Sector Procedures

Each sector committee has the power to establish its own procedures, subject to the approval of the executive board and the provisions of the PSA Rules and PSA Regulations. The procedures deal with details such as:

  • the process for electing sector committee representatives [Rule 32];
  • the election of a convenor [Rule 33(1)(c)];
  • the process for selecting sector delegates to national delegates congress [Rule 33(1)(k)].

Sector procedures must comply with the rules and regulations. When deciding whether or not to approve these procedures, the executive board will consider the extent to which they enhance the democracy of the PSA and communication with members, and the transparency with which the business of the sectors is conducted. 

Procedural Contents:

  1. Purpose
  2. Constituencies
  3. Sector Committee Representatives
  4. Regional delegate meetings and the election of sector committee representatives 
  5. Election of the DHB sector co-convenors 
  6. Quorum
  7. Working with Sector Māngai
  8. Decision making and working together
  9. Selecting delegates for congress
  10. Occupational Panels
  11. Review of procedures

1. PURPOSE

The DHB sector committee is part of the governance structures of the PSA, responsible for representing the interests of members within their sectors in the governance of the union, and are accountable to those members in exercising the powers and functions set out in rule 33. This includes listening to those members and reporting to them on a regular basis.

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2. CONSTITUENCIES

(a) The constituencies that elect the DHB sector committee are comprised of regional groupings based on the geographical areas covered by District Health Boards as follows:

  • Area 1 – Waitemata, Auckland, Counties Manukau
  • Area 2 – Northland, Waikato, Bay of Plenty, Lakes, Tairawhiti
  • Area 3 – Hawkes Bay, MidCentral, Whanganui, Taranaki, Capital and Coast, Hutt Valley, Wairarapa
  • Area 4 – Nelson Marlborough, West Coast, Canterbury, South Canterbury, Southern

(b) Regional sector delegate structures provide for communication between enterprise delegate committees and the sector committee.  Delegates in each region determine the structure and methods of operation of the regional sector delegates committee for each area.  A regional delegate meeting will be held in each region at least biennially.  Enterprise delegate committees will select the attendees to the regional meetings.

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3. SECTOR COMMITTEE REPRESENTATIVES

The DHB sector committee comprises:

  • THREE (3) representatives from each of the four regions in clause 2; and
  • TWO (2) sector māngai from Te Tira Hauora from each of the four regions in clause 2; and
  • ONE (1) youth representative; and
  • ONE (1) Pasefika representative

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4. REGIONAL DELEGATE MEETINGS AND THE ELECTION OF SECTOR COMMITTEE REPRESENTATIVES

(a) The sector committee representatives are elected by delegates within each of the constituencies in accordance with the election principles of rule 9 and regulation 2. In each case:

i) Regional sector committee representatives will consider measures to encourage women, Pasefika and other underrepresented groups to stand for election in their region.

ii) A PSA staff member shall be appointed as returning officer to manage the election.

iii) The election will take place at the annual regional delegate meeting in each area or by electronic means.

iv) Notice of the election and a call for nominations will be circulated to delegates in the area not less than 10 working days prior to the area delegates meetings or the election being held by electronic means.

v) Nominations will close no later than 5 working days prior to the area delegates meetings or election date for elections being held by electronic means.

vi) Candidates must be an active member of a delegates committee within the PSA.

vii) Candidates must attend the regional delegate meeting if the election is being held at the meeting. Should a candidate not be able to attend they must advise the returning officer of the reason for not attending. A decision on whether or not to accept the reason and allow the candidate to stand will be taken by the delegates at the regional meeting.

viii) Delegates will use their best endeavours to consult with their members about which candidates to support prior to the area delegates meetings.

ix) Where there are only enough candidates for the positions available, all candidates shall be declared elected.

x) If there are more candidates than places available, a profile of each candidate shall be sent by email to delegates 5 days before the area delegates meeting or electronic vote take place.

xi) Delegates must give consideration to the range of occupations when voting.

xii) Voting will be by secret ballot with each DHB having at least one vote, subject to any conditions set out in procedure 4 (b) below.

(b) In addition the processes below apply for each of the constituencies:

i) Area 1 – The regional delegate meeting will be held in July each year. In a delegate election year the annual members meetings will be used to promote the role of regional delegate and the election.

