OIA 14262 Attachment 1.pdf

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Act
Information
Official
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From:
out of scope
To:
Subject:
FW: Assistance needed: OIA request - cost of name change
Date:
Friday, 8 December 2023 3:56:07 PM
Attachments:
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Just an FYI since the OIA’s are coming in but this is broadly how I propose we respond to these
types of OIA.

out of scope
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Senior Manager Channels and Standards
Te Waka Kōtuia | Engagement and Partnerships
facebook | twitter | linkedin
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From: out of scope

Sent: Friday, 8 December 2023 3:53 PM
To: out of scope
@nzta.govt.nz>; out of scope
@nzta.govt.nz>
Subject: RE: Assistance needed: OIA request - cost of name change
Information

Hi out of

Happy to have a meeting about this to discuss it by my initial thoughts are as follows:

Official
Summary of s 9(2)(a) OIA:

Approximate costs to implement the change.
the

At this stage, NZTA has not received any cost estimates to implement the change. Any design
work to change the logo will be undertaken in house as part of business as usual along with a
number of other changes, for example updating letterhead, email signatures and templates.
At this stage our approach to other changes to things like signage and stationery is to use a new
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logo for anything new or for anything that needs replacing as these are costs that would be
incurred regardless of the change.  For example, we will use up old stationery first and replace
the logo when ordering new stationery.
This was the same approach that was taken when we last changed our logo and the only cost
incurred for that change related to one sign that was changed at our Head Office and some legal
costs for trademarking the new logo.

With regards to s 9(2)(a) request, because of the approach we are going to take we don’t have
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the costs and we are not anticipating getting any cost estimates, specifically:

The design & rebranding of all offices -  all design work will be undertaken in-house and
we are not anticipating rebranding our offices at this stage.  If signage is updated or we
move to new premises the newest logo will be used at that time

Vehicles - all design work will be undertaken in-house and we are not anticipating
rebranding our vehicles at this stage.  Any new vehicles entering our fleet  will be branded
with the newest logo at that time
The design & printing of forms, leaflets, & letterhead – all design work will be undertaken
in-house. Old stock will be used up first and when reprinting is required they will be
printed with the newest logo at that time

Provide the individual cost per item, including any items that I have not listed specifically,
but that carry the Waka Kotahi brand & that will need to change as part of the
department rebrand – because of the approach we are taking we cannot provide this
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information because it doesn’t exist and the time and cost to identify every item and get
costs for it is not required.
Please also provide the full cost of not having to redesign & rebrand each item (including
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items I haven’t listed, but that carry the Waka Kotahi brand) – as above.

Kind regards

out of scope
Senior Manager Channels and Standards
Te Waka Kōtuia | Engagement and Partnerships
facebook | twitter | linkedin
Information

From: out of scope
@nzta.govt.nz>
Sent: Friday, 8 December 2023 3:20 PM Official
To: out of scope
@nzta.govt.nz>
Cc: out of scope
@nzta.govt.nz>
Subject:
the
Re: Assistance needed: OIA request - cost of name change

Kia ora out of
Thanks for passing this on. Let me chat with out of   about this, so we can start collecting the
applicable information.
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Ngā mihi.

out of scope
(he/him)
Manager, Design and Brand
Te Waka Kōtuia – Engagement and Partnerships
Phone: s 9(2)(a)
Mobile:
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Waka Kotahi NZ Transport Agency
44 Bowen Street, Wellington, New Zealand
Facebook | Twitter | LinkedIn

From:
Karen Jones
To:
Out of scope
Cc:
Subject:
RE: Ministerial Request (OIA - Official Information Act) Ref number OIA-14244 has been assigned to you
Date:
Friday, 8 December 2023 4:06:00 PM
Attachments:
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Hi team
Can we please be consistent with the statement that the Minister has provided media on this
topic in relation to the instruction – it is below thanks.
Transport Minister Simeon Brown has moved swiftly to instruct Waka Kotahi staff to
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begin using their agency's English name first in communications.
A spokesperson for Brown told 1News in a statement on Monday night: "In a meeting with
officials, Transport Minister Simeon Brown advised NZTA of the coalition agreement regarding
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the use of Māori names and to ensure they had a plan to give effect to it."
As part of its coalition agreement with New Zealand First, the new government had agreed to
ensure all public service departments had their primary name in English, except for those
specifically related to Māori.
Ngā mihi nui
Karen Jones
Group General Manager
Pūmanawa Tāngata | People and Safety (acting)
Te Waka Kōtuia | Engagement and Partnerships
Information
Phone:s 9(2)(a)
Mobile
Waka Kotahi NZ Transport Agency
National Office, 44 Bowen Street
Private Bag 6995, Wellington 6141, New Zealand
twitter | youtube | facebook
Official
the
From: Out of scope
@nzta.govt.nz>
Sent: Friday, 8 December 2023 3:42 pm
To: Out of scope
@nzta.govt.nz>
under
Cc: Out of scope
@nzta.govt.nz>; Out of scope
@nzta.govt.nz>; Karen
Jones <[email address]>
Subject: RE: Ministerial Request (OIA - Official Information Act) Ref number OIA-14244 has been
assigned to you
Hi Out of scope
I’ve attached the responses provided to s 9(2)(a)
Note that at the time these responses were provided, no formal directive had been received
from the Minister’s office.
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s 9(2)(g)(i)
Cheers,
Out of scope
/ Senior Media Manager
Te Waka Kōtuia Engagement and Partnerships
M Out of scope
E Out of scope
@nzta.govt.nz/ w nzta.govt.nz

