Hi Mark
This email is to acknowledge receipt of your Official Information request.
Khandallah School received this request today (11 September 2018) as it
went to a spam folder which is checked infrequently.
We will be in touch once we have considered your request.
Regards
Shaun Twaddle
Chair - Khandallah School
---------- Forwarded message ----------
From:  <[1][Khandallah School request email]>
Date: 11 September 2018 at 17:24
Subject: Fwd: Official Information request - Religious Instruction
To: bot Trustees <[2][email address]>

---------- Forwarded message ----------
From: Mark Honeychurch <[3][FYI request #8615 email]>
Date: 4 September 2018 at 23:25
Subject: Official Information request - Religious Instruction
To: OIA/LGOIMA requests at Khandallah School
<[4][Khandallah School request email]>

Dear Khandallah School,

Please could I be sent a copy of all school documentation, as well as all
correspondence to and from Khandallah School’s Board of Trustees, teachers
and other staff (including emails to/from churches and parents), on the
topic of Religious Instruction in Khandallah School, from the beginning of
2015 to the present. I understand that, in the interests of privacy, some
names and other details will need to be redacted.

I would like to receive this information electronically, in an accessible
digital format - such as Word Documents, PDFs (but not scanned documents)
or plain text files.

Please let me know if clarification is needed for any part of my request,
as I will be happy to help.

I can confirm that, as a New Zealand citizen, I have a right to request
this information under the Official Information Act. For more details
about the OIA, and the school’s responsibilities under the act, you can
read the following document from the Office of the Ombudsman:

[5]http://www.ombudsman.parliament.nz/syste...

I would appreciate it if I could be sent an email confirming that my
request has been received.

Regards,

Mark Honeychurch

-------------------------------------------------------------------

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[6][FYI request #8615 email]

Is [7][Khandallah School request email] the wrong address for Official
Information requests to Khandallah School? If so, please contact us using
this form:
[8]https://fyi.org.nz/change_request/new?bo...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[9]https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

------------------------------------------------------------------

References

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1. mailto:[Khandallah School request email]
2. mailto:[email address]
3. mailto:[FYI request #8615 email]
4. mailto:[Khandallah School request email]
5. http://www.ombudsman.parliament.nz/syste...
6. mailto:[FYI request #8615 email]
7. mailto:[Khandallah School request email]
8. https://fyi.org.nz/change_request/new?bo...
9. https://fyi.org.nz/help/officers

hide quoted sections

Kia ora Mark

Thank you for your email to Khandallah School that was received on 11
September requesting the following information under the Official
Information Act 1982 (the Act):

“Please could I be sent a copy of all school documentation, as well as all
correspondence to and from Khandallah School’s Board of Trustees, teachers
and other staff (including emails to/from churches and parents), on the
topic of Religious Instruction in Khandallah School, from the beginning of
2015 to the present. I understand that, in the interests of privacy, some
names and other details will need to be redacted.

I would like to receive this information electronically, in an accessible
digital format - such as Word Documents, PDFs (but not scanned documents)
or plain text files.”

Khandallah School responds to all official information requests made in
good faith in accordance with the Act.

In considering your request, as currently worded, we believe that the
information requested cannot be made available without substantial
collation or research. Further, responding to this request is likely to
have a significant impact on the ability of appropriate staff to process
the request at a time where the school is, among other things, navigating
its way through significant building works and preparing for a large
community event to celebrate the school’s 125^th anniversary.

We would like to offer you the opportunity to refine your request to more
specific documentation held by the school. Along with this, we believe it
would also be useful to understand the intent of the request so that we
know what information/documentation that matters to you the most.

If you are unable to refine your request, the school may consider refusing
the request under section 18(f) of the Act. This will only be done after
we have considered the tools available to the school under section 18(f)
of the Act, namely extension of the time-frame and/or charging.

To refine your request or if you wish to discuss this further, please
contact me via return email or contact Shaun Twaddle at this email address
([1][email address]) or on 027 306 8891.

Once we have your clarification we will commence work on your request. We
look forward to hearing from you.

 

Ngā mihi

Shaun Twaddle

Chair – Khandallah School

On 11 September 2018 at 20:49, Khandallah School Board of Trustees
<[2][email address]> wrote:

Hi Mark
This email is to acknowledge receipt of your Official Information
request. Khandallah School received this request today (11 September
2018) as it went to a spam folder which is checked infrequently.
We will be in touch once we have considered your request.
Regards
Shaun Twaddle
Chair - Khandallah School
---------- Forwarded message ----------
From:  <[3][Khandallah School request email]>
Date: 11 September 2018 at 17:24
Subject: Fwd: Official Information request - Religious Instruction
To: bot Trustees <[4][email address]>

---------- Forwarded message ----------
From: Mark Honeychurch
<[5][FYI request #8615 email]>
Date: 4 September 2018 at 23:25
Subject: Official Information request - Religious Instruction
To: OIA/LGOIMA requests at Khandallah School
<[6][Khandallah School request email]>

Dear Khandallah School,

Please could I be sent a copy of all school documentation, as well as
all correspondence to and from Khandallah School’s Board of Trustees,
teachers and other staff (including emails to/from churches and
parents), on the topic of Religious Instruction in Khandallah School,
from the beginning of 2015 to the present. I understand that, in the
interests of privacy, some names and other details will need to be
redacted.

I would like to receive this information electronically, in an
accessible digital format - such as Word Documents, PDFs (but not
scanned documents) or plain text files.

Please let me know if clarification is needed for any part of my
request, as I will be happy to help.

I can confirm that, as a New Zealand citizen, I have a right to request
this information under the Official Information Act. For more details
about the OIA, and the school’s responsibilities under the act, you can
read the following document from the Office of the Ombudsman:

[7]http://www.ombudsman.parliament.nz/syste...

I would appreciate it if I could be sent an email confirming that my
request has been received.

Regards,

Mark Honeychurch

-------------------------------------------------------------------

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[8][FYI request #8615 email]

Is [9][Khandallah School request email] the wrong address for Official
Information requests to Khandallah School? If so, please contact us
using this form:
[10]https://fyi.org.nz/change_request/new?bo...

Disclaimer: This message and any reply that you make will be published
on the internet. Our privacy and copyright policies:
[11]https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer,
please ask your web manager to link to us from your organisation's OIA
or LGOIMA page.

------------------------------------------------------------------

References

Visible links
1. mailto:[email address]
2. mailto:[email address]
3. mailto:[Khandallah School request email]
4. mailto:[email address]
5. mailto:[FYI request #8615 email]
6. mailto:[Khandallah School request email]
7. http://www.ombudsman.parliament.nz/syste...
8. mailto:[FYI request #8615 email]
9. mailto:[Khandallah School request email]
10. https://fyi.org.nz/change_request/new?bo...
11. https://fyi.org.nz/help/officers

hide quoted sections

Hi Mark

Thank you for your response.

I appreciate your willingness to understand the confusion around the date
your request was received.

Thank you also for being prepared to condense your request. I can confirm
that Khandallah School accepts your refined request and we will start
processing it. As outlined in your email, the revised deadline for our
response is 20 working days from 18 September 2018.

 

Regards
Shaun Twaddle

On 18 September 2018 at 16:36, Mark Honeychurch
<[1][FOI #8615 email]> wrote:

Hi Shaun,

Thanks for getting back to me.

Firstly, to clear up a minor issue, you've said that my request was
"received on 11 September". However my request was sent and delivered on
September 4th, and my understanding is that this is legally when the
request was "received" by the school (and the four week response time
started), not when I followed up a week later and was informed that the
email was subsequently found in a spam folder (see page 5 of
[2]http://www.ombudsman.parliament.nz/syste...
for details).

To refine my request and make it substantially easier to collate the
information I've requested, I'm happy to restrict my request to data
that is held digitally only (emails, digital documents including meeting
minutes, etc), and to restrict the emails to those sent and received by
Board of Trustee members. Given the search facilities of modern
operating systems and email clients, along with the threading of email
conversations in most email software these days, I presume that the
discovery of the information I have requested should be relatively easy
given a few key search terms and relevant email addresses.

Once the emails and documents I've requested have been found, I would
recommend saving them in PDF format (documents can be saved as PDFs from
Word or Google Docs, and emails can usually be printed as PDF files
directly from an email client). These can then be easily searched and
redacted using a variety of tools (such as those recommended at
[3]https://pdf.wondershare.com/top-pdf-soft...).

