Q3.pdf

From:
Hilda
To:
Natasha Kemp; Angel Vargas
Cc:
Lola
Cardena
Subject:
Re: Manurewa Marae - Use of Facilities as an Advance and Election Day Voting Place
Date:
Sunday, 30 April 2023 7:07:42 am
Attachments:
image001.png
image001.png
Electoral Commission Cyber Security Warning: This email originated from outside
of the Commission. Please take extra care when clicking links or opening attachments.
When in doubt, contact the IT Service Desk.
Ka pai happy to hui about this with you Angela. Cardena can you see if I have any free
time in the dates below.
Aku mihi
Hilda
Sent from my iPhone
On 29/04/2023, at 6:19 PM, Natasha Kemp
<
@manurewamarae.co.nz> wrote:
I’ll leave this for Hilda
Get Outlook for iOS
From: Lola
<
@manurewamarae.co.nz>
Sent: Saturday, April 29, 2023 6:17:52 PM
To: Natasha Kemp <
@manurewamarae.co.nz>; Hilda
@manurewamarae.co.nz>
Subject: Fwd: Manurewa Marae - Use of Facilities as an Advance and Election Day
Voting Place
For your information
Ngā mihi.
From: Angel Vargas
@elections.govt.nz>
Sent: Saturday, April 29, 2023 3:41 PM
To: Lola

@manurewamarae.co.nz>
Subject: Manurewa Marae - Use of Facilities as an Advance and Election Day
Voting Place
Kia ora
I am the Electorate Manager looking after Manurewa and Tamaki Makaurau
Electorates. Your contact details were forwarded to me by Georgia
I would like to set-up a meeting to discuss the details of using the Marae as a Voting
Place for 2023 General Election. There is also a site assessment that I would need
to complete, a procedure required by the Electoral Commission prior to confirming
the use of a venue as a voting place.
I am available anytime after 12:30pm on Thursday (3rd May) or Friday (4th May).

Let me know the date and time that suits you best.
Thank you and I look forward to meeting you.
Ngā mihi
Angelica Tuyay Vargas | Electorate Manager – Manurewa & Tamaki Makaurau
Electorates
Electoral Commission | Te Kaitiaki Take Kōwhiri
Phone
vote.nz | elections.nz
https://www.elections.nz/jobs/

Ella
From:
Angel Vargas
Sent:
Friday, 26 May 2023 3:07 pm
To:
'Cardena
Subject:
Manurewa Marae - Use of Facilities as an Advance and Election Day Voting Place
Attachments:
EC Recruitment Flyer - EOI.pdf
Follow Up Flag:
Follow up
Flag Status:
Flagged
Kia Ora Cardena

Thank you for giving me the opportunity to view the marae on 17th May to assess it as an advance and elec on day
vo ng place. See my notes below:

1.  As discussed, below are our proposed dates and opening hours.

Days
Opening Hours
Mon 2nd to Fri 6th October
10:00am to 4:00pm
Sat 7th October
10:00am to 3:00pm
Sun 8th October
Closed
Mon 9th to Wed 11th October
10:00am to 4:00pm
Thurs 12th October
10:00am to 7:00pm
Fri 13th October
10:00am to 4:00pm
Elec on Day - 14th October
9:00am to 7:00pm

2.  During advance voting, the Voting Team will be on site 30min before opening and closing times. The only
exception will be Monday 2nd October when they will have to set-up for the first time. I will let the Voting Place
Manager discuss the timing directly with you.
For election day, the Voting Team will be on site until preliminary count is finished and the key materials are
packed ready for transport to Electorate Headquarters. Finish time can be anywhere from 9:30pm until late.

3.  It would be great if the Maori Wardens can provide security during late nights and on election day. Kindly send me
details regarding arrangements and hourly rates so I can get approval from my Regional Manager.

4.  There is a lockable room at the voting space that we can use for overnight storage of key voting materials. Only
two people have keys to the room – Office Manager (Lola) and the Finance Manager.

5.  The Voting Place Manager, once appointed, will discuss the details with you nearer to the date.

6.  If you can recommend and send me the names of people who are interested to work at the marae (or at other
locations), that will be great. There will be an interview for the manager and a short assessment for the other roles.
If successful and they are available, they can also be employed for post-election activities at HQ.