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Information
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From:
Out of scope
To:
Out of scope
Subject:
RE: Kia ira whaea
Date:
Tuesday, 12 December 2023 8:01:00 AM
Attachments:
image001.png
Morena Out of scop

I’d forgotten about that page on the external site so will work on getting that updated with our
updated logo and the updated naming conventions as well.  Might take a few days!

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Out of scope
Senior Manager Channels and Standards
Te Waka Kōtuia | Engagement and Partnerships
Act
facebook | twitter | linkedin

From: Out of scope
@nzta.govt.nz>
Sent: Tuesday, 12 December 2023 7:38 AM
To: Out of scope
@nzta.govt.nz>; Out of scope
@nzta.govt.nz>
Information
Subject: Fwd: Kia ira whaea

Morena Out of scope

Just received this from s 9(2)(a)
- can
you please add the paragraph below.
Official

We need to follow government direction but we also need to acknowledge the mana and
the
responsibility of our Māori name.  Kia pai te rā.  Out of sco
Get Outlook for iOS
From: s 9(2)(a)
@gmail.com>
Sent: Tuesday, December 12, 2023 7:31:45 AM
To:
under
Out of scope
@nzta.govt.nz>
Subject: Kia ira whaea

CAUTION: The sender of this email is from outside Waka Kotahi. Do not click links, attachments, or reply
unless you recognise the sender’s email address and know the content is safe.
Kia ora Whaea

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Hope all is well. With all the raru about the maori names for govt departments it reminded me i
forgot to update the main website with so e tumu koorero that i heard from s 9(2)(a)
, was
thinking that the below paragraph could be slotted into the link below somewhere as an artefact
and part of our whakapapa. Will leave to you whaea, ngaa mihi.

https://www.nzta.govt.nz/about-us/about-waka-kotahi-nz-transport-agency/using-our-logo/

The name Waka Kotahi was created by the late Te Arawa kaumatua and decorated veteran
s 9(2)(a)
who was the first Tumuaki - Māori Manager for the agency, the late Out of
s 9(2)(a)
who was the cultural advisor to the New Zealand government and
New Zealand Olympic Team and s 9(2)(a)
the previous Maori Manager for Transit New
Zealand.
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Act
Information
Official
the
under
Released

