Agenda of Petone Community Board

9 3 September 2018

HUTT CITY COUNCIL

Petone Community Board

Minutes of a meeting held in the Petone Library Meeting Room, 7 Britannia Street, Petone on

Monday 3 September 2018 commencing at 6.30pm

PRESENT: Ms P Hanna (Chair) Mr M Branch

Mr B Dyer Mr M Fisher (Deputy Chair)

Ms K Yung Cr T Lewis (until 7.17pm)

Cr M Lulich

APOLOGIES: There were apologies received from Mr Foaese and from Cr Lewis for early departure.

IN ATTENDANCE: Mayor WR Wallace (part meeting)

Ms W Moore, Divisional Manager, Strategy and Planning

Mr D Simmons, Traffic Asset Manager (part meeting)

Mr D Wood, Traffic Engineer (part meeting)

Ms D Male, Committee Advisor

PUBLIC BUSINESS

1. APOLOGIES

Resolved: (Ms Hanna/Mr Branch) Minute No. PCB 18401

“That the apology received from Mr Foaese, be accepted and leave of absence be granted, and the apology for early departure received from Cr Lewis, be accepted.”

Petone Champions Awards (18/1392)

Awards presentation by Mayor Wallace

Angela Holtslag

Ms Yung read Ms Holtslag’s citation and thanked her for continued work in the community, bringing people together and advocating for a more creative and greener world. Ms Holtslag helped establish the Petone Depot in 2013 and was a key driver and collaborator in many local, not-for-profit, social enterprises and a practical environmentalist.

David and Betty Wilmshurst

Mr Branch read Mr and Mrs Wilmshurt’s citation and thanked them for their commitment and organisation of the Fresh Food Distribution at the Petone Community House. Mr and Mrs Wilmshurt had been champions of around 100 people a week who they assisted to get fresh food to eat.

Maki Parker and Hine Chase

Mr Fisher read Ms Parker’s and Ms Chase’s citation and thanked them for being strong Māori women leaders and active role models within the community. Ms Parker and Ms Chase were members of the Hutt Union and Community Health Service Governance Board and active leaders in the east end of Jackson Street, Petone working with organisations and supporting people in the community.

Mayor Wallace congratulated all the recipients and commended them on their work for the Petone community over many years.

3. PUBLIC COMMENT

There was no public comment.

4. Presentations

Presentation by Local Councillor from Greater Wellington Regional Council (GWRC) (18/1065)

Cr Prue Lamason from Greater Wellington Regional Council (GWRC) advised the following:

· Following consultation, the Māori names for Lower Hutt, Upper Hutt and Wellington had been added to signs for the cities.

· Very few complaints had been received in the Hutt Valley in relation to buses, issues were mainly in Wellington, although there had been no reduction in bus usage. Any complaints should be logged at www.Metlink.org.nz/yourvoice giving information on the route, bus number and time of the service the complaint related to. The changes had been to futureproof the service within the Public Transport Operation Model (PTOM), there were 38M passenger trips per year.

· Geotech works had begun for RiverLink, it would be some time before the flood protection work commenced. The decision on the Melling Bridge was expected to be made by the New Zealand Transport Agency in December 2018.

· A cross harbour pipeline was the preferred option, as the water quality and quantity of the aquifer closer to Wellington was not adequate. The pipeline would carry water from the Waiwhetu aquifer across to Wellington, with the pipeline to be along the harbour floor. GWRC had set $116M in its Long Term Plan (LTP) for the pipeline.

· Hutt Valley and Wellington Whaitua Committee would hold its first meeting in October, Cr Lewis was the representative for Hutt City Council.

· The work on Ava Bridge was nearly completed to enable access to the train station.

In response to questions from members, Cr Lamason advised that the cross harbour pipeline would be funded by Wellington Water Ltd and GWRC had set $116M in its LTP toward costs. She further advised that bus route 91 was not a Metlink service, but a commercial service which could decide to raise charges and if to use snapper cards as a payment option. She added that airport services were usually run by commercial operators, such as in Auckland and the Skybus service.

Cr Lamason added that Hutt City Council and GWRC would need to work together in relation to the Petone foreshore and the significant natural areas consultation.

Presentation by Jackson Street Programme (18/1066)

Ms Leonie Dobbs, Chair of Jackson Street Programme (JSP) had passed on her apologies to the meeting.

Mr Dyer advised the following:

· work on the unreinforced masonry facades was on target to be compliant by the end of September 2018;

· Christmas Parade was arranged for 23 November 2018;

· Old Police station would be 110 years old with an event on 22 September 2018; and

· Saturday 8 September the Walk of Champions would start outside 211 Jackson Street.

5. CONFLICT OF INTEREST DECLARATIONS

Mr Dyer declared a conflict of interest in item 7a), Jackson Street – Proposed No Stopping At All Times Restrictions and took no part in discussion or voting on the matter.

Cr Lewis left the meeting at 7.17pm

6. Minutes

Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 18402

“That the minutes of the meeting of the Petone Community Board held on Monday, 11 June 2018, be confirmed as a true and correct record.”

7. Reports referred for BOARD input before being considered by SUBCommittee of Council

a)	Jackson Street - Proposed No Stopping At All Times Restrictions (18/1388) Report No. PCB2018/4/214 by the Traffic Engineer
	Mr Dyer declared an interest in the item and took no part in discussion or voting on the matter.
	The Traffic Asset Manager elaborated on the report, he advised the consultation documents were delivered to five surrounding residences and three responses were returned, all in favour of the proposal.
	Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 18403 “That the Petone Community Board endorses the recommendation contained within the officer’s report.”

Bolton Street - Proposed Mobility Carpark Relocation (18/1389)

Report No. PCB2018/4/215 by the Traffic Engineer

The Traffic Engineer elaborated on the report. He advised the consultation documents were delivered to 20 surrounding businesses and residences and four responses were returned, all in favour of the proposal.

In response to a question from a member, the Traffic Engineer advised that the disabled customer who raised the request had not been shown the recommendation in the officer’s report. He agreed to contact the customer to gain feedback.

Resolved: (Ms Hanna/Mr Branch) Minute No. PCB 18404

“That the Petone Community Board endorses the recommendation contained within the officer’s report.”

