Introduction
We, the Christchurch City Council (1) , recognise the importance of communication in our relationship with the people of Christchurch and various other stakeholders. As a public body, we have a duty to inform, which in some cases is a statutory requirement. We also have an obligation to ensure the citizens of Christchurch know how they are being affected by our actions and what their rights and responsibilities are in relation to them.
However, under the provisions of the Local Government Act 2002, there are some circumstances where we reserve the right to confidentiality. Some reasons why information may be withheld are when it would:
- Endanger the safety of any person
- Prejudice maintenance of the law
- Compromise the privacy of any person
- Reveal confidential or commercially sensitive information
- Cause offence to tikanga Maori or would disclose the location of waahi tapu
- Prejudice public health or safety
- Compromise legal professional privilege
- Disadvantage the local authority while carrying out negotiations or commercial activities
- Allow information to be used for improper gain or advantage.
This Communication Policy has been prepared to be consistent with the Local Government Act 2002 as well as the principles and recommendations outlined in the Auditor-General's Report on guidelines for local authorities around some aspects of communication. (2) The policy also recognises that we seek to be consistent in matching our communication with our actions.
To achieve a consistent and readily identifiable approach to communication, this draft policy has been prepared to align with the draft Consultation Policy and other relevant internal policies and standards as well as Acts of Parliament (see appendix for these).
Under the Local Government Official Information and Meetings Act we are required, when asked, to disclose all information unless it can be withheld for one of the reasons in the Act. Withholding of information by the Council can be reviewed by an Ombudsman so we are unable to guarantee individual privacy on matters being discussed with us.
Scope
This draft document is intended to cover both internal and external Council communication. It is acknowledged that there will be some variations to the application of the policy as it is applied internally. However, the underlying principles should remain the same. This policy does not preclude elected members from voicing their individual views on issues, and is being addressed by the Code of Conduct for Elected Members.
A list (not exhaustive) has been compiled to recognise the variety of roles which we fulfil in our communication, identify the key audiences involved and our methods of communication (see appendix for this).
Communication objectives
- To communicate in a way that reflects the Council's vision, mission statement and strategic direction.
- To inform the people of Christchurch, other key audiences and stakeholders about our activities, plans and strategies which affect them.
- To improve public awareness and understanding of our processes and activities.
- To develop communication which stimulates and encourages public confidence and involvement in local democratic processes.
- To develop and support management processes that ensure effective internal communication.
- To promote a proactive stance in our communication with the wider public.
- To develop an environment which encourages an effective and ongoing flow of information amongst Council staff and between staff and elected members.
These objectives will be given effect to by way of a Communication Strategy.
Communication principles
- Walking the Talk - we will work towards ensuring that the actions of the organisation reflect the messages conveyed.
- Transparency - we recognise that all levels of information need to be balanced, honest and fairly expressed.
- Consistency – we will ensure that consistent information is provided in a coordinated manner (3) and is easily identifiable as being from Council/Community Boards.
- Accessibility (4) – we will endeavour to identify key audiences to clearly convey information at a time and in a manner and form that meets their needs.
- Accuracy - we will ensure that all levels of information are as complete and accurate as possible, having regard to the principle of accessibility.
- Clarity of purpose - all organisational communication will have a clear objective.
- Cost-effectiveness - we will provide information in a cost-effective way.
- Responsiveness - communication received by the Council will be responded to and acted upon in an appropriate manner, which can include referral to other organisations and/or sources of information.
Other policies/standards
It is recognised that there are relationships between this draft Communication Policy and other Council guidelines, standards and policies as well as Acts of Parliament.
These include:
- Consultation Policy
- Strategic Direction and Vision
- Giving Value - Being Valued
- Codes of Conduct - Staff and Elected Members
- Local Government Act 2002
- Long Term Council Community Plan
- Customer Service Standards
- Draft Policy on Significance
- Governance Framework
- Local Government Official Information and Meetings Act
- Official Information Act
- Privacy Act.
Roles we fulfil in our communication:
These include:
- Facilitator
- Negotiator
- Investigator
- Enforcement
- Leader
- Informer
- Influencer of attitudes and behaviour
- Leader of public debate
- Reporter
- Lobbyist - central government etc
- Educator - encouraging participation through knowledge
- Promoter
- Empowerer of people to take part
- Advocate
- As a first port of call for the public
- Internal information provider
- Decision maker
- Regulator
- Public service provider
- Sponsor.
Key audiences:
These include:
- Ratepayers of Christchurch
- People of Christchurch
- Maori
- Business community
- Community sector organisations (NGO, non profit, community groups)
- Customers and user groups
- Visitors (temporary students, conference participants, tourists etc)
- Pacific Island communities
- Ethnic groups
- Other local bodies and central government
- Elected members of the Christchurch City Council
- Staff of the Christchurch City Council
- Target groups - children, youth, older persons, people with disabilities
- Partners and potential partners
- Investors and potential investors
- Wider political networks – e.g. Local Government New Zealand.
Methods of communication
These include:
- Advertising
- Advocacy
- Publications
- Internet and other electronic material
- Logo/branding
- Media relations
- Facilities (eg Our City O-Tautahi, Christchurch City Libraries)
- Signage
- Sponsorship (given and received)
- Customer services
- Relationship building - internal and external
- Public meetings/workshops/focus groups/site visits
- Internal communication
- Staff in one-to-one situations outside the work environment
- Research
- On-site learning situations
- Events/festivals.
Council
20 November 2003
(1) Christchurch City Council refers to elected members (Council and Community Boards) and the staff of Christchurch City Council. It does not include Council Controlled Trading Organisations or Council Controlled Organisations.
(2) Report of the Controller and Auditor-General, Suggested Guidelines for Advertising and Publicity by Local Authorities, July 1999
(3) It is recognised as important to be seen as “speaking with one voice,” Report of the Controller and Auditor -General, Suggested Guidelines for Advertising and Publicity by Local Authorities, July 1999
(4) Section 82 (1), Local Government Act 2002
