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Members' Guide Members’ Guide 52nd Parliament Members’ Guide Aratiki Mema 52nd Parliament Connect with Parliament online The Parliamentary Precinct Ballance Statue Upper rear carpark Parliamentary Library Creche Ballantrae Place Forecourt Secure delivery Lower rear carpark Parliament House StatueSeddon combined entry Memorial Museum Street Cook Building Bowen State Public open Annex Executive Wing space (The Beehive) BOWEN STREET This plan shows the aerial layout Turnbull No1 House of the buildings (shaded green) The Terrace that make up the parliamentary precinct. Bowen House THE TERRACE SelectRooms Committee 1&2 LAMBTON QUAY Contents Welcome 2 At Parliament Security and access 48 Overview Business continuity 53 Legislative framework 4 Buildings and maintenance 54 Members’ accountability 6 Library 55 Agencies working at Parliament 8 Information management and 57 Te Reo and Tikanga 13 privacy Health, safety and wellbeing 14 Mail and newspapers 59 Guide to funding for support 17 Parliament facilities 63 services Food and functions 69 Funding Press Gallery 73 Salary, expense allowance 20 and superannuation The House Hiring support staff 23 Overview 78 Travel and accommodation 27 Business of the House 80 Out-of-Parliament office 32 Select Committees 89 Parliament office 33 Outcomes from the Review of 91 Standing Orders ICT 34 Inter-Parliamentary Relations 93 Publicity 38 Guide to funding sources Useful Information in the Speaker’s Directions 40 and Members of Parliament Parliamentary glossary 96 Determination 2017 Parliamentary acronyms 104 Key points on changes to the Websites and social media 108 Speaker’s Directions from the 43 51st to 52nd Parliament 1 MEMBERS’ GUIDE TO THE 52ND PARLIAMENT Haere Mai It is our pleasure to welcome you to the 52nd Parliament. This guide is a reference to services, funding, and facilities provided by the Parliamentary Service and the Office of the Clerk. It will tell you everything from where to buy lunch, to hiring support staff as well as booking travel and accessing the many services and support people available to you. This guide also gives you an overview of the business of the House, outlines the new select committee structure, and provides key contact information for support services. For returning members, it’s worth reiterating that this guide incorporates the changes to the Speaker’s Directions in the areas of funding allocations, staff, large constituency, ICT, and out-of-Parliament offices. It also includes a summary of the outcomes from the Review of Standing Orders 2017. The Parliamentary Service and the Office of the Clerk are committed to supporting you in your role as a member of Parliament. Talk to us if you need any help during the parliamentary term. We look forward to working with you. OVERVIEW David Wilson David Stevenson Clerk of the House of Representatives General Manager Parliamentary Service 2 OVERVIEW David Stevenson General Manager Parliamentary Service 3 MEMBERS’ GUIDE TO THE 52ND PARLIAMENT Legislative framework As a member of Parliament you have an incredibly varied and dynamic role, which is reflected in the services made available for you. The principal pieces of legislation that allows the Parliamentary Service and Office of the Clerk to deliver these services are: The The Parliamentary Service was established as an Parliamentary independent statutory body by the Parliamentary Service Act 2000 Service Act 1985 and continues under the provisions of the Parliamentary Service Act 2000. The Act sets out the provision of support services to the House of Representatives and to members of Parliament, along with funding entitlements for parliamentary purposes. The Clerk of The Clerk of the House of Representatives Act 1988 provides the House of for the appointment of the Clerk and officers of the House of Representatives Representatives, and establishes the Office of the Clerk. The Act 1988 Act sets out the functions of the Clerk, which include noting all proceedings of the House of Representatives and any committees of the House, as well as maintaining standards of integrity and conduct. Public Finance The Public Finance Act 1989 identifies the Speaker as the Act 1989 Responsible Minister for the Parliamentary Service and the Office of the Clerk, and provides a framework for capital expenditure and for the organisations to incur expenses. The Members The Members of Parliament (Remuneration and Services) of Parliament Act 2013 and the Remuneration Authority Determinations (Remuneration 2017 provide for services for members and former and Services) members of Parliament including remuneration, Act 2013 and the allowances, communications, travel (including for members’ Remuneration families), and accommodation. The Remuneration Authority Authority, the Speaker, and the Minister Responsible for Determinations Ministerial Services are each responsible for determining certain aspects of these services, and the Parliamentary Service and the Office of the Clerk are responsible for administering them. For the current determinations please refer to the Remuneration Authority. 