Bay Street - Proposed P30 Parking Restrictions (18/1393)

Report No. PCB2018/4/216 by the Traffic Engineer

The Traffic Asset Manager elaborated on the report.

In response to a question from a member, the Traffic Asset Manager advised that the car parks were currently unrestricted.

Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 18405

“That the Petone Community Board endorses the recommendation contained within the officer’s report.”

8.	Committee Advisor's Report (18/1259) Report No. PCB2018/4/18 by the Committee Advisor
	The Committee Advisor elaborated on the report. The Chair advised that Ms Yung had expressed an interest in attending the Young Elected Members Hui.
	Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 18406 That the Board receives and notes the report.”
	Resolved: (Ms Hanna/Mr Dyer) Minute No. PCB 18407 That the Board approves the expense of registration, accommodation and costs towards transport up to $1,000 plus GST from the Board’s training budget for Ms Yung to attend the Young Elected Members Hui, as shown attached as Appendix 1 to the report.”

Chairperson's Report (18/1260)

Report No. PCB2018/4/116 by the Chair, Petone Community Board

The Chair elaborated on the report.

She confirmed that the emergency hub exercise at Wilford School would be held on 24 November. She said that as it was when the Board would usually hold the coffee catch up, a Christmas barbeque event could be planned to follow the exercise.

The Chair discussed with members the Board’s submission on the Representation Review which had been submitted prior to the 5pm deadline on the same day as the meeting.

Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 18408

That the Board:

(i) notes and receives the report; and

(ii) endorses the Petone Community Board submission on the Hutt City Council Representation Review Initial Proposal.”

10. QUESTIONS

There were no questions.

The Chair and all Board members finished the meeting with a whakatauki.

There being no further business the Chair declared the meeting closed at 7.35pm.

P Hanna

CHAIR

CONFIRMED as a true and correct record

Dated this 5^th day of November 2018

MEMORANDUM 48 05 November 2018

Our Reference 18/1692

TO: Chair and Members

Petone Community Board

FROM: Kathryn Stannard

DATE: 23 October 2018

SUBJECT: Review of the Code of Conduct

Recommendation

That the Board:

(i) notes the amendments to the Code of Conduct for Elected Members, attached as Appendix 1 to this report; and

(ii) agrees to be bound by the Code of Conduct for Elected Members, with all necessary modifications to make it applicable to community board members.

Purpose of Memorandum

1. To inform the Boards of the amendments to the Code of Conduct for Elected Members (the Code).

Background

2. In February 2017, the Boards agreed to adopt the Code for the 2016-2019 triennium.

3. Through the course of dealing with a number of complaints under the Code during 2017 some potential issues were identified as follows:

a. Complainants were allowed to submit complaints, without providing adequate information or evidence in support. This placed a burden on external investigators, who were forced to spend large amounts of time gathering information and evidence (at cost to Council), in order to properly determine the complaint. There is no capacity for the issue to be resolved in-house, through informal means, before being forwarded to an external party.

b. There is some uncertainty around the process where an external organisation or person wished to make a complaint under the Code. Under the previous Code, anybody could make a complaint. Under the new Code complaints can only be raised by other members. However, complaints can be based on information and evidence provided by external organisations or members of the public. This was to address one of the major issues identified by LGNZ with Codes that allowed the public to make complaints, being that “members of the public [were] making complaints about the behaviour of individual members for reasons that appear to be more concerned with settling ‘political’ differences,’ rather than breaches of a code of conduct”.

c. There is some uncertainty around the ‘material’ threshold established by the Code.

4. Council, at its meeting held on 12 December 2017, reviewed the Code and made amendments to resolve the issues highlighted in number 3 above.

5. Set out below is the resolution of Council:

Resolved: (Mayor Wallace/Deputy Mayor Bassett) (by Division) Minute No. C 17501(3)

“That Council:

(i) amends the Code of Conduct (the Code) to require a complaint under the Code to have the following particulars, before being accepted as a valid complaint;

(a) the nature of the complaint, including the parts of the Code alleged to have been breached; and

(b) how the breach, if proven, would bring a member or Council into disrepute, or, if not addressed, reflect adversely on another member of Council; and

(c) include all information and evidence relied on to substantiate the breach (this requirement also applies to responses to complaints); and

(d) set out what steps the complainant has already taken to resolve the complaint.

(ii) endorses the informal dispute resolution process, previously incorporated into the Code, for complaints not involving the Mayor;

(iii) amends the Code to allow the Mayor and Chief Executive Officer (CEO), acting jointly, the power to refuse to progress a complaint to the preliminary investigation stage;

(iv) amends the Code to allow a Committee consisting of the current Chairpersons of Council standing committees, who do not have an interest in a complaint, the power to direct the CEO not to progress a complaint involving the Mayor to the preliminary investigation stage;

(v) amends the Code to provide that the powers in (iii) and (iv) can only be exercised where the decision-makers form the view that the complaint does not have a reasonable prospect of being declared material;

(vi) amends the Code to clarify that complaints and information relating to the resolution of complaints are confidential up to and including the preliminary investigation stage (to allow ‘without prejudice’ discussions, with a view to early resolution of complaints);

(vii) amends the Code to clarify the expectations of Council and the CEO of external investigators when conducting a preliminary investigation. Emphasis will be placed on the following requirements:

(a) that the onus is on the complainant and subject of the complaint to provide all the information and evidence relied on, as part of their initial complaint or response;

(b) telephone calls may be made to clarify the information or evidence, but that face-to-face interviews or further investigation of the issues will only be undertaken if the complaint is of a particularly serious nature;

(c) that the investigation should be proportionate to the potential harm that might result if the breach is proven;

(d) any other requirement of the CEO;

(viii) amends the Code to include a new category of breach, being a “substantial breach”. A substantial breach is a breach of the Code that does not meet the “material breach” definition but is still more than a minor or technical breach;

(ix) amends the Code to provide that a substantial breach is to be treated the same as a material breach in terms of process;

(x) directs the CEO to appoint a new panel of external investigators willing to work on a low cost or pro bono basis;

(xi) directs the CEO to make enquires and provide a list of names of potential candidates for the Code of Conduct Committee to the Mayor, with candidates willing to work on a low cost or pro bono basis;

(xii) amends the existing process where only members can make complaints under the Code but clarifies that a member can make a complaint based on information and evidence supplied by the public or an organisation. Any such complaint will be a complaint by the member who makes it; and

(xiii) clarifies that complaints received by Council staff which concern the Code will be forwarded to the Mayor’s Office. The Mayor will either progress or decline to progress the complaint.”