Each DHB will have one representative on the sector committee, elected by the regional delegates from that DHB at the regional delegate meeting. Proxy votes will be accepted subject to regulation 3.3.

ii) Area 2 – regional delegates attending the regional delegate meeting for area 2 will exercise the vote allocation for election of Area 2 Health Sector Delegates as follows:

    • 1 vote per enterprise for each enterprise represented with a membership of less than 50.
    • 1 vote per 50 members or part thereof for all enterprises with a membership greater than 50. 

Where an election is held by electronic means, an enterprise’s votes will be cast by the enterprise convenor.

The highest two (2) polling women candidates will be elected. The highest polling candidate not already elected will be elected as the third representative regardless of gender.

iii) Area 3 – Candidates will have the opportunity to make a verbal presentation to the area delegates meeting. A secret ballot will be held on the basis of one vote per DHB. Where an election is held by electronic means, candidates may provide a profile to be included in the election notification, and an enterprise’s votes will be cast by the enterprise’s convenor. The highest two (2) polling women candidates will be elected. The highest polling candidate not already elected will be elected as the third representative regardless of gender.

iv) Area 4 - The South Island Regional DHB delegates meeting is made up of: 2 delegates from Nelson/Marlborough DHB; 1 delegate from the West Coast DHB; 4 delegates from the Canterbury DHB; 1 delegate from the South Canterbury DHB; and 3 delegates from the Southern DHB (made up of 1 from the Invercargill site and 2 from the Otago Site).

There will be one representative on the sector committee from each of the following groupings: West Coast and Nelson-Marlborough; Canterbury and South Canterbury; and Southern DHB. The representatives will be elected by the regional delegates at the regional delegate meeting by consensus, subject to at least two (2) representatives being women. Where an election is to be held by electronic means, representatives will be elected by consensus at a meeting organised by PSA staff using videoconference or teleconference for this purpose.

v) In addition there are 2 members representing DHB rūnanga structure in each Area. The rūnanga reps are elected at biennial hui attended by Hinonga Māngai Māori from around the region.

vi) Following the elections in each area, the returning officers and other PSA staff responsible for the sector committee will determine if the committee’s gender make-up is representative of the sector and will advise the PSAY and Pasefika Network of whether their sector committee representatives elected according to (g) and (h) below must be women.

vii) There is a youth representative appointed by PSAY following the elections for area representatives. The youth representative does not have to be a workplace delegate.

viii) There is a Pasefika representative elected from the Va Moana Delegates within the DHB sector by members within the DHB sector who identify as Pasefika. This election shall be organised by the Pasefika Network.

ix) If the sector committee elections result in a gender representative committee then the committee will be confirmed.

If the area elections do not result in a gender representative outcome consistent with Rule 5, the sector committee may co-opt up to two additional women:

PSA staff responsible for the committee & a sub-committee formed by 1 representative from each of the 4 areas in clause 2 will resolve which unsuccessful women candidates could be co-opted to address any gaps in representation. An expression of interest (EOI) will be called if there are insufficient unsuccessful women candidates.

Taking account of the current membership of the committee, the criteria for co-opting are:

    • The blend of experienced versus newer delegates
    • The range of occupations covered
    • Any other diversity or representative outcomes

All co-optees are full members of the committee.

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5. ELECTION OF THE DHB SECTOR CO-CONVENORS

The DHB sector committee shall elect from amongst its membership two (2) co-convenors, at least one of whom must be a woman, and one of whom will then become a member of the executive board in accordance with Rule 42(2). Where this requires an election, it shall be held by PSA staff. The other co-convenor shall be the proxy representative when the board representative is unable to attend a particular executive board meeting.

(a)   A PSA staff member shall act as the independent returning officer.

(b)   One month prior to the meeting where the election of convenor is to be held, the returning officershall call for nominations for a convenor before the sector committee meeting at which this election is to be held.

(c)    Nominations, supported by a mover and a seconder and endorsed by the candidate, shall be sent to the returning officer no later than 10 working days prior to the meeting at which the election is due to take place. The nominations must be supported by a profile of the candidate.

(d)   Details of the candidates will be circulated to the enterprise delegate committees in each DHB no later than 5 working days prior to the meeting at which the election is due to take place.

