[1]Hamilton City Council | Te kauniherao Kirikiriroa
Kia ora,

Your information request
We write to acknowledge receipt of your information request about
transport infrastructure committee meetings votes. Your information
request has been processed on 21/02/2024 and passed on to the relevant
team within Council for a response. The Local Government Official
Information and Meetings Act 1987 (LGOIMA) requires that we advise you on
whether Council will provide the requested information as soon as
reasonably practicable, and no later than 20 working days after the day we
receive your request.

We will respond to you no later than 20/03/2024 .

Urgent requests
If you have asked for your request to be processed urgently,the team will
try to meet the date you have specified. However it may not always be
possible to meet your timeframe due to staff resourcing, and the size and
complexity of your request.

Fees & Charges
There is typically no charge, however the decision to chargewill be made
at Hamilton City Council's discretion and in alignment with our [2]LGOIMA
Charging Policy.

If there is a charge to be applied, Hamilton City Council will notify you
prior to incurring the charge.

Our management policy regarding charging is supported by theMinistry of
Justice Charging Guidelines for OIA requests.

You are entitled to three hours free and 20 pages of photocopying free of
charge. After that, charges of $38 per 30 minutes, and 20 cents per page
of photocopying applies. We may also recover any other actual costs, such
as special consultancy fees or other materials. This is set out in our
Fees & Charges Schedule [3]here.

Pro-active release of information
One of the key purposes of LGOIMA is to make information more freely
available, which promotes good government and trust and confidence in
public services. Proactively releasing completed OIA requests that may be
of interest to the wider public can help reduce the need for individuals
to make requests for information and it can reduce the work for Council in
responding to requests. Before publishing information personal and other
identifying details are redacted. Generally, where a request relates to a
narrow topic, these requests won't be published. You can search previous
published OIA responses [4]here.

COVID-19
There may be delays to OIA responses due to COVID-19 and other seasonal
illness impacting staff capacity both in the OIA team and across our
business. While we will aim to meet out statutory timeframes, a response
to your request may take longer than expected, or the timeframe for
responding to your request may be extended under LGOIMA.

Ombudsman
If you are unhappy with our response or our management of your information
request, you have the right to complain to the Office of the Ombudsman.
The Chief Ombudsman recommends contacting us in the first instance to see
if we can resolve the issue before a complaint is made. You can read more
about what help the Ombudsman can provide [5]here.

Contact us
If you have any concerns or further questions about your request, please
[6]email us.

Ngaa mihi,
The Official Information Team
© 2019 Hamilton City Council. All rights reserved.

Hamilton City Council
260 Anglesea Street
Hamilton 3204

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[7]Hamilton City Council | Te kauniherao Kirikiriroa
Kia ora,

Your information request
We write to acknowledge receipt of your information request about
transport infrastructure committee meetings votes. Your information
request has been processed on 21/02/2024 and passed on to the relevant
team within Council for a response. The Local Government Official
Information and Meetings Act 1987 (LGOIMA) requires that we advise you on
whether Council will provide the requested information as soon as
reasonably practicable, and no later than 20 working days after the day we
receive your request.

We will respond to you no later than 20/03/2024 .

Urgent requests
If you have asked for your request to be processed urgently,the team will
try to meet the date you have specified. However it may not always be
possible to meet your timeframe due to staff resourcing, and the size and
complexity of your request.

Fees & Charges
There is typically no charge, however the decision to chargewill be made
at Hamilton City Council's discretion and in alignment with our [8]LGOIMA
Charging Policy.

If there is a charge to be applied, Hamilton City Council will notify you
prior to incurring the charge.

Our management policy regarding charging is supported by theMinistry of
Justice Charging Guidelines for OIA requests.

You are entitled to three hours free and 20 pages of photocopying free of
charge. After that, charges of $38 per 30 minutes, and 20 cents per page
of photocopying applies. We may also recover any other actual costs, such
as special consultancy fees or other materials. This is set out in our
Fees & Charges Schedule [9]here.

Pro-active release of information
One of the key purposes of LGOIMA is to make information more freely
available, which promotes good government and trust and confidence in
public services. Proactively releasing completed OIA requests that may be
of interest to the wider public can help reduce the need for individuals
to make requests for information and it can reduce the work for Council in
responding to requests. Before publishing information personal and other
identifying details are redacted. Generally, where a request relates to a
narrow topic, these requests won't be published. You can search previous
published OIA responses [10]here.