A ached is our recruitment ﬂyer to register interest to work and would appreciate if you can distribute it to your
staﬀ and their family/friends who might be interested (16+ can work with us). Recruitment for these roles will be
available at the start of July.

Again, thank you for your  me.

1

Yes we can provide māori wardens, I will follow up with names and send these through to you.
Aku mihi
Hilda
Sent from my iPhone
On 6/06/2023, at 12:08 PM, Cardena
<
@manurewamarae.co.nz> wrote:
Kia Ora Angel,
Apologies for the delay in response, I have included our CEO Takutai Kemp and our
operations manager Hilda
into the email, as explained when you came through I was
just showing you around in their absence as they were called out of Auckland at the time.
Takutai and Hilda will be able to pick things up from here as we move closer to the election
dates.
Nga Mihi,
Cardena
From: Angel Vargas <
@elections.govt.nz>
Sent: Friday, May 26, 2023 3:07 PM
To: Cardena
<
@manurewamarae.co.nz>
Subject: Manurewa Marae - Use of Facilities as an Advance and Election Day Voting Place
Kia Ora Cardena
Thank you for giving me the opportunity to view the marae on 17th May to assess it as an
advance and election day voting place. See my notes below:
1. As discussed, below are our proposed dates and opening hours.
Days
Opening Hours
Mon 2nd to Fri 6th October
10:00am to 4:00pm
Sat 7th October
10:00am to 3:00pm
Sun 8th October
Closed
Mon 9th to Wed 11th October
10:00am to 4:00pm
Thurs 12th October
10:00am to 7:00pm
Fri 13th October
10:00am to 4:00pm
Election Day - 14th October
9:00am to 7:00pm
2. During advance voting, the Voting Team will be on site 30min before opening and closing
times. The only exception will be Monday 2nd October when they will have to set-up for
the first time. I will let the Voting Place Manager discuss the timing directly with you.
For election day, the Voting Team will be on site until preliminary count is finished and
the key materials are packed ready for transport to Electorate Headquarters. Finish time
can be anywhere from 9:30pm until late.
3. It would be great if the Maori Wardens can provide security during late nights and on
election day. Kindly send me details regarding arrangements and hourly rates so I can get
approval from my Regional Manager.
4. There is a lockable room at the voting space that we can use for overnight storage of key
voting materials. Only two people have keys to the room – Office Manager (Lola) and the
Finance Manager.
5. The Voting Place Manager, once appointed, will discuss the details with you nearer to the
date.
6. If you can recommend and send me the names of people who are interested to work at
the marae (or at other locations), that will be great. There will be an interview for the
manager and a short assessment for the other roles. If successful and they are available,
they can also be employed for post-election activities at HQ.
Attached is our recruitment flyer to register interest to work and would appreciate if you can
distribute it to your staff and their family/friends who might be interested (16+ can work
with us). Recruitment for these roles will be available at the start of July.
Again, thank you for your time.
Ngā mihi
Angelica Tuyay Vargas | Electorate Manager – Manurewa & Tamaki Makaurau

Electorates
Electoral Commission | Te Kaitiaki Take Kōwhiri
Phone
vote.nz | elections.nz
<image001.png>
https://www.elections.nz/jobs/

Ella
From:
Angel Vargas
Sent:
Wednesday, 6 September 2023 11:24 am
To:
Hilda
Cc:
Cardena
Natasha Kemp
Subject:
RE: Manurewa Marae - Use of Facilities as a Voting Place
Follow Up Flag:
Follow up
Flag Status:
Flagged
Kia Ora Hilda

Just fol owing up on email below, hoping that you have some names for me.  We prefer people from the community
to run the voting place at the Marae.

Recruitment will be closing in the next few days.

Ngā mihi

Angelica Tuyay Vargas | Electorate Manager – Manurewa & Tamaki Makaurau Electorates
Electoral Commission | Te Kaitiaki Take Kōwhiri
Phone
  vote.nz | elections.nz

https://www.elections.nz/jobs/

From: Angel Vargas
Sent: Thursday, August 31, 2023 1:20 PM
To: Hilda
<
@manurewamarae.co.nz>; Natasha Kemp
@manurewamarae.co.nz>
Cc: Cardena
<
@manurewamarae.co.nz>
Subject: RE: Manurewa Marae - Use of Facilities as a Voting Place

Kia Ora Hilda

Attached are the position description of the different roles at the voting place – Voting Place Manager, Voting
Assistant and Issuing Officers.

