LGOIMA Request Details: LG2381

The information you have requested is below; 

Proportionate engagement was undertaken by the officer managing this scheme, via letter delivery to residents of Derby Street / adjoining Derby Street in January 2023. The template of the letter can be found in Appendix A (please note that the QR code and URL provided in the letter was only available during the feedback phase and has been discontinued). The exhaustive list of addresses to which the letter was sent can be found in Appendix B below. 

Responses via the available channels (as detailed in the letter under Appendix A below) were received, collated, and summarised in the tables below: 

A response return threshold of 50% was set by the managing officer as the minimum engagement requirement before proceeding (i.e., a response was required from at least half of the population contacted under proportionate engagement). 

In this instance, only 43.4% of those contacted had made a response, and the officer made the decision not to install traffic devices to Derby Street. 

Subsequent involvement overrode the decision by the officer, resulting in an instruction for said officer to arrange installation. 

It is understood that this instruction was oral, and therefore not a reproducible document as defined under s2(1) of the Local Government Official Information and Meetings Act 1987 (LGOIMA). 

In satisfying the requirement for reasonable effort to be made to seek out, interview the officer, and record the details surrounding said instruction, the officer that held that knowledge has not only departed the organisation approximately 2 years prior to this request, but is now deceased. 

Therefore, the instruction to arrange installation cannot be located or retrieved. Accordingly, we must refuse this part of your request under section 17(e) of the Local Government Official Information and Meetings Act 1987 on the basis that no document exists or can be found. 

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 www.ombudsman.parliament.nz  or freephone 0800 802 602.  

Manawatū District Council publishes responses to Local Government Official Information and Meetings Act 1987 (LGOIMA).  We will publish the LGOIMA response along with a summary of the request on our website.  Requests and responses may be paraphrased.  

To protect your privacy, we will not generally publish personal information about you, or information that identifies you.   

If you wish to discuss this response with us, please feel free to contact the LGOIMA Response Team on 06 323 0000 or by replying to this email.  

Yours sincerely,