CANDIDATE HANDBOOK 2019 Local Government Elections - Southern Health
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2019 Local Government Elections CANDIDATE HANDBOOK
Candidate Information for the 2019 Elections
Contents
Introduction 4 Candidate Profile Statements 13
Electoral Officer 4 Size and Format of Candidate Profile Statements 13
Role of Electoral Officer 4 Translations 13
Election Timetable 5 Candidate Photos 13
About Southern DHB 6 Format of Candidate Photos 14
Our Vision 6 Correctness of Profile Statements 14
Our Purpose 6 Candidate Interest Statements 14
Our Values 6 Campaigning, DHB Resources and Social Media 15
Southern Services 6 DHB Resources 15
Partnership with Iwi 6 Election Advertising and Authorisation on Campaign
Board Composition 6 Material 15
Board and Committee Meetings 7 Advertising Standards Code for Campaign Material 15
Members’ Remuneration 7 Campaign Expenditure Limits 15
Further Information 7 Return of electoral expenses 15
Health and Safety at Work Act 2015 8 SDHB’s Social Media Guidelines for Candidates 17
Electoral Rolls 8 Election Signage 18
SDHB Area Map 9 NZTA Guidelines for Managing Electioneering Signs on
State Highways 18
Candidate Eligibility 10
Scrutineers 19
Evidence of NZ Citizenship 10
Role of Scrutineers 19
Nominations 11
Appointment of Scrutineers 19
Completion of Nomination Paper 11
Declaration 19
Other Names 11
Information to be Supplied by Electoral Officer 20
Titles 11
Arrangements for Roll Scrutiny, Preliminary and Official
Resident in Area 11 Counts and any Recount 20
Standing in Other Elections 11 Restrictions on Scrutineers During Election and Poll
Affiliations 11 Processes 20
Submitting the Nomination Documents 11 Conduct of Scrutineer 21
Candidate Withdrawals 12 Offences 21
Candidate Details 12 Voting and Processing of Votes 22
Nomination Deposit 12 Order of Candidates on the Voting Papers 22
Special Voting 22
Early Processing of Returned Voting Papers 22
Election Results 23
Recounts and Petitions for Inquiry 23
Appendix 1 - Return of Electoral Donations And Expenses 24
Appendix 2 - Electoral Expenses & Donations 25
Disclaimer: Every effort has been made to ensure that the information contained in this booklet is accurate and consistent with the Local Electoral Act 2001
and its amendments and regulations and the New Zealand Public Health and Disability Act 2000. The Southern District Health Board takes no responsibility
for any errors or omissions. It is recommended that candidates obtain a full copy of the Act, which can be purchased from any Government Bookstore or
viewed on-line at www.legislation.govt.nz.
3
Candidate Information for the 2019 Elections
Introduction
This booklet has been prepared as a guide to assist potential Electoral Officer
candidates and others interested in election issues with Anthony Morton
information specific to the Southern District Health Board (SDHB)
election, and augments the general election information covered electionz.com Ltd
in the “District Health Board Elections 2019 – Information for PO Box 3138
candidates” booklet published by the Ministry of Health. Christchurch 8140
This booklet should be used as a guide only, and candidates or Phone: 0800 666 048
other persons requiring more detailed information should contact Email: sdhb@electionz.com
the Electoral Officer directly. No responsibility is taken for the
accuracy of information in this booklet or candidates failure to Role of Electoral Officer
comply with legislative requirements The role of the Electoral Officer (EO) is to conduct the election in
The MOH booklet can be viewed online at accordance with the legislation.
https://www.health.govt.nz/new-zealand-health-system/key- The EO has complete and final control over how the election is
health-sector-organisations-and-people/district-health-boards/ carried out. The EO is employed by SDHB and is accountable to
dhb-elections the Chief Executive (CE) of the Board, but does not take direction
Hard copies of the MOH booklet can be requested by emailing from the CE, or elected or appointed members.
postal address details to dhbappointments@moh.govt.nz. The EO is responsible for all staff, systems, resources, policies,
The Local Electoral Act 2001, and its regulations, is the presiding procedures and actions to ensure that the democratic process
legislation for local government elections. It covers all matters is carried out with utmost integrity, security and fairness for all
pertaining to the conduct of the elections including voting parties.