(e)   Sector committee representatives must use their best endeavours to consult with the enterprise delegate committees prior to the election.

(f)   Where there is a contested election, a secret ballot will be held.

(g)   Proxy votes may be allowed by decision of the committee.

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6. QUORUM

(a)   The quorum for the DHB sector committee to be a minimum of 50% of sector representatives entitled to attend. If there is no quorum on a telephone or video conference call or at a face-to-face meeting, discussion can take place but no decisions will be recorded.

(b)   When representatives are unable to attend a sector committee meeting, a proxy may attend in their place with full participation and voting rights. The proxy shall be the highest polling unsuccessful candidate in the election for the relevant area, Rūnanga, youth or Pasefika representative. Where a proxy is not available or no election was held due to insufficient candidates, a proxy should be appointed as appropriate by:

i) the relevant area representatives by consensus if possible

ii) Sector Māngai

iii) PSAY

iv) Pasefika Network

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7. WORKING WITH SECTOR MĀNGAI

(a)   The DHB sector committee is committed to the treaty principles of partnership, protection and participation in working with Te Tira Hauora and the sector māngai.

(b)   The DHB sector committee will assist sector māngai in the following matters:

i) Organisation of the sector hui.

ii) Encouraging Māori members and delegates in their constituencies to register as Māori, if they have not already done so.

iii) working with the sector māngai on matters pertaining to Māori including but not limited to developing bargaining strategy, communication/method of consultation, reporting, delegate development, political engagement, and partnership opportunities.

iv) Provide feedback to the committee of Te Rūnanga o Nga Toa Awhina on the sector hui and Maori engagement.

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8. DECISION MAKING AND WORKING TOGETHER

The DHB sector committee is committed to working together constructively to achieve consensus in decision making. To achieve this we will manage our meetings according to the following principles:

  • Commencing and concluding our meetings in a culturally appropriate manner
  • One person speaking at a time.
  • Listening to what the other person is saying.
  • Speaking in a respectful manner.
  • Respecting confidentiality when requested.
  • Working to agreed time frames.

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9. SELECTING DELEGATES FOR CONGRESS

The DHB sector delegation to National Congress shall be made up of the

(a)   Sector co-convenor not already attending as a member of the Executive Board. 

(b)   The remaining sector committee members in the first instance with any remaining places being filled by PSA delegates in the DHB Sector, chosen by the sector committee according to the following process:

i) Following advice on the number of delegates the sector has been allocated, the number of delegates per constituency will be decided

ii) A call will be made for expressions of interest at least 6 months prior to Congress

iii) The selection will be made by the sector committee according to the following criteria:

    • Each DHB will have a representative
    • Whether delegates have previously attended regional delegate meetings
    • Whether the delegates have a leadership role in their enterprise
    • The ability of the delegates as attested by sector committee representatives or others
    • The gender equity in the delegation, including the sector committee
    • The mix of experienced and new delegates (including the age representation) in the delegation
    • Occupational spread of delegates
    • Preferential allocation of surplus vacancies to enterprises and areas with high membership

iv) The delegation will be decided no later than 4 months prior to Congress

In accordance with rule 59(2)(i) there is an expectation that congress delegates will consult with those they represent about any matter before Congress, and will do so prior to the closing date for amendments (2 months before Congress).

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10. OCCUPATIONAL PANELS

The DHB sector committee may, from time to time, establish occupational panels involving members and delegates from one occupation from DHBs or across sectors.  The role of these panels is to advise PSA on matters particularly pertaining to one occupational group or profession.  The panel may be set up by the sector committee to deal with one project or may exist on a continuing basis.  The panels exist at the discretion of the DHB sector committee, in consultation with any other affected sector committees.  The DHB sector committee (in consultation with any other affected sector committees) will establish the terms of reference for an occupational panel. The panels will mostly work by email and teleconferences.  Notwithstanding the provisions of this clause, should another sector committee request it a process for establishing a cluster (incorporating members and delegates from other sectors) under rule 73 may be initiated.

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11. REVIEW OF PROCEDURES

 

These procedures will be reviewed biennially by the sector committee after Congress but prior to the delegate election cycle.