You've asked for my intent with regard to this request. Although legally
I do not have to tell you my intent (see page 4 of
[4]http://www.ombudsman.parliament.nz/syste...),
I'm happy to let you know why I'm asking for this information. The
reason for my request is that I would like to have an understanding of
how Religious Instruction was introduced to Khandallah School (back in
2016, as far as I understand), and how the school has made its decisions
regarding the continued and future offering of Religious Instruction
within the school since then. Given that Khandallah School has recently
been in the media about this issue, I believe that this information is
in the public interest, especially for parents of children at the
school. This is one of the reasons why my request has been made publicly
through the FYI website, so that the information I receive will be
readily available to all interested parties. It's also why I have asked
for the data to be supplied in a native digital format, so that it will
be easily searchable and quotable (via copy and paste), rather than
requiring people to OCR or transcribe the text.

You've stressed that the school is busy at the moment, and that this is
likely to impact on your ability to process my request. I understand
this, and I'm happy to make allowance for it. Given that I've now
refined my request, I'm happy to accept a new deadline of responding to
my request four weeks (20 working days) from now - despite the fact that
the request for clarification was received outside of the 7 working day
limit required by the OIA (see page 14 of
[5]http://www.ombudsman.parliament.nz/syste...).
I will also be willing to accept an extension if you ask for one. For me
the most important thing is that this information is made public, and
done within a time frame that makes the data useful for parents.

You've mentioned that if I don't refine my request, you would consider
refusing it under 18(f) of the Act. Hopefully my refinements above,
suggestions for how to collate the information efficiently, and the
Ombudsman's advice that "Refusal is a last resort" (Page 4 of
[6]http://www.ombudsman.parliament.nz/syste...
has more details) are sufficient to allow Khandallah School to accept
and process my request.

Yours sincerely,

Mark Honeychurch
-----Original Message-----

Kia ora Mark

 Thank you for your email to Khandallah School that was received on 11
 September requesting the following information under the Official
 Information Act 1982 (the Act):

 “Please could I be sent a copy of all school documentation, as well as
all
 correspondence to and from Khandallah School’s Board of Trustees,
teachers
 and other staff (including emails to/from churches and parents), on the
 topic of Religious Instruction in Khandallah School, from the beginning
of
 2015 to the present. I understand that, in the interests of privacy,
some
 names and other details will need to be redacted.

 I would like to receive this information electronically, in an
accessible
 digital format - such as Word Documents, PDFs (but not scanned
documents)
 or plain text files.”

 Khandallah School responds to all official information requests made in
 good faith in accordance with the Act.

 In considering your request, as currently worded, we believe that the
 information requested cannot be made available without substantial
 collation or research. Further, responding to this request is likely to
 have a significant impact on the ability of appropriate staff to
process
 the request at a time where the school is, among other things,
navigating
 its way through significant building works and preparing for a large
 community event to celebrate the school’s 125^th anniversary.
 We would like to offer you the opportunity to refine your request to
more
 specific documentation held by the school. Along with this, we believe
it
 would also be useful to understand the intent of the request so that we
 know what information/documentation that matters to you the most.

 If you are unable to refine your request, the school may consider
refusing
 the request under section 18(f) of the Act. This will only be done
after
 we have considered the tools available to the school under section
18(f)
 of the Act, namely extension of the time-frame and/or charging.

 To refine your request or if you wish to discuss this further, please
 contact me via return email or contact Shaun Twaddle at this email
address
 ([1][email address]) or on 027 306 8891.
 Once we have your clarification we will commence work on your request.
We
 look forward to hearing from you.

  

 Ngā mihi

 Shaun Twaddle

 Chair – Khandallah School

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[7][FOI #8615 email]

Disclaimer: This message and any reply that you make will be published
on the internet. Our privacy and copyright policies:
[8]https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer,
please ask your web manager to link to us from your organisation's OIA
or LGOIMA page.

-------------------------------------------------------------------

References

Visible links
1. mailto:[FOI #8615 email]
2. http://www.ombudsman.parliament.nz/syste...
3. https://pdf.wondershare.com/top-pdf-soft...
4. http://www.ombudsman.parliament.nz/syste...
5. http://www.ombudsman.parliament.nz/syste...
6. http://www.ombudsman.parliament.nz/syste...
7. mailto:[FOI #8615 email]
8. https://fyi.org.nz/help/officers

hide quoted sections

Hi Mark

 

I am writing in relation to your request under the Official Information
Act 1982 (“the Act”).

Following on from our previous email exchange, I am now writing to you to
advise under section 15A(1)a) of the Act that we require an extension of
time to respond to your request. In your response of 18 September 2018 you
noted you would be willing to accept an extension if one was asked for.
Your request, while refined, still necessitates a search through a larger
quantity of information than first thought and meeting the original
timeframes would unreasonably interfere with the operations of the school.

As per section 15(2) of the Act, any extension under subsection (1) shall
be for a reasonable period of time having regard for the circumstances.
The extension required, given the part-time and voluntary nature of the
board, and the workload of the board and school with other events and
building work underway as we have previously advised you of, is a further
20 working days from today. This means that we will work to provide the
material requested on or possibly before 7 November 2018.

You have the right, under section 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the following
contact channels:

              Email: [1][email address]

              Post: The Ombudsman, PO Box 101152, Wellington 6143

              Online: [2]www.ombudsman.parliament.nz

 

Kind regards

Shaun Twaddle

On Wed, 19 Sep 2018 at 14:00, Khandallah School Board of Trustees
<[3][email address]> wrote:

Hi Mark

Thank you for your response.

I appreciate your willingness to understand the confusion around the
date your request was received.

Thank you also for being prepared to condense your request. I can
confirm that Khandallah School accepts your refined request and we will
start processing it. As outlined in your email, the revised deadline for
our response is 20 working days from 18 September 2018.

 

Regards
Shaun Twaddle

On 18 September 2018 at 16:36, Mark Honeychurch
<[4][FOI #8615 email]> wrote:

Hi Shaun,

Thanks for getting back to me.

Firstly, to clear up a minor issue, you've said that my request was
"received on 11 September". However my request was sent and delivered
on September 4th, and my understanding is that this is legally when
the request was "received" by the school (and the four week response
time started), not when I followed up a week later and was informed
that the email was subsequently found in a spam folder (see page 5 of
[5]http://www.ombudsman.parliament.nz/syste...
for details).

To refine my request and make it substantially easier to collate the
information I've requested, I'm happy to restrict my request to data
that is held digitally only (emails, digital documents including
meeting minutes, etc), and to restrict the emails to those sent and
received by Board of Trustee members. Given the search facilities of
modern operating systems and email clients, along with the threading
of email conversations in most email software these days, I presume
that the discovery of the information I have requested should be
relatively easy given a few key search terms and relevant email
addresses.

Once the emails and documents I've requested have been found, I would
recommend saving them in PDF format (documents can be saved as PDFs
from Word or Google Docs, and emails can usually be printed as PDF
files directly from an email client). These can then be easily
searched and redacted using a variety of tools (such as those
recommended at
[6]https://pdf.wondershare.com/top-pdf-soft...).

You've asked for my intent with regard to this request. Although
legally I do not have to tell you my intent (see page 4 of
[7]http://www.ombudsman.parliament.nz/syste...),
I'm happy to let you know why I'm asking for this information. The
reason for my request is that I would like to have an understanding of
how Religious Instruction was introduced to Khandallah School (back in
2016, as far as I understand), and how the school has made its
decisions regarding the continued and future offering of Religious
Instruction within the school since then. Given that Khandallah School
has recently been in the media about this issue, I believe that this
information is in the public interest, especially for parents of
children at the school. This is one of the reasons why my request has
been made publicly through the FYI website, so that the information I
receive will be readily available to all interested parties. It's also
why I have asked for the data to be supplied in a native digital
format, so that it will be easily searchable and quotable (via copy
and paste), rather than requiring people to OCR or transcribe the
text.

You've stressed that the school is busy at the moment, and that this
is likely to impact on your ability to process my request. I
understand this, and I'm happy to make allowance for it. Given that
I've now refined my request, I'm happy to accept a new deadline of
responding to my request four weeks (20 working days) from now -
despite the fact that the request for clarification was received
outside of the 7 working day limit required by the OIA (see page 14 of
[8]http://www.ombudsman.parliament.nz/syste...).
I will also be willing to accept an extension if you ask for one. For
me the most important thing is that this information is made public,
and done within a time frame that makes the data useful for parents.