From:
Karen Jones
To:
Out of scope
Cc:
Out of scope
Subject:
RE: Key points from Nicole - debrief after call
Date:
Thursday, 14 December 2023 11:36:00 AM
Attachments:
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A few tweaks thanks. Out of scope can you liase with Out as the intro the video thanks.
Ngā mihi nui
f
Karen Jones
1982
Group General Manager
Pūmanawa Tāngata | People and Safety (acting)
Te Waka Kōtuia | Engagement and Partnerships
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Phone: s 9(2)(a)
Mobile:
Waka Kotahi NZ Transport Agency
National Office, 44 Bowen Street
Private Bag 6995, Wellington 6141, New Zealand
twitter | youtube | facebook
Information
From: Out of scope
@nzta.govt.nz>
Sent: Thursday, 14 December 2023 10:38 am
To: Out of scope
@nzta.govt.nz>; Karen Jones <[email address]>
Subject: FW: Key points from Nicole - debrief after call
Hi Out of scope and Karen, thanks for this, please see the revised version below.
Official
Let me know if you are all good with this.
Key points from Nicole’s briefing:
the
Out of scope
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Out of scope
6.
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We’ll be sharing as much information with you as we can. We don’t have all the
information yet, which means we’ll need to a staged approach to addressing the
direction from Government. Two examples given on the live call were changing
our name to English first Out of scope
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a. We’ve had a request from our Minister to use our English name first. Our
English name, New Zealand Transport Agency, is our legal name, so we’ve
starting making changes already. We’ve changed our name in our media
releases and the templates we use with the Minister’s office. Once we have
further written direction, we’ll provide further guidance, including updating
the style guide and email signatures.
Out of scope
Information
Out of scope
Executive Advisor
System Leadership
From: Out of scope
@nzta.govt.nz>
Official
Sent: Wednesday, 13 December 2023 5:06 pm
To: Out of scope
@nzta.govt.nz>
Subject: FW: Key points from Nicole - debrief after call
the
Kia ora Out of scope
I spoke with
and she knows that the approval will need to happen in the morning. She’s
Out of scope
appreciative of any support we can provide in preparing the key points.
I assume the key points will start with a thank you for attending and the questions, which
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showed a high level of engagement. Are you OK to send to Karen once you’ve made any edits
and added your info?
Key points from Nicole’s briefing:
Out of scope
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Out of scope
5. We’ll be sharing as much information with you as we can. We don’t have all the
information yet, which means we’ll need to a staged approach to addressing the
direction from Government. Two examples are changing our name to English
first Out of scope
a. We’ve had a verbal direction to use our English name first. Our English name,
New Zealand Transport Agency, is our legal name, so we’ve starting making
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changes already. We’ve changed our name in our media releases and the
templates we use with the Minister’s office. Once we have written direction,
we’ll provide further guidance, including updating the style guide and email
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signatures.
Out of scope
Ngā mihi
Out of scope
Out of scope
(she/her)
Information
Executive Advisor
Te Waka Kōtuia - Engagement and Partnerships
Email: Out of scope @nzta.govt.nz
Phone:s 9(2)(a)
Mobile
Official
From: Karen Jones <[email address]>
Sent: Wednesday, 13 December 2023 2:09 pm
To: Out of scope
@nzta.govt.nz>; Out of scope
@nzta.govt.nz>
the
Subject: Fwd: Key points from Nicole - debrief after call
I'm out this arvo - can you take a look here and strip back between you both thanks?
We also don't want to send people to MoT just remind people that we are primarily a delivery
agency and MoT are the policy agency etc
And send me back a revised thanks
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Get Outlook for iOS
From: Out of scope
@nzta.govt.nz>
Sent: Wednesday, December 13, 2023 12:36 PM
To: Out of scope
@nzta.govt.nz>
Cc: Karen Jones <[email address]>
Subject: Key points from Nicole - debrief after call
Key points from Nicole in debriefing – ie what she wants people to know. (will need to clear with
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Karen and possibly governance team I think)
Out of scope

Out of scope
3. We’ll get more on the branding/name online as soon as we get written direction. While
we’ve had the oral direction to go English first with our name – we need the written
direction to provide more detail around what this will mean in practice for us. It will be an
iterative process of change regardless, not everything will change over night. Waka Kotahi
is still part of our legal name. Full guidance around use of our name and logo will go via
OnRamp as soon as we get the final green light – this will give you more to go on.
Out of scope
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She noted a session around little p and big P policy for next year too – one to pick up further with
Out of scope and get into our schedule (will need to draw out a bit more what this looks like and what
we link it in with)
Out of scope
(she/her)
Manager, Change & Internal Communications
Te Waka Kōtuia | Engagement and Partnerships
Email:Out of
@nzta.govt.nz
Mobile: s 9(2)(a)
Information
Waka Kotahi NZ Transport Agency
Official
the
under
Released

out of scope

From: out of scope
@nzta.govt.nz>
Sent: Monday, 18 December 2023 12:54 pm
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To: out of scope
@nzta.govt.nz>; out of scope
@nzta.govt.nz>; out of
out of scope
@nzta.govt.nz>
Cc: Official Correspondence <[email address]>
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Subject: RE: UPDATED: For approval today : NZT-9022 : Response to Ngai Te Rangi Iwi Trust
letter about "our change of name from Waka Kotahi"

Hi out of   – attached for sending when you have a moment

Thanks!

out of scope
Manager Ministerial Services - Enterprise
Information
Phone: s 9(2)(a)
  Mobile: s 9(2)(a)
Waka Kotahi NZ Transport Agency

From: s 9(2)(a)
@nzta.govt.nz>
Sent: Monday, 18 December 2023 12:38 pm
To:
Official
s 9(2)(a)
@nzta.govt.nz>; s 9(2)(a)
@nzta.govt.nz>;
s 9(2)(a)
@nzta.govt.nz>
Cc: Official Correspondence <[email address]>
the
Subject: RE: UPDATED: For approval today : NZT-9022 : Response to Ngai Te Rangi Iwi Trust
letter about "our change of name from Waka Kotahi"

