6A Nihil Crescent, Mission Bay Bowling Club formerly owned by the Melanesia Trust

Erika Whittome made this Official Information request to Auckland Council

Response to this request is delayed. By law, Auckland Council should normally have responded promptly and by (details and exceptions)

From: Erika Whittome

Dear Auckland Council,

I would like copies of the minutes and reviews relating to the past and current status of the Tagalad Reserve Mission Bay, 6A Nihil Crescent (9 Tagalad Road) from the time of the closure of the Mission Bay Bowling Club in approximately 2015 until June 2022.

I am requesting:
1. All Council and Orakei Local Board agendas, meeting minutes, resulting policy documents, and consultation documents for Tagalad Reserve from 2015 until today.

2. All minutes, policy documents and Officers’ Reports relating to the transfer of Tagalad Reserve from the period when it was under the Council’s ‘community facilities department’ as a bowling club until it was "transferred" to Eke Panuku .

3. All the documents relating to when this transfer decision was made, the justification for this transfer, and all community consultation undertaken with regard to this transfer.

Yours faithfully,

Erika Whittome

Link to this

From: Official Information
Auckland Council


Attachment LGOIMA and Privacy Information Sheet 2017.pdf
265K Download View as HTML


Kia ora Erika,

 

Thank you for your request for information about 6A Nihil Crescent,
Mission Bay Bowling Club formerly owned by the Melanesia Trust

 

I have attached an information sheet on our processes and requirements
under the Local Government Official Information and Meetings Act 1987.

 

We will respond to your request as soon as possible and in any event no
later than 20 working days after the day your request was received. This
will be by 22 September 2022.

 

If you have further questions please feel free to contact Elaine Tunai-Po
([1][email address]) on 09 301 0101, quoting
reference 8140010759.

 

 

Ngā mihi,

The Privacy and LGOIMA team

Auckland Council

 

 

From: Erika Whittome <[FOI #20339 email]>
Sent: Thursday, 25 August 2022 11:04 am
To: Official Information <[email address]>
Subject: Official Information request - 6A Nihil Crescent, Mission Bay
Bowling Club formerly owned by the Melanesia Trust

 

 

Dear Auckland Council,

I would like copies of the minutes and reviews relating to the past and
current status of the Tagalad Reserve Mission Bay, 6A Nihil Crescent (9
Tagalad Road) from the time of the closure of the Mission Bay Bowling Club
in approximately 2015 until June 2022.

I am requesting:
1. All Council and Orakei Local Board agendas, meeting minutes, resulting
policy documents, and consultation documents for Tagalad Reserve from 2015
until today.

2. All minutes, policy documents and Officers’ Reports relating to the
transfer of Tagalad Reserve from the period when it was under the
Council’s ‘community facilities department’ as a bowling club until it was
"transferred" to Eke Panuku .

3. All the documents relating to when this transfer decision was made, the
justification for this transfer, and all community consultation undertaken
with regard to this transfer.

Yours faithfully,

Erika Whittome

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

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[2][FOI #20339 email]

Is [3][Auckland Council request email] the wrong address for
Official Information requests to Auckland Council? If so, please contact
us using this form:
[4]https://fyi.org.nz/change_request/new?bo...

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

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

show quoted sections

Link to this

From: Elaine Tunai-Po
Auckland Council

Kia ora Erika

 

Thank you for your request for information regarding Tagalad Reserve
Mission Bay, 6A Nihil Crescent (9 Tagalad Road).

 

We conducted an email search using certain keywords and staff members
(past and present) we were aware of that were involved with Tagalad
Reserve since 2015. This search resulted in more than 550 emails.

We are unable to process this number of emails without it having an
adverse impact on our ability to carry out our other functions. Please
note, the correspondence emails are in addition to other documents being
collated.

To carefully review 550 emails at approx. 2 minutes per email would take
approximately 18 hours which is over the 4 hour reasonable amount of time
spent on a request. This is why we are unable to grant your request in its
current form as it will require substantial collation and research and
likely to be refused under Section 17(f) the information requested cannot
be made available without substantial collation or research.