methods, voting systems, nomination requirements, electoral roll The conduct of local body elections is strictly regulated by
requirements, length of voting period and progressive processing legislation including:
period, candidate profiles, offences, and campaign expenditure
limits. The New Zealand Public Health and Disability Act 2000 and • Local Electoral Act 2001
the Crown Entities Act 2004 cover specific eligibility criteria for • Local Electoral Regulations 2001
DHB elections. All candidates should familiarise themselves with • Local Government Act 2002
those Acts and the information as set out in this document. • Sale and Supply of Alcohol Act 2012
Copies of the legislation are available from the Government • NZ Public Health and Disability Act 2000
Bookshop, or they can be viewed on the internet at
• Local Authorities (Members Interests) Act 1968
www.legislation.govt.nz
Specific duties of the EO as outlined in Section 15 of the Local
Electoral Act 2001 are:
• The compilation and certification of electoral rolls
• The publication of any public notice relating to elections and
polls
• Calling for and receiving nominations, candidate profile
statements and deposits
• Issuing and receiving of ordinary and special votes
• Processing and counting of votes
• Declaration of results
• Receiving and dealing with returns of electoral expenses.
Queries regarding the actions or performance of the
Electoral Officer for SDHB should be directed to Jeanette
Kloosterman, Board Secretary on (03) 476 9443 or
jeanette.kloosterman@southerndhb.govt.nz
4
Candidate Information for the 2019 Elections
Election Timetable
2019 Local Government Election Timetable
From 1 July (Monday) 2019 nomination documents available
From 17 July (Wednesday) Public notice of election – Otago Daily Times & Southland Times
19 July (Friday) Nominations open, electoral roll open for inspection
16 August (Friday) Nominations close at 12 noon, electoral roll closes
From 21 August (Wednesday) Further public notice of election – Otago Daily Times & Southland Times
By 23 August (Friday) EO receives final electoral roll data
16 September (Monday) EO compiles and certifies final electoral roll
20 September (Friday) Enrolment Services letter sent to electors on unpublished roll
Delivery of ordinary voting documents starts
20 September (Friday)
Ordinary and special voting opens
20 September to 12 October Voting period
11 October (Friday) Last day for appointment of scrutineers–by 12 noon
Election Day–voting closes at 12 noon
12 October 2019 (Saturday)
Progress results available as soon as practicable after close of voting
12 – 17 October Official count – process special votes
Final results announced
17 October to 27 October Public notice of official declaration of election result – Otago Daily Times & Southland
(as soon as practicable) Times
(or as soon as practicable thereafter)
Return of election expense declaration forms
By 18 December (Wednesday)
(55 days after date of declaration of results)
5
Candidate Information for the 2019 Elections
About Southern DHB
Southern DHB is responsible for planning, funding and providing As a ‘funder’ of health services, the DHB has contracts with a large
government-funded hospital and primary health and disability number of NGOs, including WellSouth Primary Health Network
services for the people of Southland and Otago. It employs (which has general practitioners and other health professionals
approximately 4,655 staff to deliver health services worth over under its umbrella) pharmacies, aged residential care providers,
$1 billion per annum to its population of approximately 326,280 and mental health service providers. The DHB also has funding
people spread over 62,356 square kilometres. contracts with the following hospitals, which are run by local trusts:
Clutha Health First (Balclutha), Dunstan Hospital (Clyde), Gore
Our Vision Hospital, Oamaru Hospital and Maniototo Hospital (Ranfurly).
Better health, better lives, whānau ora
Partnership with Iwi
Our Purpose Southern DHB and Māori have a shared role in implementing
health strategies for Māori. Murihiku and Araiteuru Rūnaka
To support everyone across our district to live well and access the
and Southern DHB have a collective Principles of Relationship
right care when they need it, by delivering high quality, patient-
agreement to provide the framework for ongoing relations
centred and equitable health services to our diverse communities.
between the DHB and Kā Rūnaka.
