LGOIMA vehicle (DCC) : Hyundai Santa Fe (2016) written off Jan 2017

Received.

From: Sandy Graham [DCC General Manager Strategy and Governance]
Sent: Monday, 24 April 2017 5:03 p.m.
To: Elizabeth Kerr
Cc: [DCC Governance Support]
Subject: RE: Elizabeth Kerr Local Government Official Information request – 584807

Dear Elizabeth

Please see below a response to your LGOIMA request re Mayoral vehicles.

Request details:
LGOIMA request re mayoral vehicle (DCC)

1. I understand there is a DCC vehicle dedicated for use by the Mayor of Dunedin, is this correct? If so, is the vehicle owned by DCC, or is it leased?
Yes. It is owned by DCC

2. What are the terms and conditions of the Mayor’s use of this vehicle? (including DCC insurance cover in regards to who may drive the vehicle and for what purpose(s) to retain the cover)
The Mayor pays for full private use of the vehicle as per the determination set out by the independent Remuneration Authority. The insurance cover for the mayoral vehicle is as for all other fleet vehicles. Any authorised driver is covered.

3. What is the make, model, colour, year and registration of the mayoral vehicle? Please state for all vehicles designated for mayoral use in the period October 2010 to April 2017, if any.
Please see the attached spreadsheet. I have not provided registration plate details and these are withheld to protect the privacy of natural persons pursuant to section 7(2)(a) of LGOIMA.

4. What has been the annual mileage clocked for the mayoral vehicle on official business in the period October 2010 to April 2017?
Annual mileage is not recorded and so the information requested does not exist.

5. Does the mayor also retain the vehicle for his own casual use when not on official business? If so, is this mileage logged separately and what has been that annual mileage clocked in the period October 2010 to April 2017? Or please supply the annual mileage clocked for all use of the vehicle in the period October 2010 to April 2017?
The Mayor pays for full private use of the vehicle as per the determination set out by the independent Remuneration Authority. No records of annual mileage are kept.

6. Designated driver(s). Besides the mayor, are there other dedicated drivers specified for this vehicle? (see 2. above). Please identify the drivers – if for privacy reasons names cannot be supplied, state by position or role to include council staff, elected council representatives (councillors), or the mayor’s family.
The vehicle is able to be driven by any authorised driver.

7. See 4. above. How does this mileage compare with the annual mileage recorded for a mayoral vehicle (if any) used by previous mayors, where this is known? For example, for Richard Walls, Sukhi Turner and Peter Chin.
No mileage records are held.

8. In the period October 2010 to April 2017, have any vehicles assigned for mayoral use been badly damaged or written off? Please provide vehicle identification (make/model/colour/year/registration), date of vehicle crash or incident, crash site or incident location; and, where relevant identify whether this was an injury/serious injury/non injury crash (cross out whichever does not apply).
Yes. A Hyundai Santa Fe was written off in Jan 2017 following an accident involving serious injury near Roxburgh.

9. See 8. above. What was the official cause of each vehicle crash or incident as determined for DCC’s insurance claim (if any); and or as claimed in the official CAS report* involving a DCC vehicle, a copy of which may be held on DCC files? *The NZ Transport Agency manages the Crash Analysis System (CAS) – New Zealand’s primary tool for capturing information on where, when and how road crashes occur. CAS is used by a range of organisations all with the broad aim of improving road safety. https://www.nzta.govt.nz/safety/safety-resources/crash-analysis-system/
The insurers did not identify a cause of the accident.

10. See 6. above. Was the mayor or another officially designated driver identified for each vehicle crash or incident listed at 8. above?
Yes.

11. How recently was the mayoral vehicle replaced following a vehicle write-off? Did DCC’s insurance cover and budgets meet the full cost of vehicle replacement and other associated costs such as accident victim transfer to hospital? Please itemise all costs to DCC.
Refer to the attached spreadsheet. DCC received a full insurance pay-out.

12. Further to 3. above, please confirm the make, model, colour, year and registration number of the present mayoral vehicle and its date of purchase or commencement of lease by DCC. Please respond by email within 20 working days. Thanks.
Refer to the attached spreadsheet. I have not provided registration plate details and these are withheld to protect the privacy of natural persons pursuant to section 7(2)(a) of LGOIMA.

Given I have withheld information, you are entitled to a review of the decision by the Office of the Ombudsman.
I have cc’ed [DCC Governance Support] on the response for record keeping purposes.

Sandy [Graham]

Attachment: LGOIMA request vehicles (Excel spreadsheet)

[screenshot – click to enlarge]

Similar model ?

From: [DCC Governance Support]
Sent: Wednesday, 19 April 2017 9:28 a.m.
To: Elizabeth Kerr
Subject: Acknowledgement of request

19-Apr-2017

Elizabeth Kerr

Dear Ms Kerr,

Official information request for: 584807, KERR, MAYORAL VEHICLE

Reference Number: 306621

I am writing to acknowledge receipt of your official information request dated 18-April-2017 for 584807, KERR, MAYORAL VEHICLE

We received your request on 18-April-2017. We will endeavour to respond to your request as soon as possible and in any event no later than 17-May-2017, being 20 working days after the day your request was received. If we are unable to respond to your request by then, we will notify you of an extension of that timeframe.

