Memo on "Clean Hands" Code of Conduct

Code of Conduct for Employees

This is not simply a list of clearly defined rules. We prefer to speak of a principled attitude. An employee of integrity is someone who performs their duties properly and behaves honestly and sincerely in their interactions.
You align your actions with the interests of the organization and not with your own or those of (individual) third parties. You avoid creating the appearance of dependency.
The most important rule of thumb for this attitude is “openness.” Could you tell your boss or colleagues about it? Other important characteristics include loyalty to the employer and restraint in behavior.

Personal responsibility

The employee’s personal responsibility is of the utmost importance. In case of doubt, please consult your supervisor.

Accepting gifts, money, and goods

In principle, employees may not accept gifts from third parties with whom the municipality has or may establish a business relationship. An exception applies to small business gifts or other tokens of appreciation. You must report any gifts received during staff meetings and to your immediate supervisor. The maximum limit for accepting business gifts and similar items for personal use is set at €50 (standard for civil servants as of January 1, 2002). Business gifts must not lead to a privileged position. It is undesirable to receive gifts at your private address, as this gives the impression that others are not supposed to know about them. You must never accept money or goods that you can convert into cash.

The Board does not consider a general ban on accepting gifts to be appropriate. By refusing all gifts by definition, an employee could overstep the bounds of courtesy. Since a limit of 100 guilders was already established at the ministries in 1999, we have set the maximum limit at 50 euros.
Furthermore, we have agreed to hand in any gifts received around Christmas to HR. These gifts will be raffled off among all attendees at the Christmas party.

Travel and dining

Lunches and meals are simply part of the process: whether to quickly set up a meeting or to celebrate the completion of a project. On the other hand, it is important to be extremely cautious about accepting invitations during the negotiation phase. As a rule, we advise that you do not accept any invitations during this phase.
For travel, the primary consideration is that it must be functional and in the interest of the municipality. For example, to see how a system or product functions in practice. If you are unsure, ask your immediate supervisor or the municipal executive for permission.

Work outside one's regular job duties

Civil servant's initiative

You are required to report any outside activities that could affect the interests of the municipality—to the extent that these interests relate to the performance of your duties—to the Municipal Executive. The responsibility therefore lies with you: you must make your own judgment. The basic principle is that outside activities are permitted. However, they must not interfere with your daily work. Secondary activities that hinder the proper performance of your duties or interfere with the proper functioning of the municipality may be prohibited. Additionally, if secondary activities are carried out at times that interfere with normal work, the municipality may instruct you to adjust your secondary activities.
Failure to comply with these obligations may result in disciplinary action.

Registration of secondary activities

You must submit a letter addressed to the Executive Board to the Human Resources Department regarding the registration and deregistration of secondary employment. Notifications of secondary employment will be included in the personnel file. 

Review of Secondary Activities

After you submit your notification, the department manager will consult with HR to determine whether the secondary employment:

• the proper performance of duties or 
• the proper functioning of the public service, 

to the extent that it is reasonably necessary for the performance of the job. If the answer is no, the employee is prohibited from engaging in such secondary activities.

Criteria for evaluation by the department manager

The following criteria apply to the assessment:

• improper conflict of interest; 
• conflict of interest; 
• damage to the reputation of the office; 
• insufficient availability for the position at the municipality of West Maas en Waal.

General

Managers

Managers must not only lead by example but also guide their employees and establish practical guidelines for the department. The topic of integrity will therefore be regularly discussed during department meetings.

Personal use of internal facilities

The regular use of the employer’s facilities is not permitted. As a general rule, employees may not use public funds for personal purposes.
Occasional personal use of the telephone, fax, internet, email, or other forms of digital communication, as well as the photocopier, is permitted; however, this does not include daily use. Further details are set forth in the PC usage policy.

Confidential information

The basic rule is simple: if you know something must remain confidential, you must keep it secret. If you’re unsure, ask yourself whether you would say the same thing if your supervisor were present. In all cases, it’s wise to exercise caution when sharing information with third parties.

Finally

The Municipal Executive supports the code of conduct. This means that more expensive business gifts, tokens of appreciation, trips, and similar items must be reported directly at the Municipal Executive meeting. In addition, the Municipal Executive is informed annually by Human Resources about the registry of small business gifts and similar items received. The good reputation of our municipality depends on the conduct of all administrators and employees.