Kā Rūnaka is made up of a representative from each of the seven
Our Values
Rūnaka whose takiwā is in the Southern DHB:
Kind Manaakitanga • Te Rūnanga o Awarua
• Waihōpai Rūnaka
Looking after our people: we respect and support each other. • Ōraka Aparima Rūnaka
Our hospitality and kindness foster better care. • Hokonui Rūnaka
• Te Rūnanga o Ōtākou
Open Pono • Kāti Huirapa Rūnaka ki Puketeraki
• Te Rūnanga o Moeraki
Being sincere: we listen, hear and communicate openly and
honestly and with consideration for others. Treat people how
Board Composition
they would like to be treated.
The Southern DHB was formed on 1 May 2010 as the result of
the merger of the Southland and Otago DHBs. Its area is divided
Positive Whaiwhakaaro into two constituencies (Otago and Southland – see map below)
Best action: we are thoughtful, bring a positiive attitude and are and voting is constituency-wide. There are seven elected Board
always looking to do things better. members (four from Otago and three from Southland) and up to
four other Board members are appointed by the Minister of Health.
Community Whanaungatanga
As family: we are genuine, nurture and maintain relationships
to promote and build on all the strengths in our community.
Southern Services
Southern DHB is currently governed by a Commissioner,
supported by three Deputy Commissioners, who will remain in
office until elected Board members take office in December 2019.
While responsibility for Southern DHB’s overall performance
will rest with the Board, operational and management matters
are delegated to the Chief Executive, who is supported by an
Executive Leadership Team.
Southern DHB funds or provides a comprehensive range of
specialist, primary and community health services.
As an ‘owner’ of hospital and specialist services, the DHB directly
provides a significant share of the health services delivered in
Southland and Otago via its hospitals in Invercargill, Dunedin
and Queenstown. In 2017/18 it performed 13,219 elective
procedures and there were 84,110 presentations to its emergency
departments.
6Candidate Information for the 2019 Elections
Board and Committee Meetings Further Information
Board meetings are held monthly. Further information can be found on the Southern DHB website:
As required by the New Zealand Public Health and Disability Act www.southernhealth.nz
2000, the Southern DHB has three advisory committees to assist Key guiding documents for the DHB include:
the Board with its planning and decision-making, which generally • New Zealand Public Health and Disability Act 2000
meet bi-monthly. These are: the Community and Public Health (www.legislation.govt.nz)
Advisory Committee (CPHAC), the Disability Support Advisory
• Crown Entities Act 2004
Committee (DSAC) and the Hospital Advisory Committee (HAC).
(www.legislation.govt.nz)
The DSAC and CPHAC currently hold joint meetings.
• Public Finance Act 1989 (and subsequent amendment Acts)
Other committees established by the Board/Commissioner
(www.legislation.govt.nz)
include the Finance, Audit and Risk Committee (FAR Committee),
which meets monthly, and an Iwi Governance Committee (IGC) • New Zealand Health Strategy
which meets bi-monthly. (http://www.health.govt.nz/publication/new-zealand-health-
strategy)
The Commissioner and previous Board alternated meetings
between Invercargill and Dunedin, with occasional visits to other • New Zealand Disability Strategy
areas within the Southern district. This means that members need (https://www.odi.govt.nz/nz-disability-strategy/)
to be prepared to commit to being away from home for two days • Māori Health Strategy
some months. (http://www.health.govt.nz/publication/he-korowai-oranga-
maori-health-strategy)
Members’ Remuneration • Southern DHB’s Annual Plan
Board members are paid an annual fee for their service on the (www.southernhealth.nz/publications/southern-dhb-annual-
Board. The current fees set by the Minister of Health for the plan-201819)
Southern DHB are: • Southern DHB’s Annual Report
(www.southernhealth.nz/publications/20172018-southern-
Chair $52,500 dhb-annual-report)
Board Deputy Chair $31,875 • Southern DHB Governance Manual
(www.southernhealth.nz/about-us/about-southern-dhb/
Member $25,500 commissioner-team/governance-resources)
Guidelines for Southern DHB staff members considering standing
Statutory Advisory Chair $3,125 pr
for the Board can be found on the MIDAS app on the intranet.
Committees Member $2,500 pr
Notes:
pr – pro-rata payments are made if less than ten meetings are
attended in a year.
