

For those community boards and community development areas do you
place a charge to the board etc or do council cover the cost?

Yours sincerely,

Kylie Fowler

-----Original Message-----

Hi Kylie

The following answers for your request for information are just for
our Council and Council committee agendas as I believe that is what
you want. However, we do have 8 community boards and 17 Community
Development Area subcommittees which meet on a regular basis and
all with agendas as well.

1. Up until recently the agendas were distributed by post. However
we are in the process of trialling agenda delivery electronically
and are hoping to bring this on board for the Councillors who
choose to get the agenda this way in March-April next year.

2. Approximately 20 to 25 agendas are distributed to elected
members and staff for each meeting. We also send copies out to our
8 area offices and libraries.

3. For Council, we distribute about 5 copies of the agenda to
members of the public, including media. There are also copies for
the public if they come to a meeting.

4. Costs for producing the agenda and distribution of it are not
passed on to other parties. They are a Council administration cost.

If you have any further inquiries, please feel free to contact me.

Cheers
Louise

Louise Pagan | Communications and Governance Manager
Southland District Council

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[OIA #1296 email]

Disclaimer: This message and any reply that you make will be
published on the internet. Our privacy and copyright policies:
https://fyi.org.nz/help/officers

If you find this service useful as an OIA officer, please ask your
web manager to link to us from your organisation's OIA page.

-------------------------------------------------------------------

----------------------------------------------------------------------------
Attention:
The information contained in this message and or attachments is intended only for the person or
entity to which it is addressed and may contain confidential and/or privileged material.
Any review, retransmission, dissemination or other use of, or taking of any action in reliance
upon, this information by persons or entities other than the intended recipient
is prohibited. If you received this in error, please contact the Southland District Council and
delete the material from any system and destroy any copies.

Ph - 0800 732 732 | Fax - 0800 732 329 | Email - [Southland District Council request email]
Southland District Council - Working Together for a Better Southland
-------------------------------------------------------------------------------------
Please consider our environment... do you really need to print this email?

hide quoted sections