How do I consult?

1. Discuss the proposal with the council, who may be able to help you list the parties to consult.
2. Prepare consultation material such as:
   1. a brief written description and plans of your idea/proposal
   2. a tentative assessment of environmental effects
   3. measures you would propose to avoid, remedy or mitigate those effects.
3. Consult with identified persons and groups:
   1. By email and/or letter at first (usually), with an offer of follow-up contact to discuss the proposal in the following days
   2. by telephone (where possible) to confirm that they’ve received the information you sent, and to arrange further communication (preferably face-to-face) to determine any issues
   3. at an on-site meeting, where you explain your proposal.
4. Arrange further information and meetings as needed.

Your consultation material can form the basis for the assessment of environmental effects that you need to submit with your application. You should be asking those you consult whether:

• you have accurately described the potential effects of your activity
• they can identify any you have missed
• the way you propose to deal with those effects is adequate.

Try to reach agreement with the people you consult with on when they will be in a position to respond. This discussion will give you a good sense of each other’s commitments and obligations. Agreed timeframes shouldn’t be too short, unless the party concerned is prepared to make an early commitment. You’ll need to be flexible and open to negotiation.

A good consultation processprovides builds the time others need to consider your proposals and make meaningful comments. Do not rush this phase. Rushing others to respond may not help build positive relationships.

Avoid large, public meetings because it can be difficult for you and others to communicate well. For large proposals, consider open days or evening events (advertise by letter-drop if for a large audience), one-on-one meetings, or a series of small meetings of people with similar interests.

Consultation can be different for some of the following reasons:

• There may be more than one tangata whenua group for an area (iwi, hapū, whānau).
• Tangata whenua groups often work to different timeframes. They often need to reach consensus among marae committees or elders before responding. Meetings are often held on a monthly basis. Many of these meetings are voluntary and will be held during weekends, or early week evenings.
• Tangata whenua usually prefer personal contact and face-to-face meetings. They may not want to be part of group meetings with other interested parties. Protocols may apply at marae meetings including koha (donations). Ask your tangata whenua contact person for guidance if you are unsure.
• No one person may have all the information you are seeking. Sometimes information will be held only by specific families who for cultural reasons prefer that others do not speak on their behalf.
• Iwi management plans contain useful information on what matters to a particular tangata whenua group, and can help you focus your consultation efforts. Councils are required to keep a list of iwi management plans lodged with them, and make them available for public viewing.
• There may be benefit in asking tangata whenua for a report that describes the importance of a place or resource. This is sometimes called a ‘cultural value report’ and can clarify some of the broader issues around your proposal that have relevance to your assessment of environmental effects.
• If tangata whenua indicate that they have concerns about your proposal, it is good practice to commission a report that explains how the proposal affects them and gives their recommendations. This may be referred to as a ‘cultural impact assessment’, ‘tangata whenua assessment’, or ‘cultural value assessment’. The information should be considered part of the suite of technical reports needed to make a good application.
• Depending on the nature and scale of the proposal and its effects, such reports may range from a simple letter to a substantive document. The assessment will take time so communicating early and openly can help you manage project deadlines.
• Treat the information tangata whenua share with you sensitively. This may be outlined in any protocols you establish together.
• Tangata whenua groups may need to seek reimbursement for time and costs incurred during consultation.

• Review your proposal in light of any issues raised.
• Provide feedback (preferably in writing) to parties you consulted, discussing their perspectives and recommendations and how you have accommodated them.
• Continue communication as needed throughout the resource consent process, including further correspondence and meetings.
• Keep a full record of the consultations, and submit it to the council as part of your application, even if consultation has failed or there has been no response.