Yes definitely letterhead thanks s 9(2)

(a)
under
From: s 9(2)(a)
@nzta.govt.nz>
Sent: Monday, 18 December 2023 12:03 pm
To: s 9(2)(a)
@nzta.govt.nz>; s 9(2)(a)
@nzta.govt.nz>; s 9(2)
@nzta.govt.nz>
( )
s 9(2)(a)
Cc: Official Correspondence <[email address]>
Subject: RE: UPDATED: For approval today : NZT-9022 : Response to Ngai Te Rangi Iwi Trust
letter about "our change of name from Waka Kotahi"

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Letterhead would be my view. I can prep and provide back to you if you like s 9(2)  Sharing the
workload and all that
( )

Out of scope

Manager Ministerial Services - Enterprise
Phone: s 9(2)(a)
Mobile: s 9(2)(a)
Waka Kotahi NZ Transport Agency

From: Out of scope
@nzta.govt.nz>
Sent: Monday, 18 December 2023 12:00 pm
To: Out of scope
@nzta.govt.nz>; Out of scope
@nzta.govt.nz>
Cc: Official Correspondence <[email address]>; Out of scope
Out of scope
@nzta.govt.nz>
Subject: RE: UPDATED: For approval today : NZT-9022 : Response to Ngai Te Rangi Iwi Trust
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letter about "our change of name from Waka Kotahi"

Sure. But is this going to be put on letterhead or am I sending as an email?
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From: Out of scope
@nzta.govt.nz>
Sent: Monday, 18 December 2023 10:59 am
To: Out of scope
@nzta.govt.nz>; Out of scope
@nzta.govt.nz>
Cc: Chris Bunny <[email address]>; Official Correspondence
<[email address]>; Out of scope
nzta.govt.nz>
Subject: RE: UPDATED: For approval today : NZT-9022 : Response to Ngai Te Rangi Iwi Trust
letter about "our change of name from Waka Kotahi"

Information
Thanks Out of scope
can you BC OC so they can file it

From: Out of scope
@nzta.govt.nz>
Sent: Monday, 18 December 2023 10:53 am
To: Out of scope
@nzta.govt.nz>; Out of scope
@nzta.govt.nz>
Cc: Chris Bunny <[email address]>
Official
Subject: RE: UPDATED: For approval today : NZT-9022 : Response to Ngai Te Rangi Iwi Trust
letter about "our change of name from Waka Kotahi"
the

Kia ora Out

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The version below is in InfoHub (response).

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I’ve checked with Out of scope and it should go from Nicole’s email. Out of scope , can I leave with you
to do that?

Ngā mihi
Out of

Out of scope
(she/her)
Released
Executive Advisor
Te Waka Kōtuia - Engagement and Partnerships
Email: Out of scope @nzta.govt.nz
Phone: s 9(2)(a)
Mobile:

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Information
Official
the
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Released

From:
Karen Jones
To:
Out of scope
Subject:
RE: For advice : Due today : Logo and Livery Update
Date:
Friday, 15 December 2023 2:02:00 PM
Attachments:
image002.png
image004.png
Yes use the new logo. I note the trucks will be used in the New Year so that aligns with new
guidance.
Ngā mihi nui
Karen Jones
1982
Group General Manager
Pūmanawa Tāngata | People and Safety (acting)
Te Waka Kōtuia | Engagement and Partnerships
Phone: s 9(2)(a)
Act
Mobile:
Waka Kotahi NZ Transport Agency
National Office, 44 Bowen Street
Private Bag 6995, Wellington 6141, New Zealand
twitter | youtube | facebook
Information
From: Out of scope
@nzta.govt.nz>
Sent: Friday, 15 December 2023 1:57 pm
To: Karen Jones <[email address]>
Subject: For advice : Due today : Logo and Livery Update
Kia ora Karen
Official
WTA has new fleet coming in and has queried whether to use the current logo or an English first
version. Out of scope suggested I check with you, noting that we’ve used the new logo in some
upcoming advertising.
the
Ngā mihi
Heather
Out of scope (she/her)
Executive Advisor
under
Te Waka Kōtuia - Engagement and Partnerships
Email: Out of [email address]
Phone: s 9(2)(a)
Mobile
From: Out of scope
@nzta.govt.nz>
Sent: Friday, 15 December 2023 7:53 am
To:
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Out of scope
@nzta.govt.nz>
Subject: FW: Logo and Livery Update
Morning Out of scope
Don’t suppose you know what the sign-off time frame is on the logo changes?
Out of scope
From: Out of scope
@wta.nzta.govt.nz>

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Information
Official
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