Applicants can send in their applications via this link General Election 2023 - Manurewa Electorate - Electoral
Commission (elections.nz) (under the APPLY button at the bottom of the page).

We are now on the last stages of our recruitment for the advance voting teams.  If they can submit their online
application in the next day or two, that will be great.  Kindly provide me a list of the names so I can keep an eye out
for their application.

Ngā mihi

Angelica Tuyay Vargas | Electorate Manager – Manurewa & Tamaki Makaurau Electorates
Electoral Commission | Te Kaitiaki Take Kōwhiri
Phone
  vote.nz | elections.nz
1

Kia or a Angel,

I have just seen the operating hours.  In this community it would be good to finish later in the evening eg 7pm as this
will cater for working families. The idea is that our Marae is accessible to Whanganui of this community.  Can you
please confirm the extended hours.

Nga mihi,

Takutai

Get Outlook for iOS
From: Hilda
<
@manurewamarae.co.nz>
Sent: Wednesday, August 23, 2023 11:10:39 AM
To: Natasha Kemp <
@manurewamarae.co.nz>
Subject: Fwd: Manurewa Marae - Use of Facilities as a Voting Place

Here is the document for electoral commission

Get Outlook for iOS
From: Hilda

@manurewamarae.co.nz>
Sent: Tuesday, August 22, 2023 6:47:30 PM
To: Angel Vargas
@elections.govt.nz>
Subject: Re: Manurewa Marae - Use of Facilities as a Voting Place

Kia Ora Angel,

Ka pai I will do this first thing in the morning and send it back to you.

Aku mihi
Hilda


Get Outlook for iOS
From: Angel Vargas
@elections.govt.nz>
Sent: Tuesday, August 22, 2023 6:40:01 PM
To: Hilda

@manurewamarae.co.nz>
Subject: RE: Manurewa Marae - Use of Facilities as a Voting Place

Kia Ora Hilda

Attached is confirmation letter of the use of the Manurewa Marae as an Advance and Election Day Voting Place in
the upcoming 2023 General Election.

We also have a standard Electoral Commission document, Licence to Occupy for Voting Place, that will need both of
our signatures. Kindly complete and return to me please. Let me know if you have any questions about the
document, happy to clarify.

Ngā mihi

Angelica Tuyay Vargas | Electorate Manager – Manurewa & Tamaki Makaurau Electorates
Electoral Commission | Te Kaitiaki Take Kōwhiri
Phone
  vote.nz | elections.nz

4

3.    It would be great if the Maori Wardens can provide security during late nights and on election day.  Kindly send
me details regarding arrangements and hourly rates so I can get approval from my Regional Manager.

4.    There is a lockable room at the voting space that we can use for overnight storage of key voting materials.  Only
two people have keys to the room – Office Manager (Lola) and the Finance Manager.

5.    The Voting Place Manager, once appointed, will discuss the details with you nearer to the date.

6.    If you can recommend and send me the names of people who are interested to work at the marae (or at other
locations), that will be great.  There will be an interview for the manager and a short assessment for the other
roles.  If successful and they are available, they can also be employed for post-election activities at HQ.

Attached is our recruitment flyer to register interest to work and would appreciate if you can distribute it to your
staff and their family/friends who might be interested (16+ can work with us).  Recruitment for these roles will be
available at the start of July.

Again, thank you for your time.

Ngā mihi

Angelica Tuyay Vargas | Electorate Manager – Manurewa & Tamaki Makaurau Electorates
Electoral Commission | Te Kaitiaki Take Kōwhiri
Phone
  vote.nz | elections.nz

https://www.elections.nz/jobs/
6

Timeline for engagement with Manurewa Marae
Date
Activity
23 Jan
Following a connection made at Auckland Funfest (12-15 Jan), internal email exchange between
Erin   Georgia, and Crystal to discuss the opportunity to meet with Manurewa Marae.
27 Jan
Online hui between Manurewa Marae and EC, a new date to meet set for 28 Feb.