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Procedural Contents:

  1. Purpose
  2. Enterprises in the sector
  3. Constituencies
  4. Election of Sector Committee Representatives
  5. Election of the sector co-convenors
  6. Quorum
  7. Working with Sector Māngai
  8. Decision making and working together
  9. Selecting sector delegates for congress
  10. Review of procedures

1. PURPOSE

The Kawanatanga a Rohe | local government sector committee is one part of the governance structures of the PSA. The committee is responsible for representing the interests of members via their elected delegates, within their sector in the governance of the union. The committee are accountable to those members and their elected delegates in exercising the powers and functions set out in rule 33. This includes engaging with those members and their elected delegates and keeping them updated on a regular basis.

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2. ENTERPRISES IN THE SECTOR

The sector committee may review the enterprises in the sector at any time. This will generally occur biennially at the end of the year prior to the national delegates’ congress, with any recommendations for change being passed on to the executive board by 31 December.

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3. CONSTITUENCIES

(a)   The constituencies of the Kawanatanga a Rohe | Local Government sector are represented on the sector committee according to the following geographical regions:

Where a region has more than one representative, at least one will be female. The election process for this is outlined below.

  • Auckland & Northland – 2 representatives
  • Waikato – 1 representative
  • Bay of Plenty – 1 representative
  • Gisborne, Hawke Bay, Manawatu-Wanganui & Taranaki – 1 representative
  • Wellington – 1 representative
  • Canterbury – 1 representative
  • Otago & Southland – 1 representative
  • West Coast, Tasman, Nelson & Marlborough – 1 representative

(b)   Te Rūnanga o Ngā Toa Āwhina – 4 sector māngai with 2 attending any one meeting.

(c)   Youth – 1 representative. The youth representative must be aged 35 or under and is not required to be a delegate provided they hold another leadership role in the sector, enterprise or network.

(d)   Pasefika – 1 representative. The sector Pasefika representative will be nominated and elected by the Vā Moana delegates within the sector.

(e)   Each region will develop a regional delegates’ network, with the aim of including a delegate from each of the enterprises where a delegate structure exists. Each region will aspire to be reflective of the gender make up of their region.

The regional delegates’ networks will allow the sector committee representative and gender equity representative if applicable to:

  • Report regularly on sector committee business to members and delegates in the constituency;
  • Develop and maintain a relationship with the PSA leadership in enterprises within the constituency;
  • Test ideas out and stimulate issues and trends impacting on the sector and the wider union;
  • Maintain current information on what is happening within the constituency and on broader union and PSA issues.
  • The regional delegates’ network should meet at least 3 times per year with at least one of those meetings being face to face.

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4. ELECTION OF SECTOR COMMITTEE REPRESENTATIVES

Sector committee representatives are elected by delegates within the sector in accordance with rule 5, the election principles of rule 9 and 5 and regulation 2.

The election will follow the process below:

(a)   An independent returning officer will be appointed by the sector committee to manage the election;

(b)   Notice of the election will be circulated to delegates by email, at least ten days prior to the closing date for nominations;

(c)   Nominations, on the recognised form, including a brief profile and election statement, shall be received by the returning officer no later than noon on the closing day of nominations;

(d)   There must be at least one female candidate standing for each region. Should no female candidates be nominated before the closing date, the closing date will be extended for 2 weeks for that region. After the 2 week period the normal election process will follow as below;

(e)   Details of the candidates in each constituency will be circulated to delegates in the constituency ten days prior to the election date;

(f)   Delegates will distribute information about the candidates to their members in time to get feedback on their preferences;

(g)   Where there is a contested election a secret ballot will be organised as follows: An election will be run via the PSA local government website page.

(h)   Candidates for geographical region constituencies outlined in 3(a) must be workplace delegates and in a leadership role. A “leadership role” is defined as “A delegate who is in an enterprise that is involved in an operational regional delegates’ network”.

(i)   Constituencies with two representatives must elect at least one woman as follows:

i) The highest polling candidate is elected (either female, male or gender diverse)

ii) If the highest polling candidate is not female, then the next position is given to the highest polling female candidate

iii) If the highest polling candidate is female, then the next position is given to the next highest polling candidate (either female, male or gender diverse).