You've mentioned that if I don't refine my request, you would consider
refusing it under 18(f) of the Act. Hopefully my refinements above,
suggestions for how to collate the information efficiently, and the
Ombudsman's advice that "Refusal is a last resort" (Page 4 of
[9]http://www.ombudsman.parliament.nz/syste...
has more details) are sufficient to allow Khandallah School to accept
and process my request.

Yours sincerely,

Mark Honeychurch
-----Original Message-----

Kia ora Mark

 Thank you for your email to Khandallah School that was received on 11
 September requesting the following information under the Official
 Information Act 1982 (the Act):

 “Please could I be sent a copy of all school documentation, as well
as all
 correspondence to and from Khandallah School’s Board of Trustees,
teachers
 and other staff (including emails to/from churches and parents), on
the
 topic of Religious Instruction in Khandallah School, from the
beginning of
 2015 to the present. I understand that, in the interests of privacy,
some
 names and other details will need to be redacted.

 I would like to receive this information electronically, in an
accessible
 digital format - such as Word Documents, PDFs (but not scanned
documents)
 or plain text files.”

 Khandallah School responds to all official information requests made
in
 good faith in accordance with the Act.

 In considering your request, as currently worded, we believe that the
 information requested cannot be made available without substantial
 collation or research. Further, responding to this request is likely
to
 have a significant impact on the ability of appropriate staff to
process
 the request at a time where the school is, among other things,
navigating
 its way through significant building works and preparing for a large
 community event to celebrate the school’s 125^th anniversary.
 We would like to offer you the opportunity to refine your request to
more
 specific documentation held by the school. Along with this, we
believe it
 would also be useful to understand the intent of the request so that
we
 know what information/documentation that matters to you the most.

 If you are unable to refine your request, the school may consider
refusing
 the request under section 18(f) of the Act. This will only be done
after
 we have considered the tools available to the school under section
18(f)
 of the Act, namely extension of the time-frame and/or charging.

 To refine your request or if you wish to discuss this further, please
 contact me via return email or contact Shaun Twaddle at this email
address
 ([1][email address]) or on 027 306 8891.
 Once we have your clarification we will commence work on your
request. We
 look forward to hearing from you.

  

 Ngā mihi

 Shaun Twaddle

 Chair – Khandallah School

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[10][FOI #8615 email]

Disclaimer: This message and any reply that you make will be published
on the internet. Our privacy and copyright policies:
[11]https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer,
please ask your web manager to link to us from your organisation's OIA
or LGOIMA page.

-------------------------------------------------------------------

References

Visible links
1. mailto:[email address]
2. http://www.ombudsman.parliament.nz/
3. mailto:[email address]
4. mailto:[FOI #8615 email]
5. http://www.ombudsman.parliament.nz/syste...
6. https://pdf.wondershare.com/top-pdf-soft...
7. http://www.ombudsman.parliament.nz/syste...
8. http://www.ombudsman.parliament.nz/syste...
9. http://www.ombudsman.parliament.nz/syste...
10. mailto:[FOI #8615 email]
11. https://fyi.org.nz/help/officers

hide quoted sections

Hi Mark
I am writing in relation to your request under the Official Information
Act 1982 (“the Act”).
We are in the final stages of ensuring that we have collated all the
information relevant to your request. A large volume of information has
been collated during what is a very busy time for the school. While we are
working to get the information to you by 7 November as previously
outlined, I wanted to make you aware that a delivery date of the end of
this week (9 November) may be more realistic given the checks we need to
apply.
We are committed to responding to your request as soon as possible.
Kind regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On Wed, 10 Oct 2018 at 20:49, Khandallah School Board of Trustees
<[1][email address]> wrote:

Hi Mark

 

I am writing in relation to your request under the Official Information
Act 1982 (“the Act”).

Following on from our previous email exchange, I am now writing to you
to advise under section 15A(1)a) of the Act that we require an extension
of time to respond to your request. In your response of 18 September
2018 you noted you would be willing to accept an extension if one was
asked for. Your request, while refined, still necessitates a search
through a larger quantity of information than first thought and meeting
the original timeframes would unreasonably interfere with the operations
of the school.

As per section 15(2) of the Act, any extension under subsection (1)
shall be for a reasonable period of time having regard for the
circumstances. The extension required, given the part-time and voluntary
nature of the board, and the workload of the board and school with other
events and building work underway as we have previously advised you of,
is a further 20 working days from today. This means that we will work to
provide the material requested on or possibly before 7 November 2018.

You have the right, under section 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the
following contact channels:

              Email: [2][email address]

              Post: The Ombudsman, PO Box 101152, Wellington 6143

              Online: [3]www.ombudsman.parliament.nz

 

Kind regards

Shaun Twaddle

On Wed, 19 Sep 2018 at 14:00, Khandallah School Board of Trustees
<[4][email address]> wrote:

Hi Mark

Thank you for your response.

I appreciate your willingness to understand the confusion around the
date your request was received.

Thank you also for being prepared to condense your request. I can
confirm that Khandallah School accepts your refined request and we
will start processing it. As outlined in your email, the revised
deadline for our response is 20 working days from 18 September 2018.

 

Regards
Shaun Twaddle

On 18 September 2018 at 16:36, Mark Honeychurch
<[5][FOI #8615 email]> wrote:

Hi Shaun,

Thanks for getting back to me.

Firstly, to clear up a minor issue, you've said that my request was
"received on 11 September". However my request was sent and
delivered on September 4th, and my understanding is that this is
legally when the request was "received" by the school (and the four
week response time started), not when I followed up a week later and
was informed that the email was subsequently found in a spam folder
(see page 5 of
[6]http://www.ombudsman.parliament.nz/syste...
for details).

To refine my request and make it substantially easier to collate the
information I've requested, I'm happy to restrict my request to data
that is held digitally only (emails, digital documents including
meeting minutes, etc), and to restrict the emails to those sent and
received by Board of Trustee members. Given the search facilities of
modern operating systems and email clients, along with the threading
of email conversations in most email software these days, I presume
that the discovery of the information I have requested should be
relatively easy given a few key search terms and relevant email
addresses.

Once the emails and documents I've requested have been found, I
would recommend saving them in PDF format (documents can be saved as
PDFs from Word or Google Docs, and emails can usually be printed as
PDF files directly from an email client). These can then be easily
searched and redacted using a variety of tools (such as those
recommended at
[7]https://pdf.wondershare.com/top-pdf-soft...).

You've asked for my intent with regard to this request. Although
legally I do not have to tell you my intent (see page 4 of
[8]http://www.ombudsman.parliament.nz/syste...),
I'm happy to let you know why I'm asking for this information. The
reason for my request is that I would like to have an understanding
of how Religious Instruction was introduced to Khandallah School
(back in 2016, as far as I understand), and how the school has made
its decisions regarding the continued and future offering of
Religious Instruction within the school since then. Given that
Khandallah School has recently been in the media about this issue, I
believe that this information is in the public interest, especially
for parents of children at the school. This is one of the reasons
why my request has been made publicly through the FYI website, so
that the information I receive will be readily available to all
interested parties. It's also why I have asked for the data to be
supplied in a native digital format, so that it will be easily
searchable and quotable (via copy and paste), rather than requiring
people to OCR or transcribe the text.

You've stressed that the school is busy at the moment, and that this
is likely to impact on your ability to process my request. I
understand this, and I'm happy to make allowance for it. Given that
I've now refined my request, I'm happy to accept a new deadline of
responding to my request four weeks (20 working days) from now -
despite the fact that the request for clarification was received
outside of the 7 working day limit required by the OIA (see page 14
of
[9]http://www.ombudsman.parliament.nz/syste...).
I will also be willing to accept an extension if you ask for one.
For me the most important thing is that this information is made
public, and done within a time frame that makes the data useful for
parents.

You've mentioned that if I don't refine my request, you would
consider refusing it under 18(f) of the Act. Hopefully my
refinements above, suggestions for how to collate the information
efficiently, and the Ombudsman's advice that "Refusal is a last
resort" (Page 4 of
[10]http://www.ombudsman.parliament.nz/syste...
has more details) are sufficient to allow Khandallah School to
accept and process my request.

Yours sincerely,

Mark Honeychurch
-----Original Message-----

Kia ora Mark

 Thank you for your email to Khandallah School that was received on
11
 September requesting the following information under the Official
 Information Act 1982 (the Act):

 “Please could I be sent a copy of all school documentation, as well
as all
 correspondence to and from Khandallah School’s Board of Trustees,
teachers
 and other staff (including emails to/from churches and parents), on
the
 topic of Religious Instruction in Khandallah School, from the
beginning of
 2015 to the present. I understand that, in the interests of
privacy, some
 names and other details will need to be redacted.

