Clean hands memo 'code of conduct'

Integrity

Introduction

Oh, a little gift, you think: that's okay. That's how it usually starts. A small token of appreciation, because of the good relationship, what's wrong with that? Not much, indeed, if it stays that way. And if it stays small. But that's often where the pitfall lies. It doesn't always stay that way.
What's more, it creates a certain dependency and a feeling of having to give something in return. That's the danger of the slippery slope. It shouldn't be allowed to get that far. That's why the mayor and aldermen of the municipality of West Maas en Waal have issued the 'clean hands' memo for their employees. Not because these employees are lax about certain standards. On the contrary!
Just to dot the i's and cross the t's, so to speak. Something like: look, these are the things we consider ourselves bound by: clean hands. No more, but also no less.

Government with integrity

For a number of years now, the debate about 'integrity in government' has been a hot topic. This was prompted by a number of high-profile incidents, and new ones continue to emerge. In addition to what is simply prohibited by law, there appears to be a gray area of more or less dubious actions. Government officials must steer clear of this.
This has everything to do with the changed position of the government. Instead of operating from a closed front, it has become a kind of market player, including privatization and outsourcing of tasks. The business community has become its partner in the market. Boundaries have become blurred, increasing the risk of administrators and civil servants slipping up. This calls for extra attention and caution.

Glass house

Socially, the government currently operates in a 'glass house'. This suggests vulnerability, but it can also provide additional support. As long as administrators and civil servants ensure open and transparent conduct, they automatically build in additional security into their actions. Transparency means greater vigilance.
In order to protect and guarantee the reliability and credibility of the municipality of West Maas en Waal, the council has established a number of rules. These are listed below and are intended as a source of support. It is difficult to define precise boundaries. It is a matter of common sense. You could also describe it as follows:
"As soon as you no longer dare to tell your colleagues, you are in the wrong."

Rules of conduct for employees

This is not a sum of clearly defined rules. We prefer to talk about integrity. An employee with integrity is someone who performs their job correctly and behaves honestly and sincerely in their interactions with others.
You base your actions on the interests of the organization and not on your own interests or those of (individual) third parties. You avoid creating the appearance of dependence.
The most important rule of thumb for this attitude is 'openness'. Can you tell your boss or colleagues? Other important characteristics are loyalty to the employer and restraint in behavior.

Personal responsibility

The employee's personal responsibility is paramount. In case of doubt, consult your manager.

Accepting gifts, money, and goods

In principle, employees may not accept gifts from third parties with whom the municipality has or may have a working relationship. An exception applies to small business gifts or other tokens of appreciation. You must report any gifts received in the work meeting and to your immediate supervisor. The maximum limit for accepting promotional 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 should not 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 useful. By refusing all gifts by definition, employees could overstep the bounds of courtesy. Because the ministries already set a limit of ƒ100 in 1999, we have set the maximum limit at €50.
We also have an agreement to hand in any gifts received around Christmas to HR. These gifts will be raffled off among all those present at the Christmas party.

Travel and dinners

Lunches and meals are simply part of the job: to quickly make an appointment or to celebrate the completion of a project. On the other hand, it is important to be extremely careful when accepting invitations during the negotiation phase. As a rule, we do not accept invitations during this phase.
Travel must be functional and in the interests of the municipality. For example, to see how a system or product works in practice. If you are in doubt, ask your immediate supervisor or the council for permission.

Work activities in addition to one's own position

Civil servant initiative

You are obliged to report any secondary activities that may affect the interests of the municipality, insofar as these interests are related to the performance of your duties, to the mayor and aldermen. The responsibility therefore lies with you: you must form your own opinion. The basic principle is that secondary 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. If secondary activities are carried out at times that interfere with normal functioning, the municipality may also 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 board to HR regarding the registration and deregistration of secondary activities. Notifications of secondary activities will be included in the personnel file. 

Assessment of secondary activities

After you report it, the department manager will consult with HR to assess whether the secondary activity:

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

insofar as it is reasonably insured in connection with the performance of the job. If the answer to this question is no, a prohibition on performing the secondary activities applies.

Criteria for assessment by the department manager

The following criteria apply to the assessment:

  • unacceptable conflict of interest; 
  • conflict of interests; 
  • 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 set a good example, but also guide their employees and make workable agreements for the department. The subject of integrity will therefore be discussed regularly in departmental meetings.

Private use of internal facilities

Structural use of the employer's facilities is not permitted. As a rule, employees may not use public funds for their own purposes.
Occasional private use of the telephone, fax, internet, email, or other forms of digital transfer and the copier is permitted: daily use is not included. This is further elaborated in the PC use protocol.

Confidential information

The basic rule is simple: if you know something should remain confidential, you must keep it secret. If you are unsure, consider whether you would say the same thing if your manager were present. In all cases, it is wise to be cautious about providing information to third parties.

Finally

The Municipal Executive supports the rules of conduct. This means that more expensive business gifts, tokens of appreciation, trips, and the like are reported directly at the Municipal Executive meeting. In addition, the Municipal Executive is informed annually by Human Resources about the register of small business gifts and the like that have been received. The good name of our municipality depends on the conduct of all administrators and employees.
 

Adopted by the Municipal Executive
Entered into force on September 1, 2010