The Fiordland Wapiti Foundation, (FWF), is committed to managing a transparent, efficient and effective Wapiti ballot.
Fundamental to coordinating the ballot is communication, with all the hunters, within the committee and with the great many other groups and organizations involved. We recognize how important it is that the process is accurate, consistent and transparent.
Another key element to the success of the ballot process is systematic and thorough procedures and record keeping and we continually review the ballot process to look at ways to improve things for the following years’ ballot.
Specifically, the tasks undertaken by the Ballot Committee of the FWF to ensure a successful ballot process are listed below:
- The ballot application forms are made available around November via DOC, and since 2008, hunters can now complete their applications on-line.
- The ballot applications are received via the internet and the FWF Post Office box. 555 Invercargill.
- All applications accurately completed and received by the deadline, usually early January, are registered and recorded. Each application is assigned a unique number which is then recorded in the EZY DRAW system.
- The committee then holds the ballot draw on a specified date in February which is advised through the FWF website. The draw is now done with a new computer system called EZY DRAW which is used all around the world for drawing bingo and lotto. When the draw is being held we use a big screen with the numbers coming up for everyone to see; in the future we hope to have the names of the successful block holders come up with the numbers. We welcome anyone who would like to come along to the ballot to view the transparent process.
- The parties are then advised of the draw outcome, both successful and unsuccessful parties, through a letter which is sent days after the ballot. Also the results are posted on the FWF website as soon as possible after the draw.
- Accurate records are kept of the successful hunting parties, registering the hunters that accept their block and identifying the blocks that are not accepted and that then move into the waiting list process.
- The ‘waiting list’ process is effectively managed and timely contact is made with those parities on the waiting list with the aim of optimizing the ballot blocks.
- Those parties that accept their hunting block are then sent all the information they require regarding the Wapiti block, which includes details of the Briefings where they will pick up their permits.
- The FWF then coordinate and manage two Briefing sessions which gather all the hunters that are about to depart into the Wapiti blocks. This is the time where the FWF record hunter’s information on DOC permits and obtain all necessary details from them, guest speakers talk to the hunters on relevant issues, DOC and the Te Anau Police pass on any safety information, beacon/radios and packet meals are distributed and any other relevant information is communicated to the hunters. This also provides a good opportunity for the hunters to gather and discuss the promotion of the Wapiti.
- At all stages of the process, the Ballot Committee aims to regularly liaise with all parties involved in the ballot process and effectively deal with any problems as they arise, ensuring a fair, efficient and transparent process.