We would still like to provide you with some useful information and
welcome you to give us some ideas on how we can refine your request -

o Narrowing the time-frame of the request; and/or
o Restricting the scope of the request by focussing on particular search
terms or people;
o searching by keyword – if you could think about this one, based on
what you are looking for, is there are word or phrase that we could
search for?
o providing you with a sample – say two to six months’ worth of emails,
and from this sample you may be better able to refine the search, or
perhaps more usefully, tell us which parts are not of interest to you.
We could then use this information to exclude the less interesting
subjects of correspondence.

 

It would be helpful if you could get back to me by the end of the week
(Friday 16^th September) with your suggestions and we will reconsider your
request.

Many thanks.

 

Nga mihi nui

 

Elaine Tunai-Po

Privacy & Official Information Team

 

From: Erika Whittome <[FOI #20339 email]>
Sent: Thursday, 25 August 2022 11:04 am
To: Official Information <[email address]>
Subject: Official Information request - 6A Nihil Crescent, Mission Bay
Bowling Club formerly owned by the Melanesia Trust

 

Dear Auckland Council,

I would like copies of the minutes and reviews relating to the past and
current status of the Tagalad Reserve Mission Bay, 6A Nihil Crescent (9
Tagalad Road) from the time of the closure of the Mission Bay Bowling Club
in approximately 2015 until June 2022.

I am requesting:
1. All Council and Orakei Local Board agendas, meeting minutes, resulting
policy documents, and consultation documents for Tagalad Reserve from 2015
until today.

2. All minutes, policy documents and Officers’ Reports relating to the
transfer of Tagalad Reserve from the period when it was under the
Council’s ‘community facilities department’ as a bowling club until it was
"transferred" to Eke Panuku .

3. All the documents relating to when this transfer decision was made, the
justification for this transfer, and all community consultation undertaken
with regard to this transfer.

Yours faithfully,

Erika Whittome

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

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[1][FOI #20339 email]

Is [2][Auckland Council request email] the wrong address for
Official Information requests to Auckland Council? If so, please contact
us using this form:
[3]https://fyi.org.nz/change_request/new?bo...

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

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

show quoted sections

Link to this

From: Elaine Tunai-Po
Auckland Council

Kia ora Erika

 

I am just following up on the request below, can you please respond asap
with your suggestions and we will consider your request.

 

Many thanks.

 

Nga mihi

 

Elaine Tunai-Po

Privacy & Official Information Team

 

From: Elaine Tunai-Po
Sent: Tuesday, 13 September 2022 12:35 pm
To: [FOI #20339 email]
Subject: Request for refinement re - 8140010759 RE: Official Information
request - 6A Nihil Crescent, Mission Bay Bowling Club formerly owned by
the Melanesia Trust

 

Kia ora Erika

 

Thank you for your request for information regarding Tagalad Reserve
Mission Bay, 6A Nihil Crescent (9 Tagalad Road).

 

We conducted an email search using certain keywords and staff members
(past and present) we were aware of that were involved with Tagalad
Reserve since 2015. This search resulted in more than 550 emails.

We are unable to process this number of emails without it having an
adverse impact on our ability to carry out our other functions. Please
note, the correspondence emails are in addition to other documents being
collated.

To carefully review 550 emails at approx. 2 minutes per email would take
approximately 18 hours which is over the 4 hour reasonable amount of time
spent on a request. This is why we are unable to grant your request in its
current form as it will require substantial collation and research and
likely to be refused under Section 17(f) the information requested cannot
be made available without substantial collation or research.

We would still like to provide you with some useful information and
welcome you to give us some ideas on how we can refine your request -

o Narrowing the time-frame of the request; and/or
o Restricting the scope of the request by focussing on particular search
terms or people;
o searching by keyword – if you could think about this one, based on
what you are looking for, is there are word or phrase that we could
search for?
o providing you with a sample – say two to six months’ worth of emails,
and from this sample you may be better able to refine the search, or
perhaps more usefully, tell us which parts are not of interest to you.
We could then use this information to exclude the less interesting
subjects of correspondence.

 

It would be helpful if you could get back to me by the end of the week
(Friday 16^th September) with your suggestions and we will reconsider your
request.

Many thanks.

 

Nga mihi nui

 

Elaine Tunai-Po

Privacy & Official Information Team

 

From: Erika Whittome <[1][FOI #20339 email]>
Sent: Thursday, 25 August 2022 11:04 am
To: Official Information <[2][email address]>
Subject: Official Information request - 6A Nihil Crescent, Mission Bay
Bowling Club formerly owned by the Melanesia Trust

 

Dear Auckland Council,

I would like copies of the minutes and reviews relating to the past and
current status of the Tagalad Reserve Mission Bay, 6A Nihil Crescent (9
Tagalad Road) from the time of the closure of the Mission Bay Bowling Club
in approximately 2015 until June 2022.