 I would like to receive this information electronically, in an
accessible
 digital format - such as Word Documents, PDFs (but not scanned
documents)
 or plain text files.”

 Khandallah School responds to all official information requests
made in
 good faith in accordance with the Act.

 In considering your request, as currently worded, we believe that
the
 information requested cannot be made available without substantial
 collation or research. Further, responding to this request is
likely to
 have a significant impact on the ability of appropriate staff to
process
 the request at a time where the school is, among other things,
navigating
 its way through significant building works and preparing for a
large
 community event to celebrate the school’s 125^th anniversary.
 We would like to offer you the opportunity to refine your request
to more
 specific documentation held by the school. Along with this, we
believe it
 would also be useful to understand the intent of the request so
that we
 know what information/documentation that matters to you the most.

 If you are unable to refine your request, the school may consider
refusing
 the request under section 18(f) of the Act. This will only be done
after
 we have considered the tools available to the school under section
18(f)
 of the Act, namely extension of the time-frame and/or charging.

 To refine your request or if you wish to discuss this further,
please
 contact me via return email or contact Shaun Twaddle at this email
address
 ([1][email address]) or on 027 306 8891.
 Once we have your clarification we will commence work on your
request. We
 look forward to hearing from you.

  

 Ngā mihi

 Shaun Twaddle

 Chair – Khandallah School

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[11][FOI #8615 email]

Disclaimer: This message and any reply that you make will be
published on the internet. Our privacy and copyright policies:
[12]https://fyi.org.nz/help/officers

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please ask your web manager to link to us from your organisation's
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1. mailto:[email address]
2. mailto:[email address]
3. http://www.ombudsman.parliament.nz/
4. mailto:[email address]
5. mailto:[FOI #8615 email]
6. http://www.ombudsman.parliament.nz/syste...
7. https://pdf.wondershare.com/top-pdf-soft...
8. http://www.ombudsman.parliament.nz/syste...
9. http://www.ombudsman.parliament.nz/syste...
10. http://www.ombudsman.parliament.nz/syste...
11. mailto:[FOI #8615 email]
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hide quoted sections

Hi Mark
This email is to let you know that we are still working on getting the OIA
response to you as soon as possible. We are seeking final clarification
and consultation with external parties. I hope to have our response to you
within the next few working days.

Regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On 5/11/2018, at 4:37 PM, Khandallah School Board of Trustees
<[1][email address]> wrote:

Hi Mark
I am writing in relation to your request under the Official Information
Act 1982 (“the Act”).
We are in the final stages of ensuring that we have collated all the
information relevant to your request. A large volume of information has
been collated during what is a very busy time for the school. While we
are working to get the information to you by 7 November as previously
outlined, I wanted to make you aware that a delivery date of the end of
this week (9 November) may be more realistic given the checks we need to
apply.
We are committed to responding to your request as soon as possible.
Kind regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On Wed, 10 Oct 2018 at 20:49, Khandallah School Board of Trustees
<[2][email address]> wrote:

Hi Mark

 

I am writing in relation to your request under the Official
Information Act 1982 (“the Act”).

Following on from our previous email exchange, I am now writing to you
to advise under section 15A(1)a) of the Act that we require an
extension of time to respond to your request. In your response of 18
September 2018 you noted you would be willing to accept an extension
if one was asked for. Your request, while refined, still necessitates
a search through a larger quantity of information than first thought
and meeting the original timeframes would unreasonably interfere with
the operations of the school.

As per section 15(2) of the Act, any extension under subsection (1)
shall be for a reasonable period of time having regard for the
circumstances. The extension required, given the part-time and
voluntary nature of the board, and the workload of the board and
school with other events and building work underway as we have
previously advised you of, is a further 20 working days from today.
This means that we will work to provide the material requested on or
possibly before 7 November 2018.

You have the right, under section 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the
following contact channels:

              Email: [3][email address]

              Post: The Ombudsman, PO Box 101152, Wellington 6143

              Online: [4]www.ombudsman.parliament.nz

 

Kind regards

Shaun Twaddle

On Wed, 19 Sep 2018 at 14:00, Khandallah School Board of Trustees
<[5][email address]> wrote:

Hi Mark

Thank you for your response.

I appreciate your willingness to understand the confusion around the
date your request was received.

Thank you also for being prepared to condense your request. I can
confirm that Khandallah School accepts your refined request and we
will start processing it. As outlined in your email, the revised
deadline for our response is 20 working days from 18 September 2018.

 

Regards
Shaun Twaddle

On 18 September 2018 at 16:36, Mark Honeychurch
<[6][FOI #8615 email]> wrote:

Hi Shaun,

Thanks for getting back to me.

Firstly, to clear up a minor issue, you've said that my request
was "received on 11 September". However my request was sent and
delivered on September 4th, and my understanding is that this is
legally when the request was "received" by the school (and the
four week response time started), not when I followed up a week
later and was informed that the email was subsequently found in a
spam folder (see page 5 of
[7]http://www.ombudsman.parliament.nz/syste...
for details).

To refine my request and make it substantially easier to collate
the information I've requested, I'm happy to restrict my request
to data that is held digitally only (emails, digital documents
including meeting minutes, etc), and to restrict the emails to
those sent and received by Board of Trustee members. Given the
search facilities of modern operating systems and email clients,
along with the threading of email conversations in most email
software these days, I presume that the discovery of the
information I have requested should be relatively easy given a few
key search terms and relevant email addresses.

Once the emails and documents I've requested have been found, I
would recommend saving them in PDF format (documents can be saved
as PDFs from Word or Google Docs, and emails can usually be
printed as PDF files directly from an email client). These can
then be easily searched and redacted using a variety of tools
(such as those recommended at
[8]https://pdf.wondershare.com/top-pdf-soft...).

You've asked for my intent with regard to this request. Although
legally I do not have to tell you my intent (see page 4 of
[9]http://www.ombudsman.parliament.nz/syste...),
I'm happy to let you know why I'm asking for this information. The
reason for my request is that I would like to have an
understanding of how Religious Instruction was introduced to
Khandallah School (back in 2016, as far as I understand), and how
the school has made its decisions regarding the continued and
future offering of Religious Instruction within the school since
then. Given that Khandallah School has recently been in the media
about this issue, I believe that this information is in the public
interest, especially for parents of children at the school. This
is one of the reasons why my request has been made publicly
through the FYI website, so that the information I receive will be
readily available to all interested parties. It's also why I have
asked for the data to be supplied in a native digital format, so
that it will be easily searchable and quotable (via copy and
paste), rather than requiring people to OCR or transcribe the
text.

You've stressed that the school is busy at the moment, and that
this is likely to impact on your ability to process my request. I
understand this, and I'm happy to make allowance for it. Given
that I've now refined my request, I'm happy to accept a new
deadline of responding to my request four weeks (20 working days)
from now - despite the fact that the request for clarification was
received outside of the 7 working day limit required by the OIA
(see page 14 of
[10]http://www.ombudsman.parliament.nz/syste...).
I will also be willing to accept an extension if you ask for one.
For me the most important thing is that this information is made
public, and done within a time frame that makes the data useful
for parents.

You've mentioned that if I don't refine my request, you would
consider refusing it under 18(f) of the Act. Hopefully my
refinements above, suggestions for how to collate the information
efficiently, and the Ombudsman's advice that "Refusal is a last
resort" (Page 4 of
[11]http://www.ombudsman.parliament.nz/syste...
has more details) are sufficient to allow Khandallah School to
accept and process my request.

Yours sincerely,

Mark Honeychurch
-----Original Message-----

Kia ora Mark

 Thank you for your email to Khandallah School that was received
on 11
 September requesting the following information under the Official
 Information Act 1982 (the Act):

 “Please could I be sent a copy of all school documentation, as
well as all
 correspondence to and from Khandallah School’s Board of Trustees,
teachers
 and other staff (including emails to/from churches and parents),
on the
 topic of Religious Instruction in Khandallah School, from the
beginning of
 2015 to the present. I understand that, in the interests of
privacy, some
 names and other details will need to be redacted.

 I would like to receive this information electronically, in an
accessible
 digital format - such as Word Documents, PDFs (but not scanned
documents)
 or plain text files.”

 Khandallah School responds to all official information requests
made in
 good faith in accordance with the Act.