6. To assist members in their understanding of the amendments, Appendix B contained in Appendix 1 of the Code sets out the steps for the new process for the determination and investigation of complaints.

Legal Considerations

7. The Code sets out the standards of behaviour expected from elected members in the exercise of their duties. Its purpose is to:

■ enhance the effectiveness of the local authority and the provision of good local government of the community, city, district or region;

■ promote effective decision-making and community engagement;

■ enhance the credibility and accountability of the local authority to its communities; and

■ develop a culture of mutual trust, respect and tolerance between the members of the local authority and between the members and management.

8. This purpose is given effect through the values, roles, responsibilities and specific behaviours agreed in the Code.

9. Clause 36B of the Local Government Act 2002 (the Act) states that each member of each local board must comply with the Code adopted by the governing body (the Council) under clause 15 of the Act.

Financial Considerations

10. The aim of the amendments is to reduce the financial impact of complaints under the Code. The amendments were targeted at reducing the number of complaints under the Code and the early resolution of any complaints that were made.

11. Where a complaint does progress, the amendments provide for controls to limit or remove any external cost.

Appendices

No.	Title	Page
1 ⇩	Code of Conduct for Elected Members - 2016-2019 Amended	49

Author: Kathryn Stannard

Divisional Manager, Democratic Services

Approved By: Bradley Cato

General Counsel

Attachment 1

Code of Conduct for Elected Members - 2016-2019 Amended

CODE OF CONDUCT
FOR
ELECTED MEMBERS

2016-2019

Contents

1. Introduction. 4

2. Scope. 4

3. Values. 4

3.1 Public interest: 4

3.2 Public trust: 4

3.3 Ethical behaviour: 5

3.4 Objectivity: 5

3.5 Respect for others: 5

3.6 Duty to uphold the law: 5

3.7 Equitable contribution: 5

3.8 Leadership: 5

4. Role and responsibilities. 5

4.1 Members. 5

4.2 Chief Executive. 6

5. Relationships. 6

5.1 Relationships between members. 6

5.2 Relationships with staff 6

5.3 Relationship with the public. 7

6. Contact with the media (incorporates social media such as Facebook, Twitter) 7

6.1 Media contact on behalf of the council 7

6.2 Media comment on a member’s own behalf 7

7. Information. 8

7.1 Confidential information. 8

7.2 Information received in capacity as an elected member 8

8. Conflicts of Interest 8

9. Register of Interests. 9

10. Ethical behaviour 9

10.1 Undischarged bankrupt 10

11. Creating a supportive and inclusive environment 10

12. Breaches of the Code. 10

12.1 Principles: 10

12.2 Complaints. 11

12.3 Investigation, advice and decision. 12

12.4 Materiality. 12

13. Penalties and actions. 12

13.1 Substantial or Material breaches. 12

13.2 Statutory breaches. 13

14. Review.. 13

Appendix A: Legislation bearing on the role and conduct of elected members. 14

The Local Authorities (Members’ Interests) Act 1968. 14

Determining whether a pecuniary interest exists. 14

The contracting rule. 15

Non-pecuniary conflicts of interest 15

Local Government Official Information and Meetings Act 1987. 15

Secret Commissions Act 1910. 16

Crimes Act 1961. 16

Financial Markets Conduct Act 2013. 16

The Local Government Act 2002. 16

Appendix B: Process for the determination and investigation of complaints. 18

Step 1: Mayor receives complaint........................................................................................................................... 17

Step 2: Chief executive receives complaint 18

Step 3: Investigator makes preliminary assessment 18

Step 4: Actions where a breach is found to be non-material 19

Step 5: Actions where a breach is found to be material 19

Step 6: Process for considering the investigator’s report 19

1. Introduction

This Code of Conduct (the Code) sets out the standards of behaviour expected from elected members in the exercise of their duties. Its purpose is to:

§ enhance the effectiveness of the local authority and the provision of good local government of the community, city, district or region;

§ promote effective decision-making and community engagement;

§ enhance the credibility and accountability of the local authority to its communities; and

§ develop a culture of mutual trust, respect and tolerance between the members of the local authority and between the members and management.

This purpose is given effect through the values, roles, responsibilities and specific behaviours agreed in this Code.

2. Scope

The Code has been adopted in accordance with clause 15 of Schedule 7 of the Local Government Act 2002 (LGA 2002) and applies to all members, including the members of any community boards that have agreed to adopt it. The Code is designed to deal with the behaviour of members towards:

§ each other;

§ the chief executive and staff;

§ the media; and

§ the general public.

It is also concerned with the disclosure of information that members receive in their capacity as elected members and information which impacts on the ability of the local authority to give effect to its statutory responsibilities

This Code can only be amended (or substituted by a replacement Code) by a vote of at least 75 per cent of members present at a meeting when amendment to the Code is being considered. The Code should be read in conjunction with the council’s Standing Orders.

3. Values

The Code is designed to give effect to the following values:

3.1 Public interest

Members will serve the best interests of the people within their community, district or region and discharge their duties conscientiously, to the best of their ability.

3.2 Public trust

Members, in order to foster community confidence and trust in their Council, will work together constructively and uphold the values of honesty, integrity, accountability and transparency.

3.3 Ethical behaviour

Members will not place themselves in situations where their honesty and integrity may be questioned, will not behave improperly and will avoid the appearance of any such behaviour.

3.4 Objectivity

Members will make decisions on merit; including appointments, awarding contracts, and recommending individuals for rewards or benefits.

3.5 Respect for others

Members will treat people, including other members, with respect and courtesy, regardless of their race, age, religion, gender, sexual orientation, or disability. Members will respect the impartiality and integrity of officials.

3.6 Duty to uphold the law

Members will comply with all legislative requirements applying to their role, abide by this Code of Conduct, and act in accordance with the trust placed in them by the public.

