2015-05-26 Planning & Organisation Committee Agenda

PLANNING & ORGANISATION COMMITTEE MEETING AGENDA     26 MAY 2015




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ORGANISATIONAL GUIDELINE — DEALING WITH LOBBYISTS
If the details provided by the lobbyist are not on the Lobbyists Register held by the Commissioner,
the relevant Councillor or Council Officer must:
e  Not discuss with the lobbyist any lobbying activity matter. However, non-lobbying activity
   discussions may continue (if desired).
e  Provide the details of the lobbyist to the CEO who will then inform the Integrity Commissioner.

3.    Recording Contact with Lobbyists
Councillors and Council Officers are required to record the details of each contact by a lobbyist
(registered or unregistered) as soon as practicable. Details are to be recorded in the appropriate
‘Contact with Lobbyists’ Form, which is to be provided to the Mayor (if a Councillor) and CEO (if a
Council Officer). In addition, any file notes developed, emails, correspondence and any
documentation provided should be stored in ECM.

4.    Lobbyists Register
Information from the ‘Contact with Lobbyists’ form provided to the Mayor or CEO will be recorded
in Council's Contact with Lobbyists Register (Refer Attachments 1 & 2).
If requested by the Integrity Commissioner, Council will forward a copy of the Register to the
Integrity Commissioner.

5.    Guiding Principles for Councillors
One of the main lobbying activities involving Councillors is likely to relate to development
applications. In this regard, Council's policy ‘Development Assessment Councillor Roles’ are to be
observed,
In addition, the following procedures are to be observed for any type of lobbying activity:
a)    When making initial contact with a Councillor, the lobbyist must inform the Councillor:
      e  That they are a registered lobbyist,
      e¢ That they are making contact on behalf of a third party,
      e  Ofthe name of the third party;
      e  The reason for the approach; and
      e  The nature of the issue.
b)    Where possible, prior to the meeting, the Councillor should confirm the lobbyist’s details
      against the Integrity Commissioner's Register of Lobbyists (if the details do not match, the
      lobbying activity cannot take place). The Register can be accessed through the following link
       tp: //lobbyists.integrity.qid.gov.au o-is-on-the-register aspx’
c)    Councillors must ensure that any contact with lobbyists is conducted in accordance with
      public perceptions of transparency and integrity and in the public interest.
d)    A Councillor must report contact by a lobbyist. Details of any contact with a lobbyist must be
      recorded in a ‘Record of Contact with Lobbyists’ form (see Attachment 1) and submitted to
      the Mayor as soon as practicable. In circumstances where the Mayor is contacted by a
      lobbyist, the ‘Record of Contact with Lobbyists’ form should be provided to the CEO.
e)    A Councillor must not knowingly permit an unregistered lobbyist to carry out a lobbying
      activity for a third party client with the Councillor. In the event this occurs, details of the
      unregistered lobbyist are to be provided to the Integrity Commissioner as soon as
      practicable.

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