NEW ZEALAND GAZETTE, No. 9 — 30 JANUARY 2017

record that a member has leave of absence for that meeting, but not the length of the leave.

Apologies

1.12.4 A member who does not have leave of absence may tender an apology where they will be absent from all or part of a meeting. The chairperson must invite apologies at the beginning of each meeting, including apologies for lateness and early departure. The meeting may accept or decline any apologies. Where a member’s apology is accepted, it will constitute a grant of leave of absence for that meeting.

Recording Apologies

1.12.5 The minutes will record any apologies tendered before or during the meeting, including whether they were accepted or declined, and the time of arrival and departure of all members.

Absence Without Leave

1.12.6 Where a member is absent, without leave of absence from four consecutive meetings of the council (other than extraordinary meetings), then the office held by the member will become vacant. A vacancy created in this way is treated as an extraordinary vacancy.

[cl. 5, Schedule 7, LGA]

1.13 Conflict of Interest

1.13.1 Every member present at a meeting must declare any direct or indirect conflict of interest that they hold in any matter being discussed at the meeting, other than an interest that they hold in common with the public.

[OAG Managing conflicts of interest: Guidance for public entities, June 2007, p. 20–21]

1.13.2 When a conflict of interest arises in respect of a matter, the affected member will:

i. not vote on issues related to the matter;

ii. not discuss the matter with other members;

iii. conform to the majority view of other members present as to whether to be excluded from discussions regarding the matter and/or leave the room when the matter is discussed; and

iv. not, subject to the discretion of the Chairperson, receive further papers or other information related to the matter.

1.13.3 Where a member can be shown to have a conflict of interest or a potential conflict of interest, the council (excluding the affected member) will determine an appropriate course of action, which may include the following:

a. applying some or all of the actions applied to a member with a conflict of interest (set out in 1.13.2 i) – iv) above); or

b. providing a written explanation outlining why there is no legal conflict of interest that can be made available to all Fish and Game Councils, licence holders and other interested parties.

[OAG Managing conflicts of interest: Guidance for public entities, June 2007, p. 29–30]

1.13.4 The conflicted member will be given the opportunity to be heard by the council on the points raised and the member’s submissions will be taken into consideration by the council.

1.13.5 The minutes must record the declaration and member’s subsequent abstention from discussion and voting.

2. Pre-meeting

2.1 Giving Notice

Notice for Members

2.1.1 The Chief Executive must give notice in writing to each member of the council or its committees of the time and place of any meeting.

2.1.2 Notice must be given at least 14 days before the meeting, unless the council or committee has adopted a schedule of meetings, in which case notice must be given at least 14 days before the first meeting on the schedule.

Meeting Schedules

2.1.3 Where the council or committee adopts a meeting schedule:

a. the schedule may cover any period that the council considers appropriate;

b. the schedule may be amended; and

c. notification of the schedule, or an amendment to it, will constitute notification of every meeting on the