3.7 Equitable contribution

Members will take all reasonable steps to ensure they fulfil the duties and responsibilities of office, including attending meetings and workshops, preparing for meetings, attending civic events, and participating in relevant training seminars.

3.8 Leadership

Members will actively promote and support these principles and ensure they are reflected in the way in which the Council operates, including a regular review and assessment of the Council’s collective performance.

These values complement, and work in conjunction with, the principles of s.14 of the LGA 2002 and the governance principles of s.39 of the LGA 2002.

4. Role and responsibilities

Good governance requires clarity of roles and respect between those charged with responsibility for the leadership of the council and those responsible for advice and the implementation of council decisions. The key roles are:

4.1 Members

The role of the governing body includes:

§ representing the interests of the people of the city, district or region;

§ developing and adopting plans, policies and budgets;

§ monitoring the performance of the council against stated goals and objectives set out in its long term plan;

§ providing prudent stewardship of the council’s resources;

§ employing and monitoring the performance of the chief executive; and

§ ensuring the council fulfils its responsibilities to be a ‘good employer’ and meets the requirements of the Health and Safety at Work Act 2015.

4.2 Chief Executive

The role of the chief executive includes:

§ implementing the decisions of the council;

§ ensuring that all responsibilities delegated to the chief executive are properly performed or exercised;

§ ensuring the effective and efficient management of the activities of the local authority;

§ maintaining systems to enable effective planning and accurate reporting of the financial and service performance of the local authority;

§ providing leadership for the staff of the council; and

§ employing staff on behalf of the council (including negotiation of the terms of employment for those staff).

Under s.42 of the LGA 2002 the chief executive is the only person directly employed by the council itself. All concerns about the performance of an individual member of staff must, in the first instance, be referred to the chief executive.

5. Relationships

This section of the Code sets out agreed standards of behaviour between members; members and staff; and members and the public.

5.1 Relationships between members

Given the importance of relationships to the effective performance of the council, members will conduct their dealings with each other in a manner that:

§ maintains public confidence;

§ is open and honest;

§ is courteous;

§ is focused on issues rather than personalities;

§ avoids abuse of meeting procedures, such as a pattern of unnecessary notices of motion and/or repetitious points of order; and

§ avoids aggressive, offensive or abusive conduct, including the use of disrespectful or malicious language.

Any failure by members to act in the manner described in s.5.1 represents a breach of this Code.

Please note that nothing in this section of the Code is intended to limit robust debate within the council as long as it is conducted in a respectful and insightful manner.

5.2 Relationships with staff

An important element of good governance involves the relationship between the council and its chief executive. Members will respect arrangements put in place to facilitate this relationship, and:

§ raise any concerns about employees, officers or contracted officials with the chief executive;

§ raise any concerns about the performance or behaviour of the chief executive with the mayor;

§ make themselves aware of the obligations that the council and the chief executive have as employers and observe those requirements at all times, such as the duty to be a good employer;

§ treat all employees with courtesy and respect and avoid publicly criticising any employee;

§ observe any protocols put in place by the chief executive concerning contact between members and employees;

§ avoid doing anything which might compromise, or could be seen as compromising, the impartiality of an employee.

Any failure by members to act in the manner described above represents a breach of this Code.

Please note: Elected members should be aware that failure to observe this portion of the Code may compromise the council’s obligations to be a good employer and consequently expose the council to civil litigation or affect the risk assessment of council’s management and governance control processes undertaken as part of the council’s audit.

5.3 Relationship with the public

Given that the performance of the council requires the trust and respect of individual citizens, members will:

§ interact with members of the public in a fair, respectful, equitable and honest manner;

§ be available to listen and respond openly and honestly to community concerns;

§ consider all points of view or interests when participating in debate and making decisions;

§ treat members of the public in a courteous manner; and

§ act in a way that upholds the reputation of the local authority.

Any failure by members to act in the manner described above represents a breach of this Code.

6. Contact with the media (incorporates social media such as Facebook, Twitter)

The media play an important part in the operation and efficacy of local democracy. In order to fulfil this role the media needs access to accurate and timely information about the affairs of council.

From time to time individual members will be approached to comment on a particular issue either on behalf of the council, or as an elected member in their own right. When responding to the media members must be mindful that operational questions should be referred to the chief executive and policy-related questions referred to the mayor or the member with the appropriate delegated authority.

When speaking to the media more generally members will abide by the following provisions:

6.1 Media contact on behalf of the council

§ the mayor is the first point of contact for an official view on any issue, unless delegations state otherwise. Where the mayor is absent requests for comment will be referred to the deputy mayor or relevant committee chair or portfolio holder;

§ the mayor may refer any matter to the relevant committee chair or to the chief executive for their comment; and

§ no other member may comment on behalf of the council without having first obtained the approval of the mayor.

6.2 Media comment on a member’s own behalf

Elected members are free to express a personal view in the media, at any time, provided the following rules are observed:

§ media comments must not state or imply that they represent the views of the council;

§ media comments which are contrary to a council decision or policy must clearly state that they do not represent the views of the majority of members;

§ media comments must observe the other requirements of the Code; for example, comments should not disclose confidential information, criticise, or compromise the impartiality or integrity of staff; and

§ media comments must not be misleading and should be accurate within the bounds of reasonableness.

Any failure by members to meet the standards set out above represents a breach of this Code.

7. Information

Access to information is critical to the effective performance of a local authority and the level of public trust felt by the public.

7.1 Confidential information

In the course of their duties members will occasionally receive information that is confidential. This will generally be information that is either commercially sensitive or is personal to a particular individual or organisation. Accordingly, members agree not to use or disclose confidential information for any purpose other than the purpose for which the information was supplied to the member.

7.2 Information received in capacity as an elected member

Members will disclose to other members and, where appropriate the chief executive, any information received in their capacity as an elected member that concerns the council’s ability to give effect to its responsibilities.

Members who are offered information on the condition that it remains confidential will inform the provider of the information that it is their duty to disclosure the information and will decline the offer if that duty is likely to be compromised.

Any failure by members to act in the manner described above represents a breach of this Code.

Please note: failure to observe these provisions may impede the performance of the council by inhibiting information flows and undermining public confidence. It may also expose the council to prosecution under the Privacy Act and/or civil litigation.