Statutory Advisory Committees – these are the Community
and Public Health Advisory Committee, the Hospital Advisory
Committee and the Disability Support Advisory Committee. In
addition the Minister of Health has given approval for fees to be
paid to members serving on audit, risk and finance committees.
Board Members may be required to attend other informal
committees, meetings, workshops, training events, public
consultation meetings or functions as part of their duties. This is
allowed for in the fee that members receive for sitting on the DHB
Board and no extra payments are permitted to be made for these.
Board members may claim reimbursement of actual and
reasonable travel and accommodation expenses for attendance at
Board and committee meetings.
7Candidate Information for the 2019 Elections
Health and Safety at Work Act 2015
The Health and Safety at Work Act 2015 (the Act) came into force Officers must ensure the business is meeting its health and safety
on 4 April 2016. responsibilities by exercising due diligence to ensure the business
For board members, the most significant implication is the understands and manages its key risks. To do this officers must
introduction of the role of officer and the requirement for officers take reasonable steps to:
to meet due diligence duties. - Keep up to date knowledge of health and safety
What is an officer and what do they need to do? - Understand the operations of the business
An officer is a person who holds a very senior leadership position, - Ensure and check that their business has appropriate
and has the ability to significantly influence the management of a resources and processes for health and safety.
business. For Southern DHB this includes board members and the Candidates should make themselves familiar with this new
Chief Executive Officer. legislation which can be viewed at www.legislation.govt
All board members will be briefed on their legislative
requirements as part of their induction process.
Electoral Rolls
Each territorial local authority (TLA) must compile a preliminary Hard copies of the preliminary electoral rolls covering the
electoral roll during July 2019. Those electoral rolls will include Southern DHB area may be purchased from the EO. A separate fee
residents entitled to vote for the Board of the DHB. Copies of for each roll will apply, based on the size of each roll.
the preliminary electoral roll for the election will be available for The final electoral roll is produced once the preliminary electoral
public inspection during normal office hours from Friday 19 July roll closes on 16 August 2019. The final electoral roll is the roll
2019 to 5pm Friday, 16 August 2019 at the main office of each used for issuing voting papers. Copies of those rolls may be
TLA. purchased as above.
Every parliamentary elector, except those listed on the Information contained on the electoral roll is not available from
unpublished electoral roll, will be included in the TLA electoral roll the electoral officer in an electronic form.
covering the elector’s residential address. Parliamentary electors
In limited circumstances, an electronic listing of resident electors
listed on the unpublished roll are not included in TLA electoral
is available from Electoral Services (provided the criteria of
rolls and must apply for a special vote if they wish to vote in
section 114 of the Electoral Act 1993 is met). An application form
the election. Enrolment Services (Electoral Commission) write
is required to be completed, and these are available upon request
to those listed on the unpublished rolls, informing them of the
direct from Electoral Services. The contact person is Ben Cline on
election and how to source special voting documents if required.
(04) 806 3560.
Any alterations to the electoral roll, should be made:
• by completing the appropriate form at any Post Shop or
• by telephoning 0800 ENROLNOW (0800 367656) or
• by accessing the Electoral Enrolment Centre website on
www.elections.org.nz.
8Candidate Information for the 2019 Elections
SDHB Area Map
9Candidate Information for the 2019 Elections
Candidate Eligibility
A candidate for SDHB elections must be: Notes:
1. Enrolled on a parliamentary electoral roll somewhere in New i. Any DHB candidate may also stand for other local authorities
Zealand; and e.g. council, regional council, licensing trusts etc. providing
2. A New Zealand citizen (either by birth or naturalisation they satisfy their eligibility requirements.
ceremony). [Section 25, Local Electoral Act 2001]. ii. Candidates are required to record on the nomination paper
Restrictions on candidates for SDHB elections: if they are standing for election in any other elections in New
a. A candidate may not stand for more than one DHB. Zealand.
b. A candidate cannot nominate themselves for office. iii. Candidates need not necessarily be a resident in the SDHB
area, but candidates are required to record on the nomination
c. A candidate cannot be a person listed under S30(2) of the paper if they reside in the election area or not.