COVID-19
There may be delays to OIA responses due to COVID-19 and other seasonal
illness impacting staff capacity both in the OIA team and across our
business. While we will aim to meet out statutory timeframes, a response
to your request may take longer than expected, or the timeframe for
responding to your request may be extended under LGOIMA.

Ombudsman
If you are unhappy with our response or our management of your information
request, you have the right to complain to the Office of the Ombudsman.
The Chief Ombudsman recommends contacting us in the first instance to see
if we can resolve the issue before a complaint is made. You can read more
about what help the Ombudsman can provide [11]here.

Contact us
If you have any concerns or further questions about your request, please
[12]email us.

Ngaa mihi,
The Official Information Team
© 2019 Hamilton City Council. All rights reserved.

Hamilton City Council
260 Anglesea Street
Hamilton 3204

References

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5. https://www.ombudsman.parliament.nz/what...
6. mailto:[Hamilton City Council request email]?subject=RE: Request 384567/2024
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10. https://hamilton.govt.nz/search?Search=&...
11. https://www.ombudsman.parliament.nz/what...
12. mailto:[Hamilton City Council request email]?subject=RE: Request 384567/2024

Kia ora,

 

We refer to your information request below. Hamilton City Council provides
the following response.

 

Your request:

 

 1. Voting records for the meetings by councillors at meetings held in
2023 and 2024 in the transport infrastructure committee meetings.
Voting records for councillors in the finance committee meetings for
2023-24
 2. Voting records for all the councillors who vote for public excluded
meetings in all committees in chambers in 2023-24
 3. Number of public excluded meetings in 2023 and 2024 by all committees
and all meetings in chambers

 

Our response:

 

 1. Voting records for the meetings by councillors at meetings held in
2023 and 2024 in the transport infrastructure committee meetings.
Voting records for councillors in the finance committee meetings for
2023-24

 

This information is publicly available on our website here:
[1]https://hamilton.govt.nz/your-council/me... There is a
option on the web page where you can select which council / committee
meeting you want to view and then the dates that you want to see the
Agenda and Minutes. The voting records are in the minutes for the meeting
under each item.

 

 2. Voting records for all the councillors who vote for public excluded
meetings in all committees in chambers in 2023-24

 

We have interpreted this question as “which councillors have voted to move
into Public Excluded at each meeting?”. In the link provided above to the
calendar in each committee / meeting, in the minutes you will find the
voting record for the resolution to move to the public excluded section of
the meeting. If we have interpreted this question incorrectly, please let
us know by responding to this email with your clarification.

 

 3. Number of public excluded meetings in 2023 and 2024 by all committees
and all meetings in chambers

 

In the link provided above to the calendar in each committee / meeting, at
the end of each agenda and minutes there will be an indication that the
meeting as a public excluded item. There are some rare circumstances where
there will be public excluded items in the middle of a meeting and then go
back to open meeting. This is also indicated in the agenda and minutes.

 

Therefore, we are refusing your request in accordance with S17(d) – of
LGOIMA – this information is already publicly available.

 

You have the right to seek an investigation and review by the Ombudsman of
this decision. Information about how to make a complaint is available at
[2]www.ombudsman.parliament.nz or freephone 0800 802 602.

 

Ngaa mihi

Keeley Faulkner

Official Information Coordinator

Governance & Assurance Team | Business Services

Email: [3][Hamilton City Council request email]

Hamilton City Council | Private Bag 3010 | Hamilton 3240 |
[4]www.hamilton.govt.nz
[5]http://data.hcc.govt.nz/branding/faceboo... us on Facebook
[7]http://data.hcc.govt.nz/branding/twitter... us on Twitter
This email and any attachments are strictly confidential and may contain
privileged information. If you are not the intended recipient, please
delete the message and notify the sender. You should not read, copy, use,
change, alter, disclose or deal in any manner whatsoever with this email
or its attachments without written authorisation from the originating
sender. Hamilton City Council does not accept any liability whatsoever in
connection with this email and any attachments including in connection
with computer viruses, data corruption, delay, interruption, unauthorised
access or unauthorised amendment. Unless expressly stated to the contrary
the content of this email, or any attachment, shall not be considered as
creating any binding legal obligation upon Hamilton City Council. Any
views expressed in this message are those of the individual sender and may
not necessarily reflect the views of Hamilton City Council.

 

I support flexibility at work. While it suits me to send this email now, I
don’t expect a response outside of your own working hours. 

 

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