Now that we are entering the Christmas period, it is appropriate to remind staff about the Council’s procedures on receiving gifts and hospitality.
What is it?
From time to time, individuals or organisations will attempt to offer gifts and hospitality to individual officers or the council as whole. This can range from low value items such as food and drink, to high value such as attendance to sports or entertainment events, or electronic items.
In some industries this is seen as normal practice. The offer of such gifts is not automatically linked to an attempt to influence decisions or actions, and can just be a genuine appreciation of the service received and a way of expressing gratitude.
However, as a public service the Council and staff must be seen to be transparent in all dealings and not to appear to show favouritism to others based on the acceptance of such items.
It is therefore important that the Council has a process for dealing with these situations. This Council’s policy is contained within the Council’s Code of Conduct.
Why should I declare?
It is a criminal offence for staff to corruptly receive any gift, loan, fee, reward or advantage for doing, or not doing anything, or showing favour, or disfavour, to any person in their official capacity. The acceptance of gifts and hospitality (including sponsorship of a local government activity) must be treated with extreme caution.
It is therefore essential that you report any offer of gifts and hospitality, to avoid any suspicion falling on you at a later date.
Should I accept a gift / hospitality?
The receipt of minor articles, for example, diaries and calendars will not be regarded as the acceptance of a gift, although employees should not accept significant personal gifts from contractors and outside suppliers. Offers of hospitality and invitations should be accepted only if there is a genuine need to impart information or represent the local authority, recognising there are times where to attend a social or sporting event where the Council should be seen to be represented as part of the life of the community
Many will receive small ‘token’ gifts from contractors, partners or other organisations, such as a box of chocolates. There are no hard and fast rules about accepting such gifts; however, you must be conscious about how receipt may be perceived, for example, if it is linked to a current planning application or property issues, it may be wiser not to accept the gift.
As a general rule, any gift that can reasonably be valued at under £10 can be accepted and does not need to be declared.
If a gift has been delivered to council premises and its return is impractical (i.e. size or perishable items), please discuss alternative arrangements with your business manager (and Executive Head if the value is high), such as sharing with team members, or donating to charity, or donate to a local food bank.
What should I declare?
Any offer of gift or hospitality, whether accepted or refused, valued at over £10 must be declared.
Any offer of gift or hospitality valued at under £10, where acceptance could appear to be favouritism or affect an official decision, must be declared.
Who do I declare to?
You should declare to your business manager. If, for whatever reason, this is not appropriate, you should declare to your Executive Head.
What will happen?
Your manager will decide whether the gift can be accepted and advise you of what action to take.
If appropriate, your manager will notify the Democratic Services Team who will record it in the Corporate Register of Gifts and Hospitality.
When should I declare?
You should report the offer as soon as practicably possible.