Crown Entities Act 2004; namely:
iv. Section 60 of the Local Electoral Act 2001 states:
(a) a person who is an undischarged bankrupt:
If the Electoral Officer receives advice before the close of
(b) a person who is prohibited from being a director or nominations that a candidate is, or has become, incapable
promoter of, or being concerned or taking part in the under any Act of holding the office for which he or she is a
management of, an incorporated or unincorporated body candidate, that candidate’s nomination must be treated in all
under the Companies Act 1993, or the Financial Markets respects as if it had not been made.
Conduct Act 2013, or the Takeovers Act 1993:
(c) a person who is subject to a property order under the Evidence of NZ Citizenship
Protection of Personal and Property Rights Act 1988:
It is now a requirement of the nomination process that all
(d) a person in respect of whom a personal order has been candidates provide evidence of their NZ citizenship.
made under that Act that reflects adversely on the
person’s— This is to be provided at the time of candidate nomination.
Acceptable evidence includes a copy of NZ Passport, NZ birth
(i) competence to manage his or her own affairs in relation certificate, or NZ citizenship documentation.
to his or her property; or
(ii) capacity to make or to communicate decisions relating
to any particular aspect or aspects of his or her
personal care and welfare:
(e) a person who has been convicted of an offence punishable
by imprisonment for a term of 2 years or more, or who has
been sentenced to imprisonment for any other offence,
unless that person has obtained a pardon, served the
sentence, or otherwise suffered the penalty imposed on
the person:
(f) a member of Parliament:
(g) a person who is disqualified under another Act.
d. An employee of SDHB can stand for election as an DHB
member providing they meet the above eligibility criteria. It
is recommended that any SDHB employee intending to stand
for election discuss that intention with their manager prior to
submitting a nomination so that ways to manage any potential
conflicts of interest are discussed.
10Candidate Information for the 2019 Elections
Nominations
Nominations open on Friday 19 July 2019 and close at 12 noon on Affiliations
Friday 16 August 2019. The nomination paper provides for a party affiliation or other
Each candidate must be nominated on the official nomination designation.
paper available: Individual candidates not part of a political party may wish to
• By phoning the toll free number 0800 666 048 (during normal nominate their designation as “Independent” or leave as blank
office hours) (if left blank, nothing will show alongside the name on the voting
• By downloading from the Board’s web site paper).
www.southernhealth.nz A candidate requiring a specific party affiliation must have
• By email request from sdhb@electionz.com authority to adopt the affiliation from the party concerned (i.e.
a party letterhead or letter of consent are acceptable). This is a
Completion of Nomination Paper safety measure to avoid any illegal adoption of party affiliations.
Each nomination paper must have the consent of the candidate No party affiliation or other designation that is offensive in nature
and be nominated by two electors whose names appear on the or likely to confuse or mislead electors will be accepted.
electoral roll for the SDHB.
If a candidate is unable to sign the nomination paper (e.g. Submitting the Nomination Documents
absent overseas), a letter of consent signed by the candidate is Nomination documents for the 2019 SDHB triennial elections can
acceptable to attach to the nomination paper. be lodged by either:
Completed nomination forms will also be accepted by email • delivery to the Electoral Officer or Deputy Electoral Officer,
provided the nomination deposit payment (or evidence thereof) Dunedin City Council, 50 The Octagon, Dunedin.
is received in time. Dunedin City Council’s office hours for lodgement are: Mon –
Fri 8.30 am to 5.00 pm, except on 16 August when 12 noon is
Other Names the cut-off time for lodgement.
If a candidate is commonly known in the community by a slightly • Or by email to elections@dcc.govt.nz.
different name (e.g. Edward Smith is commonly known as Ted Note–All nomination documents must be submitted at the
Smith) and has been known by this name for at least the last six same time, i.e. nomination paper, evidence of NZ citizenship,
months (to the satisfaction of the Electoral Officer), the commonly candidate profile statement, candidate interest statement,
known name may appear on the voting paper. photo, and nomination deposit or evidence thereof. A
nomination will not be accepted if any components are missing.