Notes provided by Erin
:
Participants - Crystal, Erin, Georgia (Commission) Te Kou, Natasha Kemp (Manurewa).

Crystal introduced Erin and Georgia to Te Kou. Erin and Georgia spoke about our objectives to
better serve Māori during GE 2023 and our interest in partnering with Māori organisations to:
•  Secure property for voting places significant to Māori
•  Recruit Staff who could speak Te Reo and can work in a bilingual voting place.
•  Help with community engagement to increase participation and voter turnout.
•  Te Kou spoke about the work they had done through COVID and the Census and how
they were able to increase turnouts for these community events in Manurewa, he
thought the Marae Committee would also be interest in partnering with the
commission to provide the same support they did to the Ministry of Health and Stats NZ
Next Steps -
Te Kou would set up a follow up meeting to introduce us to the leadership team at Manurewa
Marae
2 Feb
Email exchange with Te Kou sorting contact details and confirming 28th Feb.
28 Feb
Hui at Manurewa Marae.

Notes provided by Georgia
:
Participants - Erin, Georgia (Commission); Te Kou, Hilda (Manurewa).

Meeting purpose -
This meeting was arranged to follow on from the meeting that was had on January 27th.   This
was the first in person meeting to discuss a space to do Community Engagement as well as
provide a voting place at the marae.   This was discussed due to the reach that the marae has
had in previous events for eg: Covid Response and Census.

Proceedings -
•  A space for Community Engagement
•  A space for the full voting period (2nd October up and including the 14th October)
•  Manurewa Marae sharing your event calendar and EC sharing key dates and time-
frames.
•  Possible opportunities for Manurewa Marae staff to work within the Community
Engagement space as well as working within the voting place (Marae whare). Erin
suggested 2 options for this and that is Manurewa Marae gets a contract and pays
staff or staff work for the Electoral Commission
•  If the staff are interested, they can work in the voting place but they would need to be
employed by the Electoral Commission as they will be hired as Electoral Officials (we
advised this can be discussed in more detail at later stage)
•  The Electorate Manager will need to do a voting place assessment at the Marae to
ensure this is safe and secure for not only staff and voters but also voting materials.
•  If the Manurewa Marae can share key messages around Māori Electoral Option (01ST
April – 14TH July) and also enrolling to vote.

Conclusion -
Tekou and Hilda were going to take these discussions to their leadership and come back to the
Electoral Commission on next steps.

Proceedings -
Informal discussions were held to assess this opportunity and any risk assessment of using the
marae as a voting place.  This would cover both advance voting and election day.
Topics included:
-
Obtaining approval for Manurewa marae’s executive
-
Any conflict of interest between the marae’s CEO (standing as a candidate for the
Māori Party) and the Electoral Commission’s operating guidelines
-
The marae’s perceived connection with the Māori Party
-
The role of tikanga at a voting place
-
Setting up a voting place, including employing marae staff, training, voting place
assessment, training, and any payment of using the marae as a voting place
-
Possible involvement of Te Pae Herenga o Tamaki marae and other marae around the
country as voting places

Conclusion -
Following a useful and constructive discussion both parties agreed to discuss the issues further
with their respective organisations and arrange a follow-up meeting within the coming weeks.
Furthermore, there was some discussion of developing a MOU between the two parties to
clearly delineate roles and responsibilities.

17 May
VP assessment completed by EM.

Notes provided by Angelica Vargas:

Participants – Angel Vargas (Commission); Cardena
(Manurewa Marae)

Meeting purpose -
The  purpose  of  the  meeting  was  to  assess  proposed  voting  space  (wharekai)  and  explain
operational requirements to Marae staff to ensure good voting service delivery to the community
i.e. opening hours, preparation work  (EC and marae) prior  to voting period, security via Māori
Wardens, secure storage of key voting materials and next steps.

Meeting Notes (taken from follow up email on 26 May) –

1.  As discussed, below are our proposed dates and opening hours.

Days
Opening Hours
Mon 2nd to Fri 6th October
10:00am to 4:00pm
Sat 7th October
10:00am to 3:00pm
Sun 8th October
Closed
Mon 9th to Wed 11th October
10:00am to 4:00pm
Thurs 12th October
10:00am to 7:00pm
Fri 13th October
10:00am to 4:00pm
Election Day - 14th October
9:00am to 7:00pm

2.  During  advance  voting,  the Voting  Team  will  be  on  site  30min  before  opening  and closing
times.  The only exception will be Monday 2nd October when they will have to set-up for the
first time.  I will let the Voting Place Manager discuss the timing directly with you.
For election day, the Voting Team will be on site until preliminary count is finished and the key
materials  are  packed  ready  for  transport  to  Electorate  Headquarters.   Finish  time  can  be
anywhere from 9:30pm until late.