8. Conflicts of Interest

Elected members will maintain a clear separation between their personal interests and their duties as elected members in order to ensure that they are free from bias (whether real or perceived). Members therefore must familiarise themselves with the provisions of the Local Authorities (Members’ Interests) Act 1968 (LAMIA).

Members will not participate in any council discussion or vote on any matter in which they have a pecuniary interest, other than an interest in common with the general public. This rule also applies where the member’s spouse contracts with the authority or has a pecuniary interest. Members shall make a declaration of interest as soon as practicable after becoming aware of any such interests.

If a member is in any doubt as to whether or not a particular course of action (including a decision to take no action) raises a conflict of interest, then the member should seek guidance from the chief executive immediately. Members may also contact the Office of the Auditor General for guidance as to whether they have a pecuniary interest, and if so, may seek an exemption to allow that member to participate or vote on a particular issue in which they may have a pecuniary interest. The latter must be done before the discussion or vote.

Please note: Failure to observe the requirements of the LAMIA could potentially invalidate the decision made, or the action taken, by the council. Failure to observe these requirements could also leave the elected member open to prosecution (see Appendix A). In the event of a conviction, elected members can be ousted from office.

9. Register of Interests

Members shall annually make a declaration of interest. These declarations are recorded in a Register of Interests maintained by the council. The declaration must include information on the nature and extent of any interest, including:

a) any employment, trade or profession carried on by the member or the members’ spouse for profit or gain;

b) any company, trust, partnership etc for which the member or their spouse is a director, partner or trustee;

c) the address of any land in which the member has a beneficial interest within the jurisdiction of the local authority; and

d) the address of any land owned by the local authority in which the member or their spouse is:

§ a tenant; or

§ the land is tenanted by a firm in which the member or spouse is a partner, a company of which the member or spouse is a director, or a trust of which the member or spouse is a trustee:

e) any other matters which the public might reasonably regard as likely to influence the member’s actions during the course of their duties as a member (if the member is in any doubt on this, the member should seek guidance from the chief executive)

Please note: Where a member’s circumstances change they must ensure that the Register of Interests is updated as soon as practicable.

10. Ethical behaviour

Members will seek to promote the highest standards of ethical conduct. Accordingly members will:

§ claim only for legitimate expenses as determined by the Remuneration Authority and any lawful policy of the council developed in accordance with that determination;

§ not influence, or attempt to influence, any council employee, officer or member in order to benefit their own, or families personal or business interests;

§ only use the council resources (such as facilities, staff, equipment and supplies) in the course of their duties and not in connection with any election campaign or personal interests; and

§ not solicit, demand, or request any gift, reward or benefit by virtue of their position and notify the chief executive if any such gifts are accepted. Where a gift to the value of $100 or more is accepted by a member, that member must immediately disclose this to the chief executive for inclusion in the publicly available register of interests.

Any failure by members to comply with the provisions set out in this section represents a breach of this Code.

10.1 Undischarged bankrupt

In accordance with clause 15(5) of Schedule 7 (LGA 2002) any member who is an “undischarged bankrupt” will notify the chief executive prior to the inaugural meeting or as soon as practicable after being declared bankrupt. The member will also provide the chief executive with a brief explanatory statement of the circumstances surrounding the member’s adjudication and the likely outcome of the bankruptcy.

11. Creating a supportive and inclusive environment

In accordance with the purpose of the Code, members agree to take all reasonable steps in order to participate in activities scheduled to promote a culture of mutual trust, respect and tolerance. These include:

§ Attending post-election induction programmes organised by the council for the purpose of facilitating agreement on the council’s vision, goals and objectives and the manner and operating style by which members will work.

§ Taking part in any assessment of the council’s overall performance and operating style during the triennium.[3]

§ Taking all reasonable steps to ensure they possess the skills and knowledge to effectively fulfil their Declaration of Office and contribute to the good governance of the city, district or region.

12. Breaches of the Code

Members must comply with the provisions of this Code (LGA 2002, schedule 7, s. 15(4)). Any member, or the chief executive, who believes that the Code has been breached by the behaviour of a member, may make a complaint to that effect. All complaints will be considered in a manner that is consistent with the following principles.

12.1 Principles

The following principles will guide any processes for investigating and determining whether or not a breach under this Code has occurred:

§ that the approach for investigating and assessing a complaint will be proportionate to the apparent seriousness of the breach complained about;

§ that the roles of complaint, investigation, advice and decision-making will be kept separate as appropriate to the nature and complexity of the alleged breach; and

§ that the concepts of natural justice and fairness will apply in the determination of any complaints made under this Code. This requires, conditional on the nature of an alleged breach, that affected parties:

§ have a right to know that an investigation process is underway;

§ are given due notice and are provided with an opportunity to be heard;

§ have a right to seek appropriate advice and be represented; and

§ have their privacy respected.

12.2 Complaints

All complaints made under this Code must be made in writing and forwarded to the Mayor, unless the Mayor is a party to the complaint. On receipt of a complaint, the Mayor will attempt to resolve the complaint through informal dispute resolution.

If the Mayor is a party to a complaint, or fails to resolve the complaint to the satisfaction of the complainant within a reasonable time, the complainant has the right to forward the complaint to the chief executive.

The Mayor and Chief Executive, acting jointly, have the power to dismiss a complaint prior to the preliminary assessment stage if they are of the view that the complaint does not have a reasonable prospect of being declared substantial or material.

If the Mayor is a party to the complaint, a Committee consisting of the current Chairpersons of Council standing committees have the power to dismiss a complaint prior to the preliminary assessment stage if they are of the view that the complaint does not have a reasonable prospect of being declared substantial or material.

A complaint and all information relating to its resolution are strictly confidential up to and including the preliminary investigation stage. This is to allow the equivalent of ‘without prejudice’ discussions, with a view to the early resolution of complaints, where possible.

On receipt of a complaint, the chief executive must forward that complaint to an independent investigator for a preliminary assessment to determine whether the issue is sufficiently serious to warrant a full investigation.^{^[4]}

Only members may make a complaint under this Code.

For clarity, a complaint under this Code can be made by a member in reliance on information or evidence provided by the public or an organisation.