(j)   The election for the youth representative will be facilitated by the PSAY Network

(k)   The election for the Pasefika representative will be facilitated by the Pasefika Network

(l)   Following the election, the returning officer, PSA staff responsible for supporting the committee and co-convenors will determine if the election outcome complies with Rule 5.

(m)   In the single-representative constituencies the highest polling candidates will be declared elected, unless the election outcome for the committee does not comply with Rule 5

(n)   If the election outcome does not comply with Rule 5, the following will apply in the single-representative constituencies: 

i) The returning officer, PSA staff responsible for supporting the committee (if a different person from the returning officer) and co-convenors note who the highest polling man and woman were in the single representative constituencies

ii) The sector committee can co-opt the next highest polling woman candidate, based on the percentage of votes they received, from within one of the single-representative constituencies

iii) If this results in a gender representative committee, the committee is confirmed

iv) If this does not result in a gender representative outcome then the returning officer, PSA staff responsible for supporting the committee (if a different person from the returning officer) and co-convenors would recommend which of the single representative constituencies will be represented by a man and which by a woman, drawn from a pool consisting of the highest polling man and highest polling woman in each of those constituencies.

v) The decision will be made against criteria, including the following:

    • The size of the gap between the highest polling woman and the highest polling man or the relative percentage of votes in each constituency
    • Which male representatives from which constituencies have stood aside in the past
    • The blend of experienced and newer delegates
    • Any other diversity or representative considerations.

vi) The recommendation of returning officer, PSA staff responsible for supporting the committee and co-convenors are subject to approval by the executive board.

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5. ELECTION OF THE SECTOR CO-CONVENORS

The co-convenors of the Kawanatanga a rohe | local government sector are elected by sector committee representatives present at a meeting of the committee held not more than 2 years following the election of the current sector convenor representing the sector on the board.

At least one of the co-convenors must be female.

(a)    The PSA staff responsible for supporting the committee will act as the independent returning officer to manage the election;

(b)    Notice of the election will be circulated to sector committee representatives five days prior to the closing date for nominations;

(c)     Nominations, on the recognised form, including a brief profile and election statement, shall be in the hands of the returning officer no later than noon on the day of closing;

(d)    Details of the candidates will be circulated to sector committee representatives five days prior to the closing date for the election;

(e)    Sector committee representatives will consult with delegates in their constituencies about which candidate to support;

(f)      Where there is a contested election a secret ballot will be held at the sector committee meeting;

(g)   Proxy votes may be allowed by decision of the committee.

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6. QUORUM

The quorum for the Kawanatanga a Rohe | local government sector is 50% of the committee members.

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7. WORKING WITH SECTOR MĀNGAI

(a)   The Kawanatanga a Rohe | local government sector committee is committed to the Te Tiriti o Waitangi principles of partnership, protection and participation in working with the Kawanatanga a Rohe | local government sector rūnanga and the sector māngai.

(b)   The Kawanatanga a Rohe | local government sector committee will assist sector māngai in the following matters:

i) Organisation of the sector hui;

ii) Encouraging Māori members and delegates in their constituencies to register as Māori, if they have not already done so;

iii) Working with the sector māngai on matters pertaining to Māori including but not limited to developing the bargaining strategy, communication/ method of consultation, reporting, delegate development, political engagement, and partnership opportunities.

iv) Provide feedback to the committee of Te Rūnanga o Ngā Toa Āwhina on the sector hui and Māori engagement.

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8. DECISION MAKING AND WORKING TOGETHER

The Kawanatanga a Rohe | local government sector committee is committed to working together constructively to achieve consensus in decision making. To achieve this we will manage our meetings according to the following principles:

  • Commencing and concluding our meetings with culturally appropriate rituals.
  • One person speaking at a time.
  • Listening to what the other person is saying.
  • Speaking in a respectful manner.
  • Respecting confidentiality when requested.
  • Working to agreed timeframes. 