4 OVERVIEW The Speaker’s The Speaker’s Directions determine the funding Directions and and services that are available to each member and Administrative parliamentary party. You have a copy of the 2017 Policies Speaker’s Directions in your Welcome Pack, and they’re available on Our House (Parliament’s intranet). While we have explained some elements of the Speaker’s Directions in this guide, you will need to read the Administrative Policies for a full explanation of how the Service applies the Directions. The Administrative Policies are available on Our House. The Speaker’s Directions are made under the Members of Parliament (Remuneration and Services) Act 2013, and are reviewed for each new parliamentary term by the Appropriation Review Committee. To find out more about the establishment of the Appropriation Review Committee please see sections 20 – 22 of the Parliamentary Service Act 2000. Health and Under the Health and Safety at Work Act 2015 you, Safety at Work as a member of Parliament, are considered a Person Act 2015 Conducting a Business or Undertaking (PCBU), and as such have responsibilities under the legislation. While the Parliamentary Service is the employer of your staff, you direct their day-to-day activities. This arrangement means both Parliamentary Service and you, as a member of Parliament, now have obligations under the Health and Safety at Work Act 2015. The Parliamentary Service can provide health, safety and wellbeing advice to members, and has processes in place to identify and mitigate risks in the workplace. Please see the Health, Safety and Wellbeing section of this guide for more information. 5 MEMBERS’ GUIDE TO THE 52ND PARLIAMENT Members’ accountability Your role as a member is subject to constant public scrutiny. You are required to disclose and manage any potential conflicts of interest and ensure your taxpayer- funded expenditure has a parliamentary purpose or is for parliamentary business. Parliamentary purpose relates to funding entitlements for the provision of services. For a full definition of funding entitlements for a parliamentary purpose please refer to section 3B of the Parliamentary Service Act 2000. Parliamentary business relates to activities that a member could reasonably be expected to carry out in their role as a member of Parliament. For a full definition please refer to section 8 of the Members of Parliament (Accommodation Services for Members and Travel Services for Family Members) Determination 2017. You are personally responsible for how you use the services available to you, and must certify your monthly expenditure in accessing these services. What you spend on travel and accommodation is also released publicly every three months. The following principles have to be applied in the use of publicly-funded resources by members and parties: accountability transparency openness appropriateness value for money cost-effective use of taxpayer funds 6 OVERVIEW In deciding whether or not to access taxpayer-funded services, you should adopt a risk assessment approach by asking: • is it within the rules? • how would it look on the front page of the Dominion Post? • is it defensible? If the action is within the rules and is fully defensible, the overall risk assessment is low. The Parliamentary Service can provide advice on the appropriate use of services. Talk to your Members’ Case Manager for more information, on 04 817 9600 or [email protected] Register of Members’ Interests All members must make an annual declaration of interests. The purpose of the register is to strengthen public trust in Parliament by providing openness and transparency. It also provides an important protection for members against perceptions there could be a conflict of interest between their public duties and private affairs. Members must declare various items in the register, including property they own, shares in companies, interests in trusts, and gifts received. For more information, contact the Registrar of Pecuniary and Other Specified Interests on 04 817 6877 7 MEMBERS’ GUIDE TO THE 52ND PARLIAMENT Agencies working at Parliament Parliamentary Service (PS or the Service) The Parliamentary Service is a group of 740 people who are passionate about upholding New Zealand’s democracy. Across the country, in communities and at Parliament itself, we work with you, the country’s members of Parliament, as you interact with your parliamentary colleagues and constituents to ensure
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