Titles Once lodged, nomination papers are checked to ensure the
Titles (i.e. Dr, JP, Sir, Dame etc) are not permitted next to the candidate is eligible (name appears on a parliamentary roll) and
candidate’s names on the voting paper or profile statement, but the nominators are two electors whose names appear on the
can be included as part of the candidate’s 150 word profile text if electoral roll for the SDHB area. Formats of candidate profile
desired. statements (CPS) provided are also checked.
Should a nomination paper be lodged late in the nomination
Resident in Area period, and/or be incorrectly completed or ineligible nominators
A candidate must declare if they reside in the area of election or are provided, there may not be enough time to correct the
not. This is shown at the top of the profile statement but does not situation and the nomination paper could be invalidated. To avoid
count as part of the 150 word profile. this, candidates should ensure their nomination forms are lodged
in sufficient time to be checked and allow correction if necessary.
Standing in Other Elections
A candidate must declare if they are standing for any other
elections in New Zealand at these triennial elections. This is
shown at the top of the profile statement but does not count as
part of the 150 word profile.
11Candidate Information for the 2019 Elections
Candidate
Candidate Details Withdrawals
Confirmed candidate details will be made available from the DHB
A candidate can withdraw their nomination by application to
website. The details will be updated on a regular basis throughout
the Electoral Officer up to the close of nominations i.e. 12 noon,
the nomination period and will include at least the candidate
Friday 16 August 2019.
name and any affiliation claimed.
Candidates cannot strategically or politically withdraw their
As soon as possible after nominations have closed a file of
nomination once nominations have closed. Candidates may only
candidate contact details will be available for download from
withdraw after the close of nominations for medical reasons, i.e.
the DHB website. Candidates may be contacted by journalists,
incapacity.
advertisers, pollsters and other groups interested in election
matters. A medical certificate must be provided for a withdrawal notice to
be accepted by the electoral officer. An application can be made
by a candidate or an agent on their behalf.
Nomination Deposit
Each nomination paper lodged, requires a deposit of $200
(including GST). If an election is required the deposit is refunded
if the candidate polls greater than 25% of the lowest successful
candidate in the SDHB election. The deposit is also refunded if no
election is required.
Payment of the nomination deposit can be made by cash, EFTPOS
or online banking. However, should an online banking transaction
be dishonoured or declined, the nomination becomes invalid
as the deposit has not lawfully been made. If this occurs after
the close of nominations, then the nomination is invalid and the
candidate will be withdrawn.
Cheque payments of nomination deposits will not be accepted.
Details for the payment of the deposit by online banking are
shown on page 2 of the nomination form. If paying by online
banking, evidence of the transaction must be provided at the
time the nomination documents are submitted, i.e. a print out
of the transaction receipt. The nomination form also sets out the
reference and code details required for each online payment.
Nomination forms, with the deposit and the candidate profile
statement and photograph, can be sent to the Electoral Officer by
mail or e-mail, but should the papers be received by the Electoral
Officer or Deputy Electoral Officer after the close of nominations,
the nomination is invalid.
It is the responsibility of the candidate to ensure all nomination
documents are submitted together and that they are all
complete. The lodgement of nomination documents should not
be left to the last minute. Nominations close at 12 noon, Friday
16 August 2019.
12Candidate Information for the 2019 Elections
Candidate Profile Statements
The Local Electoral Act allows for candidate profile statements Any non-English candidate profile content must be supplied with
(CPS) of up to 150 words to be provided by each candidate with the following formatting:
the completed nomination form. If an election is required these • Font–Times New Roman (or Equivalent)
are then collated by the Electoral Officer and forwarded to
• Point Size–9 point size, 11 point line spacing
electors in a booklet with the voting papers.
• No special formatting of text – e.g. no bolding, no italics, no
Candidate profile statements must be provided electronically via
underlines, no quote marks, etc.
email or on a media device, in a MS Word document that has
been spell checked. As the Electoral Officer could receive dozens
of profiles, consistent format of delivery and content is required Translations
(refer to guidelines below). The following contact details are given for a translation company,
Candidate profile statements are governed by Sections 61 and 62 for those candidates who are unable to prepare the translation
of the Act. image themselves or do not know of anyone to do this for them:
If the nomination forms are being personally delivered, a hard Pacific International Translations (NZ) Ltd
copy of the typed profile must be provided at the same time. P O Box 8567
Hand written profiles will not be accepted. Symonds Street
Auckland
Size and Format of Candidate Profile Phone: 09 9135290
Statements Fax: 09 9135291
Candidate profile statements can be submitted in a range of Email: info@pactrans.co.nz
languages, but there must be an English version available–refer to The translation service will provide the translations in the above
the table below for the word limits. format to meet the requirements of the printer, the cost of which
The format requirements for profiles are: is to be met by the candidate.