3.  It would be great if the Maori Wardens can provide security during late nights and on election
day.  Kindly send me details regarding arrangements and hourly rates so I can get approval
from my Regional Manager.

4.  There  is  a  lockable  room  at  the  voting  space  that  we  can use  for  overnight  storage  of key
voting materials.  Only two people  have keys to the room  – Office Manager (Lola) and the
Finance Manager.

5.  The  Voting  Place  Manager,  once  appointed,  will  discuss  the  details  with  you  nearer  to  the
date.

6.  If you can recommend and send me the names of people who are interested to work at the
marae (or at other locations), that will be great.  There will be an interview for the manager
and a short assessment for the other roles.  If successful and they are available, they can also
be employed for post-election activities at HQ.

7.  Attached is our recruitment flyer to register interest to work and would appreciate if you can
distribute it to your staff and their family/friends who might be interested (16+ can work with
us).  Recruitment for these roles will be available at the start of July.

Conclusion -
Another meeting will be scheduled nearer to the election period for a more detailed discussion
and a follow-up by the Voting Place Manager once appointed.

26 May
Follow up email with Manurewa re VP assessment, proposed opening hours, and request for
information.
6 Jun
Response from marae copying in Hilda
and Tarsh Kemp
26 Jul
Marae informs EM of building work taking place and need to change VP location, offer of a
different location on the grounds made by Natasha. EM responds wanting to come and check
alternative venue.
31 Jul
feedback on draft voting places received which includes concerns expressed re
Manurewa Marae.
1 Aug
Meeting at Marae to assess new location.

Notes provided by Angel Vargas:

Participants – Angel Vargas (Commission); Cardena
(Manurewa)

Meeting purpose -
The original voting space (wharekai) became unavailable due to renovation works.  An alternative
space within the premises was proposed and for EC to check if suitable.

Meeting Notes -
The main purpose of the site visit was to assess if alternative space is suitable for voting in terms
of  size,  layout,  entrance/exit  flow  and  alternatives  if  raining,  parking  and  other  physical  site
requirements. No other issues were discussed.

Conclusion -
Initial check found the space to be suitable for advance and election day voting.  A meeting still
had to be arranged with Hilda
to discuss other important issues regarding the marae as a
voting place.

16 Aug
Response to
noting the rationale for using Manurewa.
22 Aug
Confirmation letter and Licence to Occupy sent to Marae, confirmation of receipt received.
23 Aug
Request from Natasha around revising opening hours

25 Aug
Reply from EM with rationale and options to consider. Revised documentation sent through with
change to opening hours.
30 Aug
Onsite meeting with Hilda to go over details including recruitment, operations, security, costs
etc. Meeting notes shared the following day:
-
Names to you regarding Kaimahi from the Marae (Hilda)
-
Send JD (Angel)
-
Send link for Kaimahi to apply (Angel)
-
Send names of security (Hilda)
-
Find a locked room in the Puna (Hilda)
-
16th September is training day
Additional notes provided by Angel Vargas:

Participants – Angel Vargas (Commission); Hilda
(Manurewa)

Meeting purpose -
To discuss and resolve all outstanding issues prior to the marae being used as an advance and
election day voting place.

Meeting Notes -
The following action points were discussed:

1.  Voting space will be cleared and ready for set-up by our  voting team prior  to 2nd  October.
Entrance and exit options were assessed to make sure that the layout did not impede flow of
voters.
2.  Opening hours were confirmed by Angel.
3.  Hilda confirmed that Māori wardens can provide security services during the voting period and
names will be provided beforehand.
4.  Recruitment was discussed – Angel will send job descriptions and link to online application for
kaimahi to apply (Note: After the meeting, names of recommended candidates were provided
by Hilda via e-mail but only four were appointed due to availability.  One was appointed as
VPM for advance and election day and the three other applicants worked only on Saturday for
advance voting and on election day.)
5.  Angel explained recruitment process and confirmed upcoming training dates.
6.  Angel explained and emphasized the need for political neutrality within and around the voting
place.    Logos,  flags,  clothing  with  details  of  political  parties  or  candidates  and  any  other
promotional  materials  were  not  to  be  displayed  near  the  voting  place.    Hilda  confirmed
understanding and agreement to this requirement.