 In considering your request, as currently worded, we believe that
the
 information requested cannot be made available without
substantial
 collation or research. Further, responding to this request is
likely to
 have a significant impact on the ability of appropriate staff to
process
 the request at a time where the school is, among other things,
navigating
 its way through significant building works and preparing for a
large
 community event to celebrate the school’s 125^th anniversary.
 We would like to offer you the opportunity to refine your request
to more
 specific documentation held by the school. Along with this, we
believe it
 would also be useful to understand the intent of the request so
that we
 know what information/documentation that matters to you the most.

 If you are unable to refine your request, the school may consider
refusing
 the request under section 18(f) of the Act. This will only be
done after
 we have considered the tools available to the school under
section 18(f)
 of the Act, namely extension of the time-frame and/or charging.

 To refine your request or if you wish to discuss this further,
please
 contact me via return email or contact Shaun Twaddle at this
email address
 ([1][email address]) or on 027 306 8891.
 Once we have your clarification we will commence work on your
request. We
 look forward to hearing from you.

  

 Ngā mihi

 Shaun Twaddle

 Chair – Khandallah School

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[12][FOI #8615 email]

Disclaimer: This message and any reply that you make will be
published on the internet. Our privacy and copyright policies:
[13]https://fyi.org.nz/help/officers

If you find this service useful as an Official Information
officer, please ask your web manager to link to us from your
organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

References

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2. mailto:[email address]
3. mailto:[email address]
4. http://www.ombudsman.parliament.nz/
5. mailto:[email address]
6. mailto:[FOI #8615 email]
7. http://www.ombudsman.parliament.nz/syste...
8. https://pdf.wondershare.com/top-pdf-soft...
9. http://www.ombudsman.parliament.nz/syste...
10. http://www.ombudsman.parliament.nz/syste...
11. http://www.ombudsman.parliament.nz/syste...
12. mailto:[FOI #8615 email]
13. https://fyi.org.nz/help/officers

hide quoted sections

Dear Mark,

This is the Khandallah school response to the Official information request
received on 4 September 2018 and subsequently extended several times, to
ensure completeness of the information provided.

Your original request under the Official Information Act 1982 (“the Act”)
was for “a copy of all school documentation, as well as all correspondence
to and from Khandallah School’s Board of Trustees, teachers and other
staff (including emails to/from churches and parents), on the topic of
Religious Instruction in Khandallah School, from the beginning of 2015 to
the present. “ Upon initial contact from myself, you refined the request
to “data that is held digitally only (emails, digital documents including
meeting minutes, etc), and to restrict the emails to those sent and
received by Board of Trustee members.”

Some information has been withheld, and names, email addresses, and email
subject lines redacted, under Part 1 Section 9(2)(a) of the Act - to
protect the privacy of natural persons. In one instance a confidential
document has been largely redacted to exclude all information other than
comments directly relevant religious instruction.

I have refused any relevant minutes of 2018 under s 18(d) of the Act as
that information is publicly available on our school website.

I appreciate that the request was for information from 2015 to present.
However, there is nothing in our records relating to ‘Religious
Instruction’ from before February 2017. 

I appreciate you have asked for the data to “be supplied in a native
digital format, so that it will be easily searchable and quotable”.
However, please note several of the documents within the attached PDFs are
small scanned documents which we have merged to provide two continuous
records from each of 2017 and 2018. We provide this information to you in
the format requested in good faith.

Please note:

[Quote text hidden] [Message clipped] or [Message truncated] refers to the
previous email(s) in the subject line chain.

Unfortunately, the two documents that have been compiled in response to
your request are both over 20mb. I will therefore provide these using the
FYI ‘web’ application as recommended on the FYI website. If this approach
does not work, I will get in touch with you to arrange getting the
documents to you.

I trust you find the above information, and attached documentation,
helpful.  You have the right, under s 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the following
contact channels:

Email:  [1][email address] 

Post:  The Ombudsman, PO Box 10152, Wellington 6143

Online:  [2]www.ombudsman.parliament.nz

Kind regards

Shaun Twaddle

Chair - Khandallah School Board of Trustees

On Sat, 10 Nov 2018 at 10:13, Board Of Trustees
<[3][email address]> wrote:

Hi Mark
This email is to let you know that we are still working on getting the
OIA response to you as soon as possible. We are seeking final
clarification and consultation with external parties. I hope to have our
response to you within the next few working days.

Regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On 5/11/2018, at 4:37 PM, Khandallah School Board of Trustees
<[4][email address]> wrote:

Hi Mark
I am writing in relation to your request under the Official
Information Act 1982 (“the Act”).
We are in the final stages of ensuring that we have collated all the
information relevant to your request. A large volume of information
has been collated during what is a very busy time for the school.
While we are working to get the information to you by 7 November as
previously outlined, I wanted to make you aware that a delivery date
of the end of this week (9 November) may be more realistic given the
checks we need to apply.
We are committed to responding to your request as soon as possible.
Kind regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On Wed, 10 Oct 2018 at 20:49, Khandallah School Board of Trustees
<[5][email address]> wrote:

Hi Mark

 

I am writing in relation to your request under the Official
Information Act 1982 (“the Act”).

Following on from our previous email exchange, I am now writing to
you to advise under section 15A(1)a) of the Act that we require an
extension of time to respond to your request. In your response of 18
September 2018 you noted you would be willing to accept an extension
if one was asked for. Your request, while refined, still
necessitates a search through a larger quantity of information than
first thought and meeting the original timeframes would unreasonably
interfere with the operations of the school.

As per section 15(2) of the Act, any extension under subsection (1)
shall be for a reasonable period of time having regard for the
circumstances. The extension required, given the part-time and
voluntary nature of the board, and the workload of the board and
school with other events and building work underway as we have
previously advised you of, is a further 20 working days from today.
This means that we will work to provide the material requested on or
possibly before 7 November 2018.

You have the right, under section 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the
following contact channels:

              Email: [6][email address]

              Post: The Ombudsman, PO Box 101152, Wellington 6143

              Online: [7]www.ombudsman.parliament.nz

 

Kind regards

Shaun Twaddle

On Wed, 19 Sep 2018 at 14:00, Khandallah School Board of Trustees
<[8][email address]> wrote:

Hi Mark

Thank you for your response.

I appreciate your willingness to understand the confusion around
the date your request was received.

Thank you also for being prepared to condense your request. I can
confirm that Khandallah School accepts your refined request and we
will start processing it. As outlined in your email, the revised
deadline for our response is 20 working days from 18 September
2018.

 

Regards
Shaun Twaddle

On 18 September 2018 at 16:36, Mark Honeychurch
<[9][FYI request #8615 email]> wrote:

Hi Shaun,

Thanks for getting back to me.

Firstly, to clear up a minor issue, you've said that my request
was "received on 11 September". However my request was sent and
delivered on September 4th, and my understanding is that this is
legally when the request was "received" by the school (and the
four week response time started), not when I followed up a week
later and was informed that the email was subsequently found in
a spam folder (see page 5 of
[10]http://www.ombudsman.parliament.nz/syste...
for details).

To refine my request and make it substantially easier to collate
the information I've requested, I'm happy to restrict my request
to data that is held digitally only (emails, digital documents
including meeting minutes, etc), and to restrict the emails to
those sent and received by Board of Trustee members. Given the
search facilities of modern operating systems and email clients,
along with the threading of email conversations in most email
software these days, I presume that the discovery of the
information I have requested should be relatively easy given a
few key search terms and relevant email addresses.

Once the emails and documents I've requested have been found, I
would recommend saving them in PDF format (documents can be
saved as PDFs from Word or Google Docs, and emails can usually
be printed as PDF files directly from an email client). These
can then be easily searched and redacted using a variety of
tools (such as those recommended at
[11]https://pdf.wondershare.com/top-pdf-soft...).

You've asked for my intent with regard to this request. Although
legally I do not have to tell you my intent (see page 4 of
[12]http://www.ombudsman.parliament.nz/syste...),
I'm happy to let you know why I'm asking for this information.
The reason for my request is that I would like to have an
understanding of how Religious Instruction was introduced to
Khandallah School (back in 2016, as far as I understand), and
how the school has made its decisions regarding the continued
and future offering of Religious Instruction within the school
since then. Given that Khandallah School has recently been in
the media about this issue, I believe that this information is
in the public interest, especially for parents of children at
the school. This is one of the reasons why my request has been
made publicly through the FYI website, so that the information I
receive will be readily available to all interested parties.
It's also why I have asked for the data to be supplied in a
native digital format, so that it will be easily searchable and
quotable (via copy and paste), rather than requiring people to
OCR or transcribe the text.