If a complaint from the public or an organisation, touching on matters dealt with by the Code, is received by Council staff, it will be forwarded to the Mayor. The Mayor will assess the complaint (in consultation with staff, if necessary) and may make a complaint under the Code or forward the complaint to a particular member. If a complaint from the public or an organisation of this nature is dismissed, the complainant will be advised in writing.

12.3 FORM OF Complaints

Before making a complaint under this Code, a complainant should first make all reasonable attempts to resolve the matter, if appropriate.

A complaint must contain the following:

a. The nature of the complaint, including the parts of the Code that are alleged to have been breached.

b. How the breach, if proven, would bring a member or Council into disrepute, or, if not addressed, reflect adversely on another member of Council.

c. What steps the complainant has already taken to resolve the complaint.

d. Include all the information and evidence relied on to substantiate the breach.

A complaint could be rejected at any stage as incomplete, if it did not contain these details.

The requirements to provide all information and evidence relied on also apply to a member defending a complaint.

12.4 Investigation, advice and decision

The process, following receipt of a complaint, will follow the steps outlined in Appendix B.

12.5 Material or Substantial Breach

An alleged breach under this Code is material if, in the opinion of the independent investigator, it would, if proven, bring a member or the council into disrepute or, if not addressed, reflect adversely on another member of the council.

An alleged breach under this Code is substantial if, in the opinion of the independent investigator, it is less than material but more than minor or trivial.

13. Penalties and actions

Where a complaint is determined to be substantial or material and referred to the council the nature of any penalty or action will depend on the seriousness of the breach.

13.1 SuBSTANTIAL OR Material breaches

In the case of substantial or material breaches of this Code the council, or a committee with delegated authority, may require one of the following:

1. a letter of censure to the member;

2. a request (made either privately or publicly) for an apology;

3. a vote of no confidence in the member;

4. removal of certain council-funded privileges (such as attendance at conferences);

5. restricted entry to council offices, such as no access to staff areas (where restrictions may not previously have existed);

6. limitation on any dealings with council staff so that they are confined to the chief executive only;

7. suspension from committees or other bodies; or

8. an invitation for the member to consider resigning from the council.

9. reimbursement of all or a portion of Council’s external costs, including meeting payments to external committee members, incurred in investigating the matter.

A council or committee may decide that a penalty will not be imposed where a respondent agrees to one or more of the following:

§ attend a relevant training course; and/or

§ work with a mentor for a period of time; and/or

§ participate in voluntary mediation (if the complaint involves a conflict between two members); and/or

§ tender an apology.

The process at this stage is based on the presumption that the outcome of a complaints process will be made public unless there are grounds, such as those set out in the Local Government Official Information and Meetings Act 1987 (LGOIMA), for not doing so.

13.2 Statutory breaches

In cases where a breach of the Code is found to involve regulatory or legislative requirements, the complaint will be referred to the relevant agency. For example:

§ breaches relating to members’ interests (where members may be liable for prosecution by the Auditor-General under the LAMIA);

§ breaches which result in the council suffering financial loss or damage (where the Auditor-General may make a report on the loss or damage under s.30 of the LGA 2002 which may result in the member having to make good the loss or damage); or

§ breaches relating to the commission of a criminal offence which will be referred to the Police (which may leave the elected member liable for criminal prosecution).

14. Review

Once adopted, a Code of Conduct continues in force until amended by the council. The Code can be amended at any time but cannot be revoked unless the council replaces it with another Code. Once adopted, amendments to the Code require a resolution supported by 75 per cent of the members of the council present at a council meeting where the amendment is considered.

Council may formally review the Code as soon as practicable after the beginning of each triennium. The results of that review will be considered by the council in regard to potential changes for improving the Code.

Appendix A: Legislation bearing on the role and conduct of elected members

This is a summary of the legislative requirements that have some bearing on the duties and conduct of elected members. The full statutes can be found at www.legislation.govt.nz.

The Local Authorities (Members’ Interests) Act 1968

The Local Authorities (Members’ Interests) Act 1968 (LAMIA) provides rules about members discussing and voting on matters in which they have a pecuniary interest and about contracts between members and the council.

A pecuniary interest is likely to exist if a matter under consideration could reasonably give rise to an expectation of a gain or loss of money for a member personally (or for their spouse or a company in which they have an interest). In relation to pecuniary interests the LAMIA applies to both contracting and participating in decision-making processes.

With regard to pecuniary or financial interests a person is deemed to be “concerned or interested” in a contract or interested “directly or indirectly” in a decision when:

§ a person, or spouse or partner, is “concerned or interested” in the contract or where they have a pecuniary interest in the decision; or

§ a person, or their spouse or partner, is involved in a company that is “concerned or interested” in the contract or where the company has a pecuniary interest in the decision.

There can also be additional situations where a person is potentially “concerned or interested” in a contract or have a pecuniary interest in a decision, such as where a contract is between an elected members’ family trust and the council.

Determining whether a pecuniary interest exists

Elected members are often faced with the question of whether or not they have a pecuniary interest in a decision and if so whether they should participate in discussion on that decision and vote. When determining if this is the case or not the following test is applied:

“…whether, if the matter were dealt with in a particular way, discussing or voting on that matter could reasonably give rise to an expectation of a gain or loss of money for the member concerned.” (OAG, 2001)

In deciding whether you have a pecuniary interest, members should consider the following factors.

§ What is the nature of the decision being made?

§ Do I have a financial interest in that decision - do I have a reasonable expectation of gain or loss of money by making that decision?

§ Is my financial interest one that is in common with the public?

§ Do any of the exceptions in the LAMIA apply to me?

§ Could I apply to the Auditor-General for approval to participate?

Members may seek assistance from the mayor or other person to determine if they should discuss or vote on an issue but ultimately it is their own judgment as to whether or not they have pecuniary interest in the decision. Any member who is uncertain as to whether they have a pecuniary interest is advised to seek legal advice. Where uncertainty exists members may adopt a least-risk approach which is to not participate in discussions or vote on any decisions.

Members who do have a pecuniary interest will declare the pecuniary interest to the meeting and not participate in the discussion or voting. The declaration and abstention needs to be recorded in the meeting minutes. (Further requirements are set out in the council’s Standing Orders.)