Conclusion -
Both agreed that all action notes or open issues will be followed-up via email messages.  The next
face-to-face contact with the marae will be through the voting team.
31 Aug
Reminder email sent to complete ‘Licence to Occupy’ and ‘Tax Invoice’. Copied to CE of
Manurewa.
13 Sept
Phone call and emails exchanged regarding recruitment
21 Sept
Further recruitment related emails.
3 Oct
Complaints raised by
regarding social media post
4 Oct
Enquiry with Marae who note they will “look into it”.
11 Oct
Complaint received from Freedom NZ Party, email to Marae who confirm that kai is provided to
all people attending marae not just those who have voted.
1 Nov
Complaint received from

8 Nov
Further concerns raised by

9 Nov
Response to
from Commission.

Receive complaint from member of the public.

1.  Site Inspections for fixed locations and an agreement of opening days and hours for
advanced voting and Election Day
2.  Discuss and create a shared calendar for:
a.  Mobile / Pop up units for advance voting
b.  Enrolment / Education opportunities leading up to GE 2023 e.g., Whanau
days.
3.  Recruitment plan for staff working in Voting Places
4.  Develop a training schedule for Takeaway votes and Voting staff.
5.  Organise a wananga two weeks after the Election to review the service provided to
our community.
12 Apr
Follow up email from EC seeking confirmation of site inspections.
23 Apr
Response from TPH proposing 14 sites
1 May
Acknowledgement email and additional contacts provided
4-8 May
Internal kōrero re suitability and risks of working with Collective. Agree to proceed.
12 May
Internal hui between VS and SEP to discuss risk management and planning. Agree that
Directors will hold responsibility to progress MoU with the Collective
15 May
Internal approach to L&P regarding drafting an MoU
15 May
Email from Renee (Ops Lead) re enrolment information
16 May
Hui between EC and TPH to discuss progressing MoU. Agree to set up a wānanga between the
parties to facilitate this.

Notes Provided by Georgia

Participants- Erin
Georgia
Kate Sewell (Commission); Lance Norman, Maria

Meeting purpose -
Emails were exchanged prior to this meeting and Lance confirmed that they will propose to use
the following sites for Voting Places for this year’s General Election:
(1) Te Rūnanga o Ngāti Whātua - 1 & 3-5 Rendall Place, Auckland.
(2) Te Puna Hauora o Te Raki Paewhenua - 58 Akoranga Drive, Northcote, Auckland.
(3) Te Whānau o Waipareira - Ground Floor, 6/8 Pioneer Street, Henderson, Auckland.
(4) Ruapotaka Marae - 106 Line Road, Glen Innes, Auckland.
(5) Manukau Urban Māori Authority / Nga Whare Waatea Marae - 31 Calthorp Close,
Favona, Auckland.
(6) Manurewa Marae - 81 Finlayson Avenue, Clendon Park, Manukau City.
(7) Papakura Marae - 29 Hunua Road, Auckland.
(8) Huakina Development Trust - 15/17 Roulston Street, Pukekohe.
(9) Hoani Waititi Marae - 451 West Coast Road, Oratia, Auckland.
(10) Te Kaha O Te Rangatahi - 2b Jellicoe Road, Manurewa, Auckland.
(11) Mobile Collection Van - Te Whānau o Waipareira - West Auckland.
(12) Mobile Collection Van - Manurewa Marae - South Auckland.

Other Sites:
(13) Te Mahurehure Cultural Marae - 65/73 Premier Avenue, Point Chevalier, Auckland.
(14) Orakei Marae - 59B Kitemoana Street, Orakei, Auckland.

Danielle and Renee are the Relationship Managers for Te Pae Herenga o Tāmaki
partners.  Jacqui is the Chair of Te Pae Herenga o Tāmaki. Renee is planning on sending
information out to the partners in the coming week.  She will coordinate site visits with the
Partners and our team over the next few weeks.
Maria
supports the organisations with funding proposals.  Both Maria and Lance will
connect with the team regarding budgets and timing.