The English text must be plain text, in paragraphs, with no special
formatting, i.e. Candidate Photos
• No bold, italic, underlining etc. features Candidates may also submit a recent (less than 6 months old)
photograph for inclusion with the candidate profile statement in
• No tabs
the booklet to accompany the voting papers. Photos should also
• No quote marks be provided electronically, on a media device as an attachment to
• No bullet points an email to the Electoral Officer.
The profiles will be loaded into software provided by the printer If hard copy photographs are provided, then two copies of each
that will automatically apply the required font, type size, line photo should be provided with the candidate’s name clearly
spacings etc. If there is no profile statement or photo from a printed on the rear of each photograph (Care needs to be taken
candidate, then “No Profile Statement and/or Photo provided.” when labelling hard copies of photos to ensure the photo image
text or similar will be printed in the profile book. is not damaged in the process). Photos will not be returned to
candidates.
Examples of CPS’s
A English = 150 words
B Māori = 150 words
C English + Māori = 300 words
(must be substantially consistent with each other)
D 1 Other Language (Non English / Māori) + English Translation OR Māori Translation = 150 words
E 2 Other Languages (Non English / Māori) + English Translation OR Māori Translation = 150 words
F 3 + Other Languages (Non English / Māori) + English Translation OR Māori Translation = 150 words
13Candidate Information for the 2019 Elections Format of Candidate Photos Candidate Interest Statements Candidate photos are to be a head and shoulders shot only, with While the choice to submit a candidate profile statement (CPS) nothing else in the photo, i.e. no hats, sunglasses, pets, external is optional for candidates, any DHB candidate must submit a objects or impediments, or other people. They should be in candidate interest statement (CIS). The CIS needs to disclose any colour. If necessary the EO will crop the photo accordingly but the conflicts of interest a candidate has with the DHB at the time onus is on the candidate to provide a photo of the candidate only of their nomination. Sample CIS wordings are listed in the MOH that complies with this format. Information for Candidates booklet. Electronic copies of photos should be scanned as a jpeg at a minimum of 600 dpi. Any queries regarding the format of photos and profiles are to be made to the EO. Note: The onus is on the candidate to ensure that all nomination documents including the profile and photo are submitted to the Electoral Officer by 12 noon, Friday 16 August 2019. Correctness of Profile Statements The candidate is responsible for ensuring that the candidate profile statement and candidate interest statement contains correct grammar, spelling, punctuation, etc. The Electoral Officer may make corrections to the statements without affecting content but accepts no responsibility to make any correction. The candidate should ensure the statement is correct when submitted and not expect any corrections to be applied. The Electoral Officer is not required to verify or investigate any information included in a candidate profile statement or candidate interest statement. The Electoral Officer will take no responsibility for the accuracy of the content. A disclaimer concerning the accuracy of the information contained in the statements will be published in the profile statement booklet. If the profile statement, candidate interest statement or photo does not comply with the legislative requirements, the Electoral Officer will as soon as practicable, return the statement to the candidate and specify his/her concerns and the reasons therefore. The candidate will then have up to three (3) days to submit an amended candidate profile statement to the Electoral Officer. A candidate is to be treated as having failed to provide a candidate profile statement, if the candidate fails to submit an amended candidate profile statement within the requested time frame, or submits an amended candidate profile statement that, in the opinion of the Electoral Officer, does not comply with the requirements. Where the Electoral Officer is not satisfied that the candidate profile statement complies and cannot reach agreement with the candidate within the period specified, but the candidate has submitted a suitable photograph, the Electoral Officer will act as if the written part of the statement was never received but still publish the photograph in the candidate profile booklet to be included with the voting paper sent to each elector, as well as a message to the effect that a statement was not supplied. 14
Candidate Information for the 2019 Elections
Campaigning, DHB Resources and
Social Media
Election campaigning can commence anytime but should cease by Advertising Standards Code for Campaign
the close of voting, i.e. 12 noon, Saturday 12 October 2019. Material
There are generally no rules around conduct of campaigning by Candidates are reminded to be socially responsible and truthful
candidates, although there are certain election offences, which with the content of their campaign material. Campaign
are detailed in the Local Electoral Act 2001. Please refer to them advertisements are subject to the Advertising Standards Authority
for your own protection. (ASA) Code. Wherever facts are quoted, the Code is strict that
No election material can contain: the facts must be correct, however, where a person holds a
• any untrue statement defamatory of any candidate and broad view or opinion, the Code allows them to do so. The ASA
calculated to influence the vote of any elector. settles disputes during elections within two to three days, and
• an imitation voting paper which has the names of the take complaints from electoral officers and the public. The usual
candidates with any direction or indication as to the candidate penalty for breaches of the code is for the advertising to be
a person should vote for, or in any way contains such direction removed.