I am requesting:
1. All Council and Orakei Local Board agendas, meeting minutes, resulting
policy documents, and consultation documents for Tagalad Reserve from 2015
until today.

2. All minutes, policy documents and Officers’ Reports relating to the
transfer of Tagalad Reserve from the period when it was under the
Council’s ‘community facilities department’ as a bowling club until it was
"transferred" to Eke Panuku .

3. All the documents relating to when this transfer decision was made, the
justification for this transfer, and all community consultation undertaken
with regard to this transfer.

Yours faithfully,

Erika Whittome

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

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[3][FOI #20339 email]

Is [4][Auckland Council request email] the wrong address for
Official Information requests to Auckland Council? If so, please contact
us using this form:
[5]https://fyi.org.nz/change_request/new?bo...

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

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

show quoted sections

Link to this

From: Erika Whittome

Dear Elaine Tunai-Po,
I don't understand when you say you have to "review" them, because I am requesting all the documents in my OIA. I am not requesting reviewed, redacted or omitted documents.

This is an official information request regarding a piece of public land and a public matter. The volume of emails is of no concern and certainly not grounds to reject the information request.

Yours sincerely,

Erika Whittome

Link to this

From: Elaine Tunai-Po
Auckland Council

Kia ora Erika,

 

Thank you for your email.

 

As advised, the ICT search has pulled 550 emails. In order to understand
if these pertain to your request (or if they are emails that have come up
in the search which do not pertain to what you are requesting), we have to
download the information and read every single email and all the
attachments (if applicable). This is what I refer to when I mention that
it would take 2 minutes per email to read, and understand if the email is
in scope of your request. To do this alone, it would take approximately 18
hours which is considered to be substantial and your request would likely
be refused under Section 17(f) of LGOIMA - that the information requested
cannot be made available without substantial collation or research.

 

It is important to note that the above does not take into account time in
considering whether any of the information is required to be withheld
under the LGOIMA withholding grounds. For example, you have asked for
community consultation information. We would need to apply redactions to
information like constituents names or personal information (eg. phone
numbers and email addresses). Within the minutes you have requested, there
would be a lot of ‘out of scope’ information that would be withheld. These
are some examples of time required for reviewing for withholding
information over 550 emails.

 

In order to help, you have requested information over an 8 year period
which is likely why your request is unable to be processed. We consider
that 1 - 3 years is a reasonable timeframe for information and even then
depending on the nature of the request, this may be substantial.

 

Another way you could refine your request is if you specify what documents
you are looking for as opposed to the catchment for “all”. Is there a
particular document that was issued at a particular time or from a
particular department/staff member?

 

As it stands we are unable to progress your request any further. Please
consider if you would like to make a refinement to your questions,
otherwise it is likely your request will be refused.

 

Nga mihi

 

Elaine Tunai-Po

Privacy & Official Information Team

 

From: Erika Whittome <[FOI #20339 email]>
Sent: Tuesday, 20 September 2022 4:00 pm
To: Elaine Tunai-Po <[email address]>
Subject: Re: FW: Request for refinement re - 8140010759 RE: Official
Information request - 6A Nihil Crescent, Mission Bay Bowling Club formerly
owned by the Melanesia Trust

 

Dear Elaine Tunai-Po,
I don't understand when you say you have to "review" them, because I am
requesting all the documents in my OIA. I am not requesting reviewed,
redacted or omitted documents.

This is an official information request regarding a piece of public land
and a public matter. The volume of emails is of no concern and certainly
not grounds to reject the information request.

Yours sincerely,

Erika Whittome

show quoted sections

Link to this

From: Erika Whittome

Dear Elaine Tunai-Po,

Based on your response, I could limit the date range in my OIA. However you would have to tell me when the decision was made to transfer the land to Panuku. Kindly share the date. Based on this date, I would then adjust my date range in this information request.

Yours sincerely,

Erika Whittome

Link to this

From: Elaine Tunai-Po
Auckland Council

Kia ora Erika

 

The transfer was made on 8 August, 2016.