You've stressed that the school is busy at the moment, and that
this is likely to impact on your ability to process my request.
I understand this, and I'm happy to make allowance for it. Given
that I've now refined my request, I'm happy to accept a new
deadline of responding to my request four weeks (20 working
days) from now - despite the fact that the request for
clarification was received outside of the 7 working day limit
required by the OIA (see page 14 of
[13]http://www.ombudsman.parliament.nz/syste...).
I will also be willing to accept an extension if you ask for
one. For me the most important thing is that this information is
made public, and done within a time frame that makes the data
useful for parents.

You've mentioned that if I don't refine my request, you would
consider refusing it under 18(f) of the Act. Hopefully my
refinements above, suggestions for how to collate the
information efficiently, and the Ombudsman's advice that
"Refusal is a last resort" (Page 4 of
[14]http://www.ombudsman.parliament.nz/syste...
has more details) are sufficient to allow Khandallah School to
accept and process my request.

Yours sincerely,

Mark Honeychurch
-----Original Message-----

Kia ora Mark

 Thank you for your email to Khandallah School that was received
on 11
 September requesting the following information under the
Official
 Information Act 1982 (the Act):

 “Please could I be sent a copy of all school documentation, as
well as all
 correspondence to and from Khandallah School’s Board of
Trustees, teachers
 and other staff (including emails to/from churches and
parents), on the
 topic of Religious Instruction in Khandallah School, from the
beginning of
 2015 to the present. I understand that, in the interests of
privacy, some
 names and other details will need to be redacted.

 I would like to receive this information electronically, in an
accessible
 digital format - such as Word Documents, PDFs (but not scanned
documents)
 or plain text files.”

 Khandallah School responds to all official information requests
made in
 good faith in accordance with the Act.

 In considering your request, as currently worded, we believe
that the
 information requested cannot be made available without
substantial
 collation or research. Further, responding to this request is
likely to
 have a significant impact on the ability of appropriate staff
to process
 the request at a time where the school is, among other things,
navigating
 its way through significant building works and preparing for a
large
 community event to celebrate the school’s 125^th anniversary.
 We would like to offer you the opportunity to refine your
request to more
 specific documentation held by the school. Along with this, we
believe it
 would also be useful to understand the intent of the request so
that we
 know what information/documentation that matters to you the
most.

 If you are unable to refine your request, the school may
consider refusing
 the request under section 18(f) of the Act. This will only be
done after
 we have considered the tools available to the school under
section 18(f)
 of the Act, namely extension of the time-frame and/or charging.

 To refine your request or if you wish to discuss this further,
please
 contact me via return email or contact Shaun Twaddle at this
email address
 ([1][email address]) or on 027 306 8891.
 Once we have your clarification we will commence work on your
request. We
 look forward to hearing from you.

  

 Ngā mihi

 Shaun Twaddle

 Chair – Khandallah School

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[15][FYI request #8615 email]

Disclaimer: This message and any reply that you make will be
published on the internet. Our privacy and copyright policies:
[16]https://fyi.org.nz/help/officers

If you find this service useful as an Official Information
officer, please ask your web manager to link to us from your
organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

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Visible links
1. mailto:[email address]
2. http://www.ombudsman.parliament.nz/
3. mailto:[email address]
4. mailto:[email address]
5. mailto:[email address]
6. mailto:[email address]
7. http://www.ombudsman.parliament.nz/
8. mailto:[email address]
9. mailto:[FYI request #8615 email]
10. http://www.ombudsman.parliament.nz/syste...
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14. http://www.ombudsman.parliament.nz/syste...
15. mailto:[FYI request #8615 email]
16. https://fyi.org.nz/help/officers

hide quoted sections

Hi Mark
I tried to attach the two documents (one for 2017 and one for 2018) via
the FYI website as outlined on the help page of the FYI website.
Unfortunately I get the below error message, even when only attaching one
document. Each file is over 20mb in size.
[1]image.png
I have copied the the FYI requests email address to this email in the hope
that they can provide provide further guidance on how to provide the files
via the site. If this is not possible, we will need to find another way of
getting the files to you. Do you have any preferences?
Regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On Thu, 15 Nov 2018 at 15:34, Khandallah School Board of Trustees
<[2][email address]> wrote:

Dear Mark,

This is the Khandallah school response to the Official information
request received on 4 September 2018 and subsequently extended several
times, to ensure completeness of the information provided.

Your original request under the Official Information Act 1982 (“the
Act”) was for “a copy of all school documentation, as well as all
correspondence to and from Khandallah School’s Board of Trustees,
teachers and other staff (including emails to/from churches and
parents), on the topic of Religious Instruction in Khandallah School,
from the beginning of 2015 to the present. “ Upon initial contact from
myself, you refined the request to “data that is held digitally only
(emails, digital documents including meeting minutes, etc), and to
restrict the emails to those sent and received by Board of Trustee
members.”

Some information has been withheld, and names, email addresses, and
email subject lines redacted, under Part 1 Section 9(2)(a) of the Act -
to protect the privacy of natural persons. In one instance a
confidential document has been largely redacted to exclude all
information other than comments directly relevant religious instruction.

I have refused any relevant minutes of 2018 under s 18(d) of the Act as
that information is publicly available on our school website.

I appreciate that the request was for information from 2015 to present.
However, there is nothing in our records relating to ‘Religious
Instruction’ from before February 2017. 

I appreciate you have asked for the data to “be supplied in a native
digital format, so that it will be easily searchable and quotable”.
However, please note several of the documents within the attached PDFs
are small scanned documents which we have merged to provide two
continuous records from each of 2017 and 2018. We provide this
information to you in the format requested in good faith.

Please note:

[Quote text hidden] [Message clipped] or [Message truncated] refers to
the previous email(s) in the subject line chain.

Unfortunately, the two documents that have been compiled in response to
your request are both over 20mb. I will therefore provide these using
the FYI ‘web’ application as recommended on the FYI website. If this
approach does not work, I will get in touch with you to arrange getting
the documents to you.

I trust you find the above information, and attached documentation,
helpful.  You have the right, under s 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the
following contact channels:

Email:  [3][email address] 

Post:  The Ombudsman, PO Box 10152, Wellington 6143

Online:  [4]www.ombudsman.parliament.nz

Kind regards

Shaun Twaddle

Chair - Khandallah School Board of Trustees

On Sat, 10 Nov 2018 at 10:13, Board Of Trustees
<[5][email address]> wrote:

Hi Mark
This email is to let you know that we are still working on getting the
OIA response to you as soon as possible. We are seeking final
clarification and consultation with external parties. I hope to have
our response to you within the next few working days.

Regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On 5/11/2018, at 4:37 PM, Khandallah School Board of Trustees
<[6][email address]> wrote:

Hi Mark
I am writing in relation to your request under the Official
Information Act 1982 (“the Act”).
We are in the final stages of ensuring that we have collated all the
information relevant to your request. A large volume of information
has been collated during what is a very busy time for the school.
While we are working to get the information to you by 7 November as
previously outlined, I wanted to make you aware that a delivery date
of the end of this week (9 November) may be more realistic given the
checks we need to apply.
We are committed to responding to your request as soon as possible.
Kind regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On Wed, 10 Oct 2018 at 20:49, Khandallah School Board of Trustees
<[7][email address]> wrote:

Hi Mark

 

I am writing in relation to your request under the Official
Information Act 1982 (“the Act”).

Following on from our previous email exchange, I am now writing to
you to advise under section 15A(1)a) of the Act that we require an
extension of time to respond to your request. In your response of
18 September 2018 you noted you would be willing to accept an
extension if one was asked for. Your request, while refined, still
necessitates a search through a larger quantity of information
than first thought and meeting the original timeframes would
unreasonably interfere with the operations of the school.

As per section 15(2) of the Act, any extension under subsection
(1) shall be for a reasonable period of time having regard for the
circumstances. The extension required, given the part-time and
voluntary nature of the board, and the workload of the board and
school with other events and building work underway as we have
previously advised you of, is a further 20 working days from
today. This means that we will work to provide the material
requested on or possibly before 7 November 2018.

You have the right, under section 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the
following contact channels:

              Email: [8][email address]

              Post: The Ombudsman, PO Box 101152, Wellington 6143

              Online: [9]www.ombudsman.parliament.nz

 

Kind regards

Shaun Twaddle

On Wed, 19 Sep 2018 at 14:00, Khandallah School Board of Trustees
<[10][email address]> wrote:

Hi Mark

Thank you for your response.

