Election Access Fund
Te Tomokanga — Pūtea Whakatapoko Pōtitanga
Applications Panel Meeting
Date:
19 December 2022
Time:
1.00pm-2.30pm
Location:
Online via Zoom
Chair:
Dianne Glenn
Members:
Huhana Hickey
Robbie Watene
Other attendees:
Leigh Deuchars, Electoral Commission
Kath Lys, Electoral Commission
Apologies:
Jade Farrar
Minutes
Minutes of the last meeting
The minutes were adopted with no corrections (Dianne/Robbie).
Action points completed:
• Kath to circulate the powerpoint slides.
• Kath to replace the word “less” with “fewer” on the application form under
minimum wage guidance.
• Kath to send Huhana key documents for forwarding to Whaikaha.
• Panel members to send Kath any other suggested changes to the Assessment Form.
• Panel members to send Kath a one paragraph bio for the Commission’s website.
• Kath to add to the Assessment Form a prompt for advice from the Panel to the
applicant.
• Kath to advise a due date for invoices and provide a template.
• Kath and Dianne to meet prior to the first regular meeting of the Panel.
Matters arising:
• To date there has been no feedback on the documents sent to the Māori and Pacific
advisory groups at Whaikaha. Huhana reported that they are extremely busy at
present.
• Panel members were asked to submit invoices at the end of each month, even if it is for
a small amount. This is preferable for the Commission’s finance processes.
Update from Electoral Commission staff
Communications:
Stakeholders including political parties have been emailed to remind them about the Fund and
reinforce the message that people can apply more than once. This was in response to feedback
that some thought they had to budget for both their selection and campaigning expenses at
one time.
Disabled people’s organisations have been provided with content for newsletters and social
media, and many have shared this.
A paid social media post to advertise the Fund on the Commission’s Facebook and Instagram
pages was run and will be run again in late January. Negative comments are heavily moderated
when these posts are live. Huhana noted that some negative comments also came through
Linked In, in response to a positive post from someone who was considering applying.
A printed handbook version of the application guidelines will be sent out to sector stakeholders
and political parties in January.
The external media company will be running radio, print and social media advertisements in
2023.
The communications campaign is aimed at getting the balance right between ensuring there is
enough advertising to raise awareness and avoiding the perception of over-spending on
advertising an initiative that impacts a small number of people.
Applications and Enquiries:
Two applicants have met with Chantelle and are currently pulling their application material
together. Hopefully one will be ready for the next panel meeting.
There was an enquiry from someone who is involved in setting up a new political party and may
apply later, and another person who asked if the fund would pay for advertising and other
campaigning costs. A few others requested support for disability costs but were not standing
for Parliament.
Application Panel Assessment Form:
Two additions have been made to the form:
• Guidance on rates for NZSL interpreters and transcribers has been added to the support
assistance rates.
• The equipment and technology policy has been added, as the Panel may wish to advise
the Commission on individual cases. Although hiring or leasing equipment or
technology for the election period is preferred, in a small number of cases it may be
more practical for items to be purchased. Fund recipients will be allowed to keep them
except in cases where:
• there could potentially be (or be perceived to be) improper electoral advantage,
and/or
• the item has high retail sale potential.
This will generally not be an issue as most equipment will be person specific.
Overall:
The project is at the point of completing the last few documents, tidying up filing and creating
tools to track and manage enquiries and applications.
Tools and guidance material are being tested with enquirers and applicants.
Evaluation of the development of the fund is underway, as is planning for longer term tasks
such as ongoing staffing and the Ministerial review of the Fund post 2023.
Discussion:
Dianne shared the Fund’s newsletter blurb with Business and Professional Women and will also
share with National Council of Women and Pacific Womens Watch. Huhana has promoted on
social media and knows of a few people considering applying but feel it is too early at this
stage. Some would have applied for local body elections if it had been possible.
Dianne was asked by someone from a local body if they could promote it through local
authorities, even though it relates to central government.
For purchased equipment it was suggested that people could be given the opportunity to
purchase the item at a reduced rate at the end of the election period. This is not uncommon.
Action:
• Kath to send the Fund information for newsletters to panel members.
• Kath to ask the Communications Team whether promoting the fund through local
authorities would be helpful.
• Kath to investigate the possibility of selling equipment and technology purchased
through the fund back to fund recipients at a reduced rate.
Any other business
Invoicing: It is preferable for the Commission’s Finance team to receive invoices at the end of
each month, even if they are small, so that there is no need for accruals.
Next meeting
Monday 16th January 2023, 1pm