Proceedings:

A MOU that needs to be agreed and in place prior to operational aspects of setting up voting
places.
To develop a MOU to capture key goals and conditions relating to the relationship between EC
and the Collective:
-
Identify a key contact person within the Collective – Maria/Jackie
-
The EC to be represented by Martin Rodgers and Shane Whitfield
-
Ensure political neutrality
-
Ensure there are no incentives/inducements to encourage voter turnout
-
Ensure there are clear guidelines regarding political party regalia – to cover both
advance voting and ED
-
Gain clarity about funding of sites to be used as VPs
-
Expand initiative to other sites in the North Island?

Voting place management
Voting Services to take responsibilities for:
-
VP assessments of all agreed sites (Electorate Manager)
-
Recruitment - actively engage with marae personnel to recruit staff to work in the
VP.  To ensure political neutrality (Electorate Manager)
-
Appoint VP staff in conjunction with marae (Electorate Manager)
-
Training
o  To be conducted at a designated marae for all sites identified within the
Collective (Electorate Manager)
o  Training resources required from NO to support Te Reo initiatives

Erin advised the need for an MOU moving forward and the next step was to organise a
Wānanga between Martin/Shane for the Electoral Commission and the same level leadership
for Te Pae Herenga to discuss and agree on a MOU.
Georgia also mentioned that some of the proposed sites that were on offer to use as Voting
Places had already been agreed to use at a local level. These sites were Ruapotaka Marae,
Manurewa Marae, Papakura Marae, Hoani Waititi Marae and Orakei Marae

Conclusion -
Erin to propose a date that will work for Te Pae Herenga Collective and the Electoral
Commission to discuss MOU.   Erin sent emails to Te Pae Herenga Collective.
17-19 May
Further internal discussion regarding logistics, noted request from Karl to have MoU in place
before confirming any voting places. MoU noted to ensure coverage for political neutrality.
23 May
Internal hui to progress MoU, aiming for June 1 to hold wānanga. Proposed date shared with
Collective.
26 May
Email noting yet to hear back from Collective
22 June
Email from EC seeking to progress site usage kōrero. Provided a list of the proposed sites and
progress on confirming each of them as a VP.
30 June
After multiple attempts at contact, suggestion is made to halt plans with Collective and instead
progress kōrero with individual marae. Agree to proceed.
4 July
Paper from VS to Board noting relationship with the Collective and related mahi.
21 July
Response to 22 June email noting contact person had been away. Advises of the need to
connect with remaining partner sites to progress the kōrero.
24 – 28 Jul
Internal emails discussing whether to re-visit original plans. Email notes the link between
political party and Waipareira.
2 Aug
Email from Waipareira funding lead seeking to progress our partnered approach again.
4 Aug
Hui organised for 9 August with Collective. Advice from VS is that they are still interested in
locking in further voting places, and they are comfortable for hui to proceed.
7 Aug
Internal emails show final agreement to not to proceed with Collective and instead work with
individual marae, Collective will be informed at upcoming hui.
9 Aug
Follow up hui to decision on working with individual marae.
Notes provided by Georgia

Participants – Erin
Georgia
Kate Sewell (Commission); Lance Norman, Maria
Dan

Meeting purpose -
Te Pae Herenga to progress with their business case and to come together to discuss the finer
details around operationalising an approach led by Te Whānau o Waipareira and Te Pae
Herenga Collective

Proceedings -
An assumption was made by the Collective that all voting places that were proposed were
confirmed to use as voting places for this year’s GE, Georgia confirmed that she had made
numerous attempts with Renee to co-ordinate site visits to the proposed sites within the
Collective and there was no reply from Renee.   They advised that she had gone on Maternity
leave.

Conclusion -
Georgia advised that all voting places needed to be assessed and confirmed by the 22nd of
August latest and at this point would not progress further.  Lance thought that voting places
were confirmed as they were on the draft voting services information sent to political parties,
but it was clarified that these were as placeholders only and couldn’t be confirmed as we could
not get the assessment completed due to not having any contact from Te Pae Herenga (Renee).