 

We have a previous request that was managed by our Community Facilities
department for the following information:

 

1. documents relating to the transfer of the management of the non-funded
Tagalad Reserve site to Eke Panuku on 8 August 2016.

2. The transfer approval made by Rod Sheridan, General Manager, Community
Facilities, and all documents relating to this decision. 

3.The Council’s Parks Sport and Recreation department assessment of May
2018.

4.The document from Eke Panuku  advising the local board and the Mission
Bay Kohimarama Residents Association that…..consultation would occur on
disposal of the property after the elections in October 2019

5. Documentation of the council’s emergency budget consultation in 2020
which identified the property for potential asset recycling.

 

If you think this information will be helpful to you, please let me know
and I can provide this to you. It may assist with your refinement.
Alternatively, if you are after any further information, we can consider
this under a new request.

 

Many thanks.

 

Ngā mihi

 

Elaine Tunai-Po

Privacy & Official Information Business Partner

 

From: Erika Whittome <[FOI #20339 email]>
Sent: Wednesday, 21 September 2022 7:34 pm
To: Elaine Tunai-Po <[email address]>
Subject: RE: FW: Request for refinement re - 8140010759 RE: Official
Information request - 6A Nihil Crescent, Mission Bay Bowling Club formerly
owned by the Melanesia Trust

 

Dear Elaine Tunai-Po,

Based on your response, I could limit the date range in my OIA. However
you would have to tell me when the decision was made to transfer the land
to Panuku. Kindly share the date. Based on this date, I would then adjust
my date range in this information request.

Yours sincerely,

Erika Whittome

show quoted sections

Link to this

From: Elaine Tunai-Po
Auckland Council

Kia ora Erika

 

We have not heard back from you regarding our refinement request and offer
of information that may be helpful to you.

 

Can you please confirm how you would like to progress with your request by
COB Monday 4^th October, otherwise we will cancel your request and welcome
you to contact us in the future to make a new request.

 

Many thanks.

 

Nga mihi

 

Elaine Tunai-Po

Privacy & Official Information Team

 

From: Elaine Tunai-Po <[email address]>
Sent: Thursday, 22 September 2022 10:14 am
To: Erika Whittome <[FOI #20339 email]>
Subject: RE: Request for refinement re - 8140010759 RE: Official
Information request - 6A Nihil Crescent, Mission Bay Bowling Club formerly
owned by the Melanesia Trust

 

Kia ora Erika

 

The transfer was made on 8 August, 2016.

 

We have a previous request that was managed by our Community Facilities
department for the following information:

 

1. documents relating to the transfer of the management of the non-funded
Tagalad Reserve site to Eke Panuku on 8 August 2016.

2. The transfer approval made by Rod Sheridan, General Manager, Community
Facilities, and all documents relating to this decision. 

3.The Council’s Parks Sport and Recreation department assessment of May
2018.

4.The document from Eke Panuku  advising the local board and the Mission
Bay Kohimarama Residents Association that…..consultation would occur on
disposal of the property after the elections in October 2019

5. Documentation of the council’s emergency budget consultation in 2020
which identified the property for potential asset recycling.

 

If you think this information will be helpful to you, please let me know
and I can provide this to you. It may assist with your refinement.
Alternatively, if you are after any further information, we can consider
this under a new request.

 

Many thanks.

 

Ngā mihi

 

Elaine Tunai-Po

Privacy & Official Information Business Partner

 

From: Erika Whittome <[1][FOI #20339 email]>
Sent: Wednesday, 21 September 2022 7:34 pm
To: Elaine Tunai-Po <[2][email address]>
Subject: RE: FW: Request for refinement re - 8140010759 RE: Official
Information request - 6A Nihil Crescent, Mission Bay Bowling Club formerly
owned by the Melanesia Trust

 

Dear Elaine Tunai-Po,

Based on your response, I could limit the date range in my OIA. However
you would have to tell me when the decision was made to transfer the land
to Panuku. Kindly share the date. Based on this date, I would then adjust
my date range in this information request.

Yours sincerely,

Erika Whittome

show quoted sections

Link to this

From: Erika Whittome

Dear Elaine Tunai-Po,
I would propose that the date range be from 2015 up to 30 August, 2016.

Yours sincerely,

Erika Whittome

Link to this

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