Môrena Wayne,

 

Thank you for your request for official information dated 28 August 2022.

 

Queenstown Lakes District Council (QLDC) is currently considering your
request and will communicate a decision to you by Friday, 23 September
2022 unless otherwise advised.

 

QLDC is committed to the principle of availability and is pleased to be
assisting you with your request.

 

Ngâ mihi,

Maddy

 

 

Maddy Patterson | Senior
Official Information Advisor
Chief Executive’s Office |
Queenstown Lakes District
Council

DD: +64 3 450 1738
[2]QLDC-Logo_CMYK_Blue[3]www.qldc.govt.nz
E:
[1][email address]

 

Please note that my days of work
are: Mondays, Wednesdays and
Thursdays.

 

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Kia ora Wayne,

 

I have been talking to internal staff today about your request and we have
determined that the request is too broad to answer in its current state.
We charge requesters for large amounts of information and usually have to
extend the time to respond to a request when a response involves large
quantities of material. We will need to do this in this case if the scope
is not reduced. Here are our charging guidelines for your information (see
‘LGOIMA request costs’):

 

[1]Privacy and official information requests (qldc.govt.nz)

 

The project you’ve requested information on has spanned numerous emails
and the information on it is vast. In relation to your first request -
 Copy of any, and all, communication relating to, referencing, the
privately occupied hut located on Pigeon Island since the beginning of
2022. This includes, but not limited to, any internal communications
relating to OIAs. Any external communications. Simply put any
communication whatsoever that relates to the hut.

In relation to correspondence, we can do an email archive search to
address your request, however, you need to be more specific in your
correspondence request to ensure we target the information you actually
seek.

 

I have initially completed two email archive searches from January 2022:

 

Search one: All emails that include ‘Pigeon Island’ in the subject line.
This search produced 1,513 emails.

 

Search two: All emails that include ‘Pigeon Island’ anywhere in the email.
This search produced 21,126 emails.

 

We would need to decline this part of your request due to substantial
collation and research (s17(f), LGOIMA). We find that providing specific
email topics, can assist with reducing the size of correspondence requests
and ensures we target the correct information sought. Please provide these
details as soon as you can.

 

Please get in touch as soon as you can, so we can settle on a request that
has a smaller more manageable scope.

 

 

Ngâ mihi,

Poonam

 

Poonam Sethi  | Official Information Advisor | Chief Executive’s [2][IMG]
Office

Queenstown Lakes District Council

P: +64 3 450 0379

 

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From: Information Request
Sent: Monday, 29 August 2022 11:00 AM
To: [FOI #20369 email]
Subject: RE: Official Information request - Pigeon Island Hut [#40931H] -
2022 Communications

 

Môrena Wayne,

 

Thank you for your request for official information dated 28 August 2022.

 

Queenstown Lakes District Council (QLDC) is currently considering your
request and will communicate a decision to you by Friday, 23 September
2022 unless otherwise advised.

 

QLDC is committed to the principle of availability and is pleased to be
assisting you with your request.

 

Ngâ mihi,

Maddy

 

 

Maddy Patterson | Senior
Official Information Advisor
Chief Executive’s Office |
Queenstown Lakes District
Council

DD: +64 3 450 1738
[4]QLDC-Logo_CMYK_Blue[5]www.qldc.govt.nz
E:
[3][email address]

 

Please note that my days of work
are: Mondays, Wednesdays and
Thursdays.

 

P  Please consider the environment before printing this e-mail 

 

 

 

 

 

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Kia ora Wayne,

We have done some correspondence searches to source emails in answer to this request.

For each search we did, the emails had to include ‘Pigeon Island’ in the subject line, and be either to or from, or have ccd or bccd the email address searched and date range we use was from January 2022 to 28 August 2022 as requested.

Here is a summary of the staff emails that were shared within the Property team and we have found the below number of emails:

• Morgan Govender - 464
• Quintin Howard - 112
• Mark Samways -104
• Stephanie Prendergast - 35
• Alisha Govind – 66
• Rory Cassidy Fennell - 25

Total number of emails: 806

As mentioned earlier this is quite a big request and we need to charge for the review of this many emails. From past experience, we find that reviewing 20 email chains can take up to an hour (due to multiple people needing to check the final response). This will give you an idea of how many emails you may be willing to pay for. Here are our charging guidelines (see ‘LGOIMA request costs’):

Privacy and official information requests (qldc.govt.nz)

Please have a look at our charging guidelines and let us know whether you’d like us to proceed and review these email searches. You may want to pick out a couple of the above searches initially for us to do – just let us know.

Depending on how many emails you want us to review, we may need to extend the time to respond to your request.

Please note a number of individuals have to review the emails and it’s these steps that are most time consuming, because it’s a considerable amount of work for each person who reviews these.

Before commencing review, we will notify you of the fixed cost, so you can agree to it before we proceed.

Ngā mihi,
Poonam

Poonam Sethi  | Official Information Advisor | Chief Executive’s Office
Queenstown Lakes District Council
P: +64 3 450 0379

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Hi Wayne,

 

Thanks for your email.

 

Everything related to the privately owned Pigeon Island hut has been
provided to you in our previous responses. We have discussed your current
request with our team and as informed to you earlier the emails you
requested would be available at a charge. Our charging guidelines for the
same has been shared with you in our last email.

 

And in regards to your second question :

“Could you also advise how QLDC came to know that the former hut was there
by virtue of License to Occupy with a three month termination clause and a
peppercorn rental

o As advised by our property team there were notes on file from previous
managers that suggested that a Licence to Occupy was contemplated in
1971, at a peppercorn rental determinable upon 3x months written
notice by either party. However the document is not on file and may
never have been drafted.

 

We do not have any further information to provide in response to your
requests.

Your best course of action is to make a complaint to the Office of the
Ombudsman. Here are the details for making complaints.

 

Right to review the above decision

 

Note that you have the right to seek an investigation and review by the
Ombudsman of this decision.  Information about this process is available
at [1]www.ombudsman.parliament.nz or freephone 0800 802 602.

 

If you wish to discuss this decision with us, please contact
[2][email address] (Governance & Stakeholder Services
Manager).

 

 

 

Thanks,

Poonam

 

Poonam Sethi  | Official Information Advisor | Chief Executive’s [3][IMG]
Office

Queenstown Lakes District Council

P: +64 3 450 0379

 

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automatically generated

 

 

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