Physical review of property information
South Wairarapa District Council is be undertaking a physical review of property information to build on the data provided to us by Quotable Value (QV) in relation to Separately Used or Inhabited Part (SUIPs). This information is a critical tool that Councils use to set rates.
The review, which is a directive of SWDC’s Strategy Working Committee, acknowledges our ongoing responsibility to ensure accuracy of data, fairness, and equity for ratepayers. It will involve Council staff physically inspecting urban properties in Greytown, Martinborough and Featherston during September and October. This is to make sure that we are using the most accurate information possible when calculating rates, and ensures the rates income required by Council for services to the community is distributed accurately and fairly across the district’s ratepayers.
We are doing this because
- As part of the changes to our rating policies that took effect in the 2024-25 year, some people in our community have informed us that there are inconsistencies in the property information we hold.
- We’ve taken this feedback on board and are working to identify inconsistencies in our data and assess whether the data fits its intended purpose and reflects whether there are additional SUIPs, or not, on a property.
- We are taking the opportunity to confirm that we are holding the most recent information on properties in our district to ensure accuracy and fairness for all in terms of the services provided in our communities.
Process – Phase 1
- Inspections will commence from the end of September for approximately 4500 urban properties across South Wairarapa.
- Data collectors will carry photo ID, wear fluorescent coloured vests, be travelling on foot or via a SWDC branded vehicle and be easily identifiable as SWDC staff members. Please say hello if you see them.
- No photos of people will be taken. Photos will only be taken of a building or structure that has not previously been reflected in our records. The reviewers do not hold any personal information about property occupants.
- We expect that for many properties, we can inspect from the street to check the information is accurate. If we need to check your backyard if not viewable from the street, we will knock on your door for permission. Under no circumstances will we enter the indoors of any property.
- If you do not approve of us entering your property, or it’s identified that improvements have been made to your property that are not previously reflected in our records, we will require some additional information from you in the form of a statutory declaration which will be posted to your address following the initial inspection.
- We are doing this with guidance from QV about the process, however staffing this internally to minimise costs.
Process – Phase 2
- We will soon be sending out letters to properties which have a separate dwelling that is not reflected in our records. The letters will be accompanied by a statutory declaration to understand the nature of the use of the dwellings, so our records along with QV’s can be updated accordingly.
Contact us
If you have any questions or concerns relating to this work, please contact enquiries@swdc.govt.nz
FAQs
What is a SUIP?
A Separately Used or Inhabitable Part (SUIP), of a property is where a rating unit has more than one use, and/or dwelling. Targeted rates are then applied to each SUIP of the rating unit, attracting a separate fixed charge. These additional dwellings or buildings used for non-residential purposes are those where the parts are self-contained spaces, accessible and usable without common access through the main dwelling. A SUIP includes any portion inhabitable or used by the owner or a person other than the owner who has the right to use or inhabit that portion by virtue of a tenancy, lease, license, or other agreement.
Targeted rates are then applied to each SUIP of the rating unit, attracting a separate fixed charge. The total amount of rates collected by Council is not affected by the number of SUIPs. Targeted rates per SUIP allow for a fairer distribution of rates, taking into account the diverse functionalities and independent usage of different parts of a property.
SUIPs recognise through our rating system how improvements to a property over and above a main building or dwelling, may through its use, add additional strain on the range of infrastructure and amenities that council needs to fund, thus spreading the cost in a more equal and fair way.
What is involved in the review?
Step 1 – An information flyer was placed in letter boxes to give a heads up about the exercise and its purpose.
Step 2 – A Council Officer visits the urban properties to do a review.
Step 3 – Depending on whether access was possible or what could be observed without being intrusive, additional information in the form of a statutory declaration may be sought. Furthermore, as it is provided directly by you as the person who knows the most about your circumstances, you can be confident that we are basing our planning on what you have told us.
Step 4 – Based on the information you provide, if changes are required, we will update our systems and inform QV.
Where else do you get property information from?
We use data from SWDC building records, QV information and Google maps as part of our property records.
How do you define a SUIP?
SWDC defines a SUIP as including any portion of a rating unit used by the owner, or a person other than the owner, who has the right to use or inhabit that portion by virtue of a tenancy, lease, licence or other agreement. It includes separately used parts, whether or not actually occupied at any particular time, which are used by the owner for rental (or other form of occupation) on an occasional or long-term basis by someone other than the owner.
Who are the reviewers and how do I identify them?
Reviewers are employees of SWDC. They will be wearing fluorescent vests and photo ID. All reviewers have undergone a Police vetting check.
Are they legally allowed to enter my property?
The reviewers will be accompanied by a small team of Council’s Regulatory Officers who are warranted to enter properties.
In most cases, access won’t be necessary and reviewers will try their best to conduct the exercise by the roadside.
Will reviewers make themselves known?
If they enter your property, they will make every effort to make themselves known. In all cases a note will be left in your letterbox informing you that a review has been conducted.
Will my rates be affected?
Not necessarily. SUIPs are one factor in the calculation of rates. If SUIPs are identified that haven’t been previously declared as part of a valuation review, then this will be a consideration in the calculation of rates moving forward. There are remissions in place for certain uses of SUIPs.
Will all houses reviewed receive a statutory declaration?
No – only those where a SUIP may be present, or where the reviewer hasn’t been able to access the land to conduct the review.
Who can witness a Statutory Declaration?
- a Justice of the Peace (JP) – this service is free and there are 17 across the South Wairarapa district. Search for a JP via the link https://justiceofthepeace.org.nz/
- a solicitor or notary public — but you may have to pay for their services
- a Registrar or Deputy Registrar of the District Court or the High Court
How long do I have to return the declaration?
14 days from the date of the letter – this must include the letter itself, the declaration and the appendix listing the various kinds of SUIPs.
What happens if I don’t return the declaration?
The council will have no choice but to assume that the SUIP identified meets the definition when determining rates.
What rates are charged for SUIPs that meet the definition?
SUIP fixed charges apply to:
| Rate description |
| Uniform Annual General Charge |
| Targeted Roading rate |
| Refuse Collection (rural can opt out if no collection) |
| Water (directly or indirectly connected) |
| Wastewater (directly or indirectly connected) |