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9. SELECTING SECTOR DELEGATES FOR CONGRESS

Delegates for congress for the Kawanatanga a Rohe | local government sector will be selected according to the following process:

(a)   Following advice on the number of delegates the sector has been allocated, the number of delegates per constituency will be decided

(b)   A call will be made for expressions of interest at least six months prior to Congress

(c)   The selection will be made by the sector committee according to the following criteria:

i) Gender representative in accordance with Rule 5 

ii) Whether the delegates have a leadership role in their enterprise;

iii) The ability of the candidates as attested by sector committee representatives or others;

iv) The gender equity in the delegation consistent with rule 5, including the sector committee;

v) The mix of experienced and new delegates (including the age representation) in the delegation.

(d)   The delegation will be decided no later than four months prior to Congress

In accordance with rule 60(2)(a) there is an expectation that congress delegates will consult with those they represent about any matter before congress, and will do so prior to the closing date for amendments (2 months before congress).

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10. REVIEW OF PROCEDURES

These procedures will be reviewed biennially by the sector committee prior to the delegate election cycle.

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Procedural Contents:

  1. Purpose
  2. Glossary
  3. Constituencies and Representation
  4. Election of Sector Representatives 
  5. Election of the sector co-convenors 
  6. Quorum
  7. Working with Sector Māngai
  8. Decision making and working together
  9. Selecting sector delegates for congress
  10. Review of procedures

1. PURPOSE

The Public Service Sector Committee is part of the governance structures of the PSA, responsible for representing the interests of members within their sectors in the governance of the union and are accountable to those members in exercising the powers and functions set out in rule 32.

This includes listening to those members and reporting to them on a regular basis. 

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2. GLOSSARY

  • A cluster and an enterprise are both constituencies as defined in the rules.
  • National delegates committee has the same meaning as an enterprise delegate committee as defined in the rules. The PSA Leadership Team of the Ministry of Social Development (PSALT) has the same meaning as an enterprise delegate committee as defined in the rules.
  • Enterprise means a Department, agency or ministry.
  • A cluster (in these procedures) means a grouping of departments, agencies or ministries brought together for the purpose of creating a constituency.

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3. CONSTITUENCIES AND REPRESENTATION

(a)   The constituencies of the Public Service Sector are represented on the Sector Committee as follows:

  • ONE Representative for each Enterprise with more than 1,000 members (clause 3b)
  • ONE representative for each Enterprise Cluster (clause 3c)
  • FOUR representatives of Te Rūnanga o Nga Toa Āwhina
  • TWO Rangatahi of Te Rūnanga o Nga Toa Āwhina
  • ONE representative of Women in the sector
  • ONE representative of Youth in the sector
  • ONE representative of Pasefika in the sector

The identification of enterprises with more than 1,000 members and the makeup of clusters will be reviewed by the sector committee biennially, prior to the due date of elections for sector representatives.

(b)   The following Enterprises have a minimum of 1,000 members, as of March 2021, and shall be entitled to one representative:

  • Department of Conservation
  • Department of Corrections
  • Ministry of Business, Innovation and Employment
  • Inland Revenue Department
  • Ministry of Justice
  • Ministry of Social Development
  • Ministry for Children - Oranga Tamariki
  • Ministry of Education
  • Ministry of Primary Industries

(c)   Enterprise Clusters. The following enterprises form into clusters and each cluster is entitled to one representative:

Cluster One
  • Department of Internal Affairs 
  • Parliamentary Services 
  • Office of the Clerk of the House of Representatives 
  • Parliamentary Counsel 
  • Department of Prime Minister and Cabinet 
  • Controller and Auditor General 
  • Public Services Commission– Te Kawa Mataaho
  • The Treasury
Cluster Two

 

  • New Zealand Defence Force 
  • New Zealand Customs Service 
  • Ministry of Foreign Affairs and Trade 
  • Government Communications Security Bureau 
  • New Zealand Police 
  • Ministry of Defence

 

Cluster Three
  • Ministry of Health 
  • Education Review Office 
  • Te Puni Kōkiri 
  • Ministry for the Environment 
  • Ministry of Culture and Heritage 
  • Ministry for Women 
  • Ministry for Pacific Peoples
Cluster Four
  • Statistics New Zealand 
  • Land Information New Zealand 
  • Ministry of Transport 
  • Crown Law 
  • Ministry of Housing and Urban Development

 

(d)   Māori

In accordance with rule 36(3)c the Sector Rūnanga have FOUR Māngai representatives with any TWO attending any one meeting.