I appreciate your willingness to understand the confusion around
the date your request was received.

Thank you also for being prepared to condense your request. I
can confirm that Khandallah School accepts your refined request
and we will start processing it. As outlined in your email, the
revised deadline for our response is 20 working days from 18
September 2018.

 

Regards
Shaun Twaddle

On 18 September 2018 at 16:36, Mark Honeychurch
<[11][FYI request #8615 email]> wrote:

Hi Shaun,

Thanks for getting back to me.

Firstly, to clear up a minor issue, you've said that my
request was "received on 11 September". However my request was
sent and delivered on September 4th, and my understanding is
that this is legally when the request was "received" by the
school (and the four week response time started), not when I
followed up a week later and was informed that the email was
subsequently found in a spam folder (see page 5 of
[12]http://www.ombudsman.parliament.nz/syste...
for details).

To refine my request and make it substantially easier to
collate the information I've requested, I'm happy to restrict
my request to data that is held digitally only (emails,
digital documents including meeting minutes, etc), and to
restrict the emails to those sent and received by Board of
Trustee members. Given the search facilities of modern
operating systems and email clients, along with the threading
of email conversations in most email software these days, I
presume that the discovery of the information I have requested
should be relatively easy given a few key search terms and
relevant email addresses.

Once the emails and documents I've requested have been found,
I would recommend saving them in PDF format (documents can be
saved as PDFs from Word or Google Docs, and emails can usually
be printed as PDF files directly from an email client). These
can then be easily searched and redacted using a variety of
tools (such as those recommended at
[13]https://pdf.wondershare.com/top-pdf-soft...).

You've asked for my intent with regard to this request.
Although legally I do not have to tell you my intent (see page
4 of
[14]http://www.ombudsman.parliament.nz/syste...),
I'm happy to let you know why I'm asking for this information.
The reason for my request is that I would like to have an
understanding of how Religious Instruction was introduced to
Khandallah School (back in 2016, as far as I understand), and
how the school has made its decisions regarding the continued
and future offering of Religious Instruction within the school
since then. Given that Khandallah School has recently been in
the media about this issue, I believe that this information is
in the public interest, especially for parents of children at
the school. This is one of the reasons why my request has been
made publicly through the FYI website, so that the information
I receive will be readily available to all interested parties.
It's also why I have asked for the data to be supplied in a
native digital format, so that it will be easily searchable
and quotable (via copy and paste), rather than requiring
people to OCR or transcribe the text.

You've stressed that the school is busy at the moment, and
that this is likely to impact on your ability to process my
request. I understand this, and I'm happy to make allowance
for it. Given that I've now refined my request, I'm happy to
accept a new deadline of responding to my request four weeks
(20 working days) from now - despite the fact that the request
for clarification was received outside of the 7 working day
limit required by the OIA (see page 14 of
[15]http://www.ombudsman.parliament.nz/syste...).
I will also be willing to accept an extension if you ask for
one. For me the most important thing is that this information
is made public, and done within a time frame that makes the
data useful for parents.

You've mentioned that if I don't refine my request, you would
consider refusing it under 18(f) of the Act. Hopefully my
refinements above, suggestions for how to collate the
information efficiently, and the Ombudsman's advice that
"Refusal is a last resort" (Page 4 of
[16]http://www.ombudsman.parliament.nz/syste...
has more details) are sufficient to allow Khandallah School to
accept and process my request.

Yours sincerely,

Mark Honeychurch
-----Original Message-----

Kia ora Mark

 Thank you for your email to Khandallah School that was
received on 11
 September requesting the following information under the
Official
 Information Act 1982 (the Act):

 “Please could I be sent a copy of all school documentation,
as well as all
 correspondence to and from Khandallah School’s Board of
Trustees, teachers
 and other staff (including emails to/from churches and
parents), on the
 topic of Religious Instruction in Khandallah School, from the
beginning of
 2015 to the present. I understand that, in the interests of
privacy, some
 names and other details will need to be redacted.

 I would like to receive this information electronically, in
an accessible
 digital format - such as Word Documents, PDFs (but not
scanned documents)
 or plain text files.”

 Khandallah School responds to all official information
requests made in
 good faith in accordance with the Act.

 In considering your request, as currently worded, we believe
that the
 information requested cannot be made available without
substantial
 collation or research. Further, responding to this request is
likely to
 have a significant impact on the ability of appropriate staff
to process
 the request at a time where the school is, among other
things, navigating
 its way through significant building works and preparing for
a large
 community event to celebrate the school’s 125^th anniversary.
 We would like to offer you the opportunity to refine your
request to more
 specific documentation held by the school. Along with this,
we believe it
 would also be useful to understand the intent of the request
so that we
 know what information/documentation that matters to you the
most.

 If you are unable to refine your request, the school may
consider refusing
 the request under section 18(f) of the Act. This will only be
done after
 we have considered the tools available to the school under
section 18(f)
 of the Act, namely extension of the time-frame and/or
charging.

 To refine your request or if you wish to discuss this
further, please
 contact me via return email or contact Shaun Twaddle at this
email address
 ([1][email address]) or on 027 306 8891.
 Once we have your clarification we will commence work on your
request. We
 look forward to hearing from you.

  

 Ngā mihi

 Shaun Twaddle

 Chair – Khandallah School

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[17][FYI request #8615 email]

Disclaimer: This message and any reply that you make will be
published on the internet. Our privacy and copyright policies:
[18]https://fyi.org.nz/help/officers

If you find this service useful as an Official Information
officer, please ask your web manager to link to us from your
organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

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3. mailto:[email address]
4. http://www.ombudsman.parliament.nz/
5. mailto:[email address]
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7. mailto:[email address]
8. mailto:[email address]
9. http://www.ombudsman.parliament.nz/
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11. mailto:[FYI request #8615 email]
12. http://www.ombudsman.parliament.nz/syste...
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16. http://www.ombudsman.parliament.nz/syste...
17. mailto:[FYI request #8615 email]
18. https://fyi.org.nz/help/officers

hide quoted sections

Hi Mark
I have not heard back from the FYI site about how to share the large
documents. I have therefore placed the documents in a Google Drives
folder. This folder can be accessed via the following link:

[1]https://drive.google.com/drive/folders/1...

Please let me know if this method does not work.

Kind regards

Shaun Twaddle

Chair - Khandallah School Board of Trustees

On Thu, 15 Nov 2018 at 15:51, Khandallah School Board of Trustees
<[2][email address]> wrote:

Hi Mark
I tried to attach the two documents (one for 2017 and one for 2018) via
the FYI website as outlined on the help page of the FYI website.
Unfortunately I get the below error message, even when only attaching
one document. Each file is over 20mb in size.
[3]image.png
I have copied the the FYI requests email address to this email in the
hope that they can provide provide further guidance on how to provide
the files via the site. If this is not possible, we will need to find
another way of getting the files to you. Do you have any preferences?
Regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On Thu, 15 Nov 2018 at 15:34, Khandallah School Board of Trustees
<[4][email address]> wrote:

Dear Mark,

This is the Khandallah school response to the Official information
request received on 4 September 2018 and subsequently extended several
times, to ensure completeness of the information provided.

Your original request under the Official Information Act 1982 (“the
Act”) was for “a copy of all school documentation, as well as all
correspondence to and from Khandallah School’s Board of Trustees,
teachers and other staff (including emails to/from churches and
parents), on the topic of Religious Instruction in Khandallah School,
from the beginning of 2015 to the present. “ Upon initial contact from
myself, you refined the request to “data that is held digitally only
(emails, digital documents including meeting minutes, etc), and to
restrict the emails to those sent and received by Board of Trustee
members.”

Some information has been withheld, and names, email addresses, and
email subject lines redacted, under Part 1 Section 9(2)(a) of the Act
- to protect the privacy of natural persons. In one instance a
confidential document has been largely redacted to exclude all
information other than comments directly relevant religious
instruction.

I have refused any relevant minutes of 2018 under s 18(d) of the Act
as that information is publicly available on our school website.

I appreciate that the request was for information from 2015 to
present. However, there is nothing in our records relating to
‘Religious Instruction’ from before February 2017. 

I appreciate you have asked for the data to “be supplied in a native
digital format, so that it will be easily searchable and quotable”.
However, please note several of the documents within the attached PDFs
are small scanned documents which we have merged to provide two
continuous records from each of 2017 and 2018. We provide this
information to you in the format requested in good faith.

Please note:

[Quote text hidden] [Message clipped] or [Message truncated] refers to
the previous email(s) in the subject line chain.