Your request is being handled by Sandy Graham. If you have any queries, please feel free to contact her on 03 477 4000. If any additional factors come to light which are relevant to your request, please do not hesitate to contact us so that these can be taken into account.

Yours sincerely

Governance Support Officer
Dunedin City Council

[*My LGOIMA request is dated 16 April 2017]

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From: officialinformation@dcc.govt.nz
Sent: Sunday, 16 April 2017 1:19 p.m.
To: Elizabeth Kerr
Subject: Confirmation of receipt of LGOIMA request – 584807

Dear Elizabeth

I am writing to acknowledge receipt of your official information request dated 16 Apr 2017 1:19pm
We support public access to official information. Our obligation under the Local Government Official Information Act 1987 (the Act) is to provide you the information requested as soon as reasonably practicable unless there is a good reason for withholding it.

We will process information requests as below:

• We will let you know as soon as we can (and in any case within 20 working days) whether your request will be granted or declined, and if the request is declined why we have declined it.
• In some cases it may be necessary for our decision to be made after 20 working days. When this occurs we will advise you the anticipated delivery date together with the reason why it is necessary to extend that time within the 20 working days.
• If your request is complex or requires a large amount of collation and research, we may contact you with a view to either refining your request or discussing the possibility of charging for aspects of your request in line with the DCC charging policy.
• If we decide to release the information, we aim to provide it at the same time as we give our decision. If this is not possible we will provide the information as soon as reasonably practicable.

If you need to contact us about your request, please email officialinformation@dcc.govt.nz or call 03 477 4000. Please quote reference number: 584807

The timeliness of our decisions and the reasons for them are reviewable by the Office of the Ombudsman. You can view the Ombudsman’s guidelines for the processing of information requests at http://www.ombudsman.parliament.nz or by calling freephone: 0800 802 602.

Yours sincerely,

Official Information Request Service

Below are the details of the request

Your request:

LGOIMA request re mayoral vehicle (DCC)

1. I understand there is a DCC vehicle dedicated for use by the Mayor of Dunedin, is this correct? If so, is the vehicle owned by DCC, or is it leased?

2. What are the terms and conditions of the Mayor’s use of this vehicle? (including DCC insurance cover in regards to who may drive the vehicle and for what purpose(s) to retain the cover)

3. What is the make, model, colour, year and registration of the mayoral vehicle? Please state for all vehicles designated for mayoral use in the period October 2010 to April 2017, if any.

4. What has been the annual mileage clocked for the mayoral vehicle on official business in the period October 2010 to April 2017?

5. Does the mayor also retain the vehicle for his own casual use when not on official business? If so, is this mileage logged separately and what has been that annual mileage clocked in the period October 2010 to April 2017? Or please supply the annual mileage clocked for all use of the vehicle in the period October 2010 to April 2017?

6. Designated driver(s). Besides the mayor, are there other dedicated drivers specified for this vehicle? (see 2. above). Please identify the drivers – if for privacy reasons names cannot be supplied, state by position or role to include council staff, elected council representatives (councillors), or the mayor’s family.

7. See 4. above. How does this mileage compare with the annual mileage recorded for a mayoral vehicle (if any) used by previous mayors, where this is known? For example, for Richard Walls, Sukhi Turner and Peter Chin.

8. In the period October 2010 to April 2017, have any vehicles assigned for mayoral use been badly damaged or written off? Please provide vehicle identification (make/model/colour/year/registration), date of vehicle crash or incident, crash site or incident location; and, where relevant identify whether this was an injury/serious injury/non injury crash (cross out whichever does not apply).

9. See 8. above. What was the official cause of each vehicle crash or incident as determined for DCC’s insurance claim (if any); and or as claimed in the official CAS report* involving a DCC vehicle, a copy of which may be held on DCC files?

*The NZ Transport Agency manages the Crash Analysis System (CAS) – New Zealand’s primary tool for capturing information on where, when and how road crashes occur. CAS is used by a range of organisations all with the broad aim of improving road safety. https://www.nzta.govt.nz/safety/safety-resources/crash-analysis-system/

10. See 6. above. Was the mayor or another officially designated driver identified for each vehicle crash or incident listed at 8. above?

11. How recently was the mayoral vehicle replaced following a vehicle write-off? Did DCC’s insurance cover and budgets meet the full cost of vehicle replacement and other associated costs such as accident victim transfer to hospital? Please itemise all costs to DCC.

12. Further to 3. above, please confirm the make, model, colour, year and registration number of the present mayoral vehicle and its date of purchase or commencement of lease by DCC.

Please respond by email within 20 working days. Thanks.

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Posted by Elizabeth Kerr

This post is offered in the public interest.

*Image: hyundaiusa.com – 2016 Hyundai Santa Fe Sport