or indication likely to influence the voter. N.B. The cost of framing to hold up an election sign is not an item
Voting papers should not be collected from electors by candidates of campaign expenditure.
or their assistants. Each elector is required by law to post or
deliver his or her own voting paper to the Electoral Officer or Campaign Expenditure Limits
official voting boxes located at the council offices, libraries etc Candidates have campaign expenditure limits and are required
within the within the SDHB area. to file an expenditure return with the Electoral Officer after the
election (see next section). The campaign limits are based on the
DHB Resources estimated 2018 populations of each constituency as sourced from
Candidates are not permitted to use SDHB resources for the Department of Statistics.
campaigning purposes. SDHB resources includes but are not Campaign expenditure is all expenses relating to the campaign
limited to SDHB’s logo and branding, website, facebook page, from the period 3 months before election day, i.e. all expenditure
twitter account, any forms of social media, computers, email, from 12 July 2019 to 12 October 2019, plus an apportionment of
mobile phones, faxes, stationery, photocopiers, printers, stamps, any campaign expenditure incurred prior to 12 July 2019.
cars, meeting rooms and venues (except those available for public The campaign expenditure limit (inclusive of GST) for the SDHB
hire). elections for 2019 is:
Election Advertising and Authorisation on Otago Constituency $60,000 (inclusive of GST)
Campaign Material Southland Constituency $55,000 (inclusive of GST)
Election advertising, using any media, including social media,
must identify the person under whose authority they have been Return of electoral expenses
produced, as per sections 113-115 of the Local Electoral Act 2001. Each candidate is required to keep a record of all campaign
This means that for posters, adverts, billboards, flyers, vehicle election expenses, and must furnish a return to the Electoral
signage, websites, Facebook pages etc, each advertising item Officer within 55 days of the election result being declared,
must have a sentence at the bottom saying that it is authorised estimated to be no later than Wednesday 18 December 2019.
by the candidate or agent, i.e. “Authorised by Joe Citizen, 20 Main The return of electoral expenses and electoral donations form once
St, Tinseltown.” This authorisation must be clearly visible on any returned becomes a public document and can be inspected by any
campaigning material including signs and billboards person for a period of 7 years after receipt. The Electoral Officer
Please note: a physical address must be provided in any is required to make the return and any supporting documents
authorisation text, i.e. it cannot be a PO Box, Private Bag or a available on the SDHB website for seven years.
rural delivery number. There must be a reasonable expectation A model election expenses return form is attached as Appendix 1.
that anyone wishing to discuss the advertising can do so with the The relevant sections of the Local Electoral Act 2001 on election
candidate or their agent at the address listed. The use of a DHB expenses is attached as Appendix 2.
property address is not permitted in the authorisation address.
Note:
1) Candidates are required to keep evidence of any election
expenses for amounts exceeding $200.
2) All candidates must submit a return of election expenses and
donations form even if no expenses have been incurred or
donations received.
15Candidate Information for the 2019 Elections
Candidate Expenses The following are not candidate donations:
Sec 104 of the Local Electoral Act lists the following definition of • volunteer