The Sector Rūnanga also has TWO Rangatahi representatives, one of whom can attend any one sector meeting in an observer capacity – unless attending as proxy Māngai when the regular capacities of Māngai apply.

(e)   Women

There are minimum of TWO representatives specifically to represent women in the sector, with ONE attending any one meeting. 

(f)    Youth

There is ONE representative specifically to represent youth members in the sector, attending the meeting. 

(g)   Pasefika

There is ONE representative specifically to represent Pasefika members in the sector, attending the meeting.

(h)   Gender Balance

There is capacity for the Sector to co-opt a number of additional members in order to meet gender balance in representation as defined by PSA Rule 5.

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4. ELECTION OF SECTOR REPRESENTATIVES

Sector committee representatives are elected by delegates within the sector in accordance with rule 5, the election principles of rule 9 and regulation 2. The election will follow the process below:

(a)   Election of enterprise representatives - a candidate for an enterprise which has a delegate by rights under clause 3(b) of these procedures would normally be a national delegate and will be elected by the national delegates in that enterprise – through processes consistent with Rule 9 and Regulation 2.

(b)   An independent returning officer will be appointed by the sector committee to manage the election.

(c)   Notice of the election will be circulated to delegates by the PSA Staff Member responsible for the sector committee 14 days prior to the closing date for nominations.

(d)   Nominations, on the recognised form, including a brief profile and election statement, shall be in the hands of the returning officer no later than the closing date for nominations.

(e)   Details of the candidates in each constituency will be circulated to delegates in the constituency 10 days prior to the election date.

(f)   Delegates will distribute information about the candidates to their members in time to get feedback on their preferences.

(g) Election of cluster representatives 

i) A candidate for a cluster must be from an enterprise within the cluster.

ii) Only one candidate per enterprise may stand.

iii) A candidate for a cluster would normally be a national delegate, if the enterprise has a national delegate committee, and be supported by that committee.

iv) For enterprises without a national delegate committee, a candidate must be supported by the other delegates within the enterprise and have union leadership experience.

v) The representative will be elected by a majority decision with each enterprise within a cluster having one vote.

vi) Each enterprise national delegate committee, or enterprise delegates for those without a national delegates committee, will determine which delegate will vote on the enterprise behalf. Delegates who are exercising a vote on behalf of their enterprise in the election of a cluster representative are expected to reflect the views of their national delegate committees

(h)   Election of Sector Rūnanga representatives – Sector Mangai

The sector rūnanga representatives will be elected according to the procedures of Te Rūnanga o Nga Toa Āwhina.

(i)   Election of the Women’s Representatives

The Sector Women’s representatives will be elected from among women delegates in the sector in a leadership role in their enterprise or a PSA network. The election will be conducted in coordination with the PSA Women’s Network.

i) Only ONE candidate per enterprise may stand.

ii) A candidate for the women’s representative positions would normally be a national delegate, if the enterprise has a national delegate committee, and be supported by the women on that committee.

iii) For enterprises without a national delegate committee, a candidate must be supported by the other women delegates within the enterprise and have union leadership experience.

iv) The representative will be elected by a majority vote carried out in the following manner:

    • There will be one vote for each enterprise
    • The vote will be exercised by a woman delegate on behalf of the women in that enterprise
    • The women on each enterprise’s national delegate committee, or women enterprise delegates for those without a national delegates committee will determine which delegate will vote on the enterprise behalf and how that vote will be exercised.

(j) Election of Youth Representative

 The sector youth representative will be elected according to the process supplied by the PSA Youth Network - PSAY.

(k) Election of Sector Pasefika Representative

The sector Pasefika representative will be elected according to the procedures of the Pasefika Network. The sector Pasefika representative will be nominated and elected by the Vā Moana delegates within the sector. The election shall be facilitated by the Pasefika Network.

(l) Ensuring that gender equity is achieved by Sector Committee Representation

In accordance with the PSA Rule 5. the sector committee delegation will have women representatives consistent with the gender demographics of the membership they represent. In order to ensure that this rule is met by the committee, the process described in this clause will be followed after clauses A – K of this section have been completed, and only if the committee does not meet the representational requirements of PSA Rule 5

Following the election of enterprise cluster and other specified positions on the sector, the returning officer, the PSA Staff Member responsible for the Sector and Co-convenors will determine if the election outcome complies with rule 5.