The contracting rule

A member is disqualified from office if he or she is “concerned or interested” in contracts with their council if the total payments made, or to be made, by or on behalf of the council exceed $25,000 in any financial year. The $25,000 limit includes GST. The limit relates to the value of all payments made for all contracts in which you are interested during the financial year. It does not apply separately to each contract, nor is it just the amount of the profit the contractor expects to make or the portion of the payments to be personally received by you.

The Auditor-General can give prior approval, and in limited cases, retrospective approval for contracts that would otherwise disqualify you under the Act. It is an offence under the Act for a person to act as a member of the council (or committee of the council) while disqualified.

Non-pecuniary conflicts of interest

In addition to the issue of pecuniary interests, rules and common law govern conflicts of interest more generally. These rules apply to non-pecuniary conflicts of interest, including common law rules about bias. In order to determine if bias exists or not members need to ask:

“Is there a real danger of bias on the part of the member of the decision-making body, in the sense that he or she might unfairly regard with favour (or disfavour) the case of a party to the issue under consideration?”

The question is not limited to actual bias, but relates to the appearance or possibility of bias reflecting the principle that justice should not only be done, but should be seen to be done. Whether or not members believe they are not biased is irrelevant.

Members should focus be on the nature of the conflicting interest or relationship and the risk it could pose for the decision-making process. The most common risks of non-pecuniary bias are where:

§ members’ statements or conduct indicate that they have predetermined the decision before hearing all relevant information (that is, members have a “closed mind”); and

§ members have a close relationship or involvement with an individual or organisation affected by the decision.

In determining whether or not they might be perceived as biased, members must also take into account the context and circumstance of the issue or question under consideration. For example, if a member has stood on a platform and been voted into office on the promise of implementing that platform then voters would have every expectation that the member would give effect to that promise, however he/she must still be seen to be open to considering new information (this may not apply to decisions made in quasi-judicial settings, such as an RMA hearing).

Local Government Official Information and Meetings Act 1987

The Local Government Official Information and Meetings Act 1987 sets out a list of meetings procedures and requirements that apply to local authorities and local/community boards. Of particular importance for the roles and conduct of elected members is the fact that the chair has the responsibility to maintain order at meetings, but all elected members should accept a personal responsibility to maintain acceptable standards of address and debate. No elected member should:

§ create a disturbance or a distraction while another councillor is speaking;

§ be disrespectful when they refer to each other or other people; or

§ use offensive language about the council, other members, any employee of the council or any member of the public.

See Council’s Standing Orders for more detail.

Secret Commissions Act 1910

Under this Act it is unlawful for an elected member (or officer) to advise anyone to enter into a contract with a third person and receive a gift or reward from that third person as a result, or to present false receipts to council.

If convicted of any offence under this Act a person can be imprisoned for up to two years, and/or fines up to $1000. A conviction would therefore trigger the ouster provisions of the LGA 2002 and result in the removal of the member from office.

Crimes Act 1961

Under this Act it is unlawful for an elected member (or officer) to:

§ accept or solicit for themselves (or anyone else) any gift or reward for acting or not acting in relation to the business of council; and

§ use information gained in the course of their duties for their, or another persons, monetary gain or advantage.

These offences are punishable by a term of imprisonment of seven years or more. Elected members convicted of these offences will automatically cease to be members.

Financial Markets Conduct Act 2013

Financial Markets Conduct Act 2013 (previously the Securities Act 1978) essentially places elected members in the same position as company directors whenever council offers stock to the public. Elected members may be personally liable if investment documents such as a prospectus contain untrue statements and may be liable for criminal prosecution if the requirements of the Act are not met.

The Local Government Act 2002

The Local Government Act 2002 (LGA 2002) sets out the general powers of local government, its purpose and operating principles. Provisions directly relevant to this Code include:

Personal liability of members

Although having qualified privilege, elected members can be held personally accountable for losses incurred by a local authority where, following a report from the Auditor General under s.44 LGA 2002, it is found that one of the following applies:

a) money belonging to, or administered by, a local authority has been unlawfully expended; or

b) an asset has been unlawfully sold or otherwise disposed of by the local authority; or

c) a liability has been unlawfully incurred by the local authority; or

d) a local authority has intentionally or negligently failed to enforce the collection of money it is lawfully entitled to receive.

Members will not be personally liable where they can prove that the act or failure to act resulting in the loss occurred as a result of one of the following:

a) without the member’s knowledge;

b) with the member’s knowledge but against the member’s protest made at or before the time when the loss occurred;

c) contrary to the manner in which the member voted on the issue; and

d) in circumstances where, although being a party to the act or failure to act, the member acted in good faith and relied on reports, statements, financial data, or other information from professional or expert advisers, namely staff or external experts on the matters.

In certain situation members will also be responsible for paying the costs of proceedings (s.47 LGA 2002).

Appendix B: Process for the determination and investigation of complaints

Step 1: MAYOR RECEIVES COMPLAINT

On receipt of a complaint under this Code, the mayor will attempt to resolve the complaint through informal dispute resolution, within a reasonable time.

If the complainant is not satisfied with the proposed resolution or the complaint has not been resolved within a reasonable time, the complainant has the right to forward the complaint to the chief executive.

If the Mayor is a party to the complaint, a Committee consisting of the current Chairpersons of Council standing committees have the power to dismiss a complaint prior to the preliminary assessment stage if they are of the majority view that the complaint does not have a reasonable prospect of being declared substantial or material.

Step 2: Chief executive receives complaint

On receipt of a complaint under this Code by either the Mayor or a complainant not satisfied with the process or proposed resolution under Step 1, the Chief Executive will refer the complaint to an independent investigator.

The brief to the investigator will make the following clear:

1. The onus is on the complainant and subject of the complaint to provide all the information and evidence relied on, as part of their initial complaint or defence.

2. The expectation is that telephone calls may be made to clarify the information or evidence, but that face-to-face interviews or further investigation of the issues will only be undertaken if the complaint is of a particularly serious nature.

3. The investigation should be proportionate to the potential harm that might result if the breach is proven.

The Chief Executive will also:

§ inform the complainant that the complaint has been referred to the independent investigator and the name of the investigator, and refer them to the process for dealing with complaints as set out in the Code; and

§ inform the respondent that a complaint has been made against them, the name of the investigator and refer them to the process for dealing with complaints as set out in the Code.