Unfortunately, the two documents that have been compiled in response
to your request are both over 20mb. I will therefore provide these
using the FYI ‘web’ application as recommended on the FYI website. If
this approach does not work, I will get in touch with you to arrange
getting the documents to you.

I trust you find the above information, and attached documentation,
helpful.  You have the right, under s 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the
following contact channels:

Email:  [5][email address] 

Post:  The Ombudsman, PO Box 10152, Wellington 6143

Online:  [6]www.ombudsman.parliament.nz

Kind regards

Shaun Twaddle

Chair - Khandallah School Board of Trustees

On Sat, 10 Nov 2018 at 10:13, Board Of Trustees
<[7][email address]> wrote:

Hi Mark
This email is to let you know that we are still working on getting
the OIA response to you as soon as possible. We are seeking final
clarification and consultation with external parties. I hope to have
our response to you within the next few working days.

Regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On 5/11/2018, at 4:37 PM, Khandallah School Board of Trustees
<[8][email address]> wrote:

Hi Mark
I am writing in relation to your request under the Official
Information Act 1982 (“the Act”).
We are in the final stages of ensuring that we have collated all
the information relevant to your request. A large volume of
information has been collated during what is a very busy time for
the school. While we are working to get the information to you by
7 November as previously outlined, I wanted to make you aware that
a delivery date of the end of this week (9 November) may be more
realistic given the checks we need to apply.
We are committed to responding to your request as soon as
possible.
Kind regards
Shaun Twaddle
Chair - Khandallah School Board of Trustees
On Wed, 10 Oct 2018 at 20:49, Khandallah School Board of Trustees
<[9][email address]> wrote:

Hi Mark

 

I am writing in relation to your request under the Official
Information Act 1982 (“the Act”).

Following on from our previous email exchange, I am now writing
to you to advise under section 15A(1)a) of the Act that we
require an extension of time to respond to your request. In your
response of 18 September 2018 you noted you would be willing to
accept an extension if one was asked for. Your request, while
refined, still necessitates a search through a larger quantity
of information than first thought and meeting the original
timeframes would unreasonably interfere with the operations of
the school.

As per section 15(2) of the Act, any extension under subsection
(1) shall be for a reasonable period of time having regard for
the circumstances. The extension required, given the part-time
and voluntary nature of the board, and the workload of the board
and school with other events and building work underway as we
have previously advised you of, is a further 20 working days
from today. This means that we will work to provide the material
requested on or possibly before 7 November 2018.

You have the right, under section 28(3) of the Act, to seek an
investigation and review of my response by an Ombudsman, via the
following contact channels:

              Email: [10][email address]

              Post: The Ombudsman, PO Box 101152, Wellington
6143

              Online: [11]www.ombudsman.parliament.nz

 

Kind regards

Shaun Twaddle

On Wed, 19 Sep 2018 at 14:00, Khandallah School Board of
Trustees <[12][email address]> wrote:

Hi Mark

Thank you for your response.

I appreciate your willingness to understand the confusion
around the date your request was received.

Thank you also for being prepared to condense your request. I
can confirm that Khandallah School accepts your refined
request and we will start processing it. As outlined in your
email, the revised deadline for our response is 20 working
days from 18 September 2018.

 

Regards
Shaun Twaddle

On 18 September 2018 at 16:36, Mark Honeychurch
<[13][FYI request #8615 email]> wrote:

Hi Shaun,

Thanks for getting back to me.

Firstly, to clear up a minor issue, you've said that my
request was "received on 11 September". However my request
was sent and delivered on September 4th, and my
understanding is that this is legally when the request was
"received" by the school (and the four week response time
started), not when I followed up a week later and was
informed that the email was subsequently found in a spam
folder (see page 5 of
[14]http://www.ombudsman.parliament.nz/syste...
for details).

To refine my request and make it substantially easier to
collate the information I've requested, I'm happy to
restrict my request to data that is held digitally only
(emails, digital documents including meeting minutes, etc),
and to restrict the emails to those sent and received by
Board of Trustee members. Given the search facilities of
modern operating systems and email clients, along with the
threading of email conversations in most email software
these days, I presume that the discovery of the information
I have requested should be relatively easy given a few key
search terms and relevant email addresses.

Once the emails and documents I've requested have been
found, I would recommend saving them in PDF format
(documents can be saved as PDFs from Word or Google Docs,
and emails can usually be printed as PDF files directly from
an email client). These can then be easily searched and
redacted using a variety of tools (such as those recommended
at
[15]https://pdf.wondershare.com/top-pdf-soft...).

You've asked for my intent with regard to this request.
Although legally I do not have to tell you my intent (see
page 4 of
[16]http://www.ombudsman.parliament.nz/syste...),
I'm happy to let you know why I'm asking for this
information. The reason for my request is that I would like
to have an understanding of how Religious Instruction was
introduced to Khandallah School (back in 2016, as far as I
understand), and how the school has made its decisions
regarding the continued and future offering of Religious
Instruction within the school since then. Given that
Khandallah School has recently been in the media about this
issue, I believe that this information is in the public
interest, especially for parents of children at the school.
This is one of the reasons why my request has been made
publicly through the FYI website, so that the information I
receive will be readily available to all interested parties.
It's also why I have asked for the data to be supplied in a
native digital format, so that it will be easily searchable
and quotable (via copy and paste), rather than requiring
people to OCR or transcribe the text.

You've stressed that the school is busy at the moment, and
that this is likely to impact on your ability to process my
request. I understand this, and I'm happy to make allowance
for it. Given that I've now refined my request, I'm happy to
accept a new deadline of responding to my request four weeks
(20 working days) from now - despite the fact that the
request for clarification was received outside of the 7
working day limit required by the OIA (see page 14 of
[17]http://www.ombudsman.parliament.nz/syste...).
I will also be willing to accept an extension if you ask for
one. For me the most important thing is that this
information is made public, and done within a time frame
that makes the data useful for parents.

You've mentioned that if I don't refine my request, you
would consider refusing it under 18(f) of the Act. Hopefully
my refinements above, suggestions for how to collate the
information efficiently, and the Ombudsman's advice that
"Refusal is a last resort" (Page 4 of
[18]http://www.ombudsman.parliament.nz/syste...
has more details) are sufficient to allow Khandallah School
to accept and process my request.

Yours sincerely,

Mark Honeychurch
-----Original Message-----

Kia ora Mark

 Thank you for your email to Khandallah School that was
received on 11
 September requesting the following information under the
Official
 Information Act 1982 (the Act):

 “Please could I be sent a copy of all school documentation,
as well as all
 correspondence to and from Khandallah School’s Board of
Trustees, teachers
 and other staff (including emails to/from churches and
parents), on the
 topic of Religious Instruction in Khandallah School, from
the beginning of
 2015 to the present. I understand that, in the interests of
privacy, some
 names and other details will need to be redacted.

 I would like to receive this information electronically, in
an accessible
 digital format - such as Word Documents, PDFs (but not
scanned documents)
 or plain text files.”

 Khandallah School responds to all official information
requests made in
 good faith in accordance with the Act.

 In considering your request, as currently worded, we
believe that the
 information requested cannot be made available without
substantial
 collation or research. Further, responding to this request
is likely to
 have a significant impact on the ability of appropriate
staff to process
 the request at a time where the school is, among other
things, navigating
 its way through significant building works and preparing
for a large
 community event to celebrate the school’s 125^th
anniversary.
 We would like to offer you the opportunity to refine your
request to more
 specific documentation held by the school. Along with this,
we believe it
 would also be useful to understand the intent of the
request so that we
 know what information/documentation that matters to you the
most.

 If you are unable to refine your request, the school may
consider refusing
 the request under section 18(f) of the Act. This will only
be done after
 we have considered the tools available to the school under
section 18(f)
 of the Act, namely extension of the time-frame and/or
charging.

 To refine your request or if you wish to discuss this
further, please
 contact me via return email or contact Shaun Twaddle at
this email address
 ([1][email address]) or on 027 306 8891.
 Once we have your clarification we will commence work on
your request. We
 look forward to hearing from you.

  

 Ngā mihi

 Shaun Twaddle

 Chair – Khandallah School

-------------------------------------------------------------------
Please use this email address for all replies to this
request:
[19][FYI request #8615 email]

Disclaimer: This message and any reply that you make will be
published on the internet. Our privacy and copyright
policies:
[20]https://fyi.org.nz/help/officers

If you find this service useful as an Official Information
officer, please ask your web manager to link to us from your
organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

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Visible links
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