If the election outcome does not comply with rule 5, the sector committee can co-opt sufficient numbers of the unelected female candidates as follows:

i) Co-opt first from enterprises, in different clusters, not otherwise represented on the sector committee

ii) Taking account of the current membership of the committee, the criteria for co-opting are:

    • The blend of experienced and newer delegates
    • Any other diversity or representative outcomes
    • Highest polling women based on the percentage of votes they received

If there are no unelected women candidates from which to co-opt, the committee can seek endorsed representatives from an unrepresented enterprise with the largest number of female members and repeat until compliance with rule 5 is achieved.

For the avoidance of doubt, all co-optees or endorsed representatives are full members of the committee.

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5. ELECTION OF THE SECTOR CO-CONVENORS

The Public Service sector committee representatives elect two co-convenors, at least one of whom shall be a woman, at a meeting of the committee held not more than two years following the election of the current sector convenor representing the sector on the executive board: 

(a)    The PSA Staff Member(s) responsible for the Sector Committee will act as the independent returning officer to manage the election.

(b)    Notice of the election will be circulated to sector committee representatives 14 days prior to the closing date for nominations.

(c)     Nominations, on the recognised form, including a brief profile and election statement, shall be received by the returning officer no later than 10 days prior to the election.

(d)    Details of the candidates will be circulated to delegates in the sector five days prior to the closing date for the election.

(e)    Sector committee representatives will consult with delegates in their constituencies about which candidate to support.

(f)      Where there is a contested election a secret ballot will be held. 

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6. QUORUM

(a)    The quorum for the Public Services sector is a minimum of 10 Delegates. Each sector representative will have a substitute (proxy).

(b)    A proxy delegate needs to have the support of the constituency represented.

(c)     At the time of electing a sector representative, the constituency may determine that the proxy will be the second-highest polling candidate for the sector representative position.

(d)    Proxies can attend the meetings in the absence of the sector representative with full participation and voting rights.

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7. WORKING WITH SECTOR MĀNGAI

The public service sector committee is committed to the Treaty principles of partnership, protection and participation in working with the public sector Rūnanga and the sector māngai.

The public service sector committee will assist sector māngai in the following matters:

(a)   Organisation of the sector hui

(b)   Encouraging Māori members and delegates in their constituencies to register as Māori, if they have not already done so

(c)   Working with the sector māngai on matters pertaining to Māori including but not limited to developing bargaining strategy, communication/method of consultation, reporting, delegate development, political engagement, and partnership opportunities.

(d)   Provide feedback to the committee of Te Rūnanga o Nga Toa Āwhina on the sector hui and Māori engagement.

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8. DECISION MAKING AND WORKING TOGETHER

The public service sector committee is committed to working together constructively to achieve consensus in decision making. To achieve this, we will manage our meetings according to the following principles:

  • Commencing and concluding our meetings with culturally appropriate rituals.
  • One person speaking at a time.
  • Listening to what the other person is saying.
  • Speaking in a respectful manner.
  • Respecting confidentiality when requested.
  • Working to agreed timeframes. 

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9. SELECTING SECTOR DELEGATES FOR CONGRESS

Delegates for congress for the public service sector will be selected according to the following process:

(a)   Following advice on the number of delegates the sector has been allocated, the number of delegates per constituency will be decided

(b)   A call will be made for expressions of interest at least six months prior to Congress

(c)   The selection will be made by the sector committee according to the following criteria:

i) Whether the delegates have a leadership role in their enterprise or a member of the Sector Committee

ii) The ability of the candidates as attested by sector committee representatives or others

iii) The gender equity in the delegation consistent with rule 5, including the sector committee

iv) Being reflective of the demographic mix of the sector (such as ethnicity)

v) The mix of experienced and new delegates (including the age representation) in the delegation

(d)   The delegation will be decided no later than four months prior to Congress

In accordance with rule 59(2)(i) there is an expectation that congress delegates will consult with those they represent about any matter before congress and will do so prior to the closing date for amendments (two months before congress).

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10. REVIEW OF PROCEDURES

These procedures will be reviewed biennially by the sector committee prior to the delegate election cycle.

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