Step 3: Investigator makes preliminary assessment

On receipt of a complaint the investigator will assess whether:

1. the complaint is frivolous or without substance and should be dismissed;

2. the complaint is outside the scope of the Code and should be redirected to another agency or process;

3. the complaint is non-material; and

4. the complaint is substantial or material and a full investigation is required.

In making the assessment the investigator may make whatever initial inquiry is necessary to determine the appropriate course of action. The investigator has full discretion to dismiss any complaint which, in their view, fails to meet the test of substantial or material.

On receiving the investigator’s preliminary assessment the Chief Executive will:

1. where an investigator determines that a complaint is frivolous or without substance, inform the complainant and respondent directly and inform other members (if there are no grounds for confidentiality) of the investigator’s decision;

2. in cases where the investigator finds that the complaint involves a potential legislative breach and outside the scope of the Code, forward the complaint to the relevant agency and inform both the complainant and respondent of the action.

Step 4: Actions where a breach is found to be non-material AND Not Substantial

If the subject of a complaint is found to be non-material and not substantial the investigator will inform the Chief Executive and, if they choose, recommend a course of action appropriate to the breach, such as;

§ that the respondent seek guidance from the Chair or Mayor;

§ that the respondent attends appropriate courses or programmes to increase their knowledge and understanding of the matters leading to the complaint.

The Chief Executive will advise both the complainant and the respondent of the investigator’s decision and any recommendations, neither of which are open to challenge. Any recommendations made in response to a non-material and not substantial breach are non-binding on the respondent and the council.

Step 5: Actions where a breach is found to be material or substantial

If the subject of a complaint is found to be material or substantial the investigator will inform the Chief Executive, who will inform the complainant and respondent. The investigator will then prepare a report for the council on the seriousness of the breach.

In preparing that report the investigator may:

§ consult with the complainant, respondent and any affected parties;

§ undertake a hearing with relevant parties; and/or

§ refer to any relevant documents or information.

On receipt of the investigator’s report the Chief Executive will prepare a report for the council or committee with delegated authority, which will meet to consider the findings and determine whether or not a penalty, or some other form of action, will be imposed. The Chief Executive’s report will include the full report prepared by the investigator.

Step 6: Process for considering the investigator’s report

Depending upon the nature of the complaint and alleged breach the investigator’s report may be considered by the full council, excluding the complainant, respondent and any other ‘interested’ members, or a committee established for that purpose.

In order to avoid any suggestion of bias, a Code of Conduct Committee may often be the best mechanism for considering and ruling on complaints. Committees should be established at the start of a triennium with a majority of members selected from the community through either an application process or by invitation.

The council or committee will consider the chief executive’s report in open meeting, except where the alleged breach concerns matters that justify the exclusion of the public, such as the misuse of confidential information or a matter that would otherwise be exempt from public disclosure under s.48 of the LGOIMA, in which case it will be a closed meeting.

Before making any decision in respect of the investigator’s report the council or committee will give the member against whom the complaint has been made an opportunity to appear and speak in their own defense. Members with an interest in the proceedings, including the complainant and the respondent, may not take part in these proceedings.

The form of penalty that might be applied will depend on the nature of the breach and may include actions set out in section 13.1 of this Code.

In accordance with this Code councils will agree to implement the recommendations of a Code of Conduct Committee without debate.

For more information contact:

Hutt City Council’s General Counsel

Private Bag 31 912

30 Laings Road

Lower Hutt 5040

Telephone: 04 570 6880

www.huttcity.govt.nz

[1] This excludes sites that are considered high profile, significant on a city-wide basis due to their size and location, or where the site crosses ward or community boundaries.

[2] The Operational Guide for Urban Forest Plan is available from Council’s Parks and Gardens Division.

[3] A self-assessment template is provided in the Guidance to this Code.

[4] On behalf of the Council the Chief Executive will, shortly after the start of a triennium, prepare, in consultation with the Mayor, a list of investigators for this purpose of undertaking a preliminary assessment. The Chief Executive may prepare a list specifically for his council, prepare a list jointly with neighbouring councils or contract with an agency capable of providing appropriate investigators.

Pam Hanna (Chair)	Mike Fisher (Deputy Chair)
Mason Branch	Brady Dyer
Peter Foaese	Karen Yung
Cr Tui Lewis	Cr Michael Lulich

No.	Organisation	Description	$Eligible Request
1	Moera Community House	Equipment hire, advertising and craft materials associated to the Moera Village Christmas Party on Saturday 8 December 2018.	1,997.00
2	Petone Baptist Church	Christmas in Bethlehem 2018 event 2 December 2018. Requesting funding for hiring of equipment and purchase of consumables.	2,958.00
3	Petone CAB	Purchase of a promotion gazebo.	1,447.00
		TOTAL REQUESTS	6,402.00

Open Fund	Close Fund	Decisions Due
4 February 2019	4 March 2019	8 April 2019

	Funds Requested	Recommended Allocation
Moera Community House for Community Christmas Party	1,997.00	1,000.00 towards the cost of hiring equipment/activities, and the purchase of consumables, advertising and photographer
Petone CAB for a Promotion Gazebo	1,447.00	1,447.00 towards the cost of a 3X3m gazebo plus sign writing
Petone Baptist Church for Christmas in Bethlehem event	2,958.00	2,100.00 towards the cost of advertising, equipment hire and consumables

No.	Title	Page
1 ⇩	Map of 39 Korokoro Road 18/818 RM170300	29
2 ⇩	Appendix 2 Reserved Street Names List 204	30
3 ⇩	Appendix 3 Extract of Permitted Road Types	32

DELEGATIONS

Consider and make recommendations to Council on:

GENERAL FUNCTIONS

Ecology and Landscapes Consultation
Proposed District Plan Change 52: Alignment of the District Plan with the New Zealand Heritage List	Friday 16 November 2018

	Miscellaneous Administration	Training
Budget	$5,0000.00	$3,000.00
Expenditure at 18.10.2018	$479.93	$697.00
BALANCE	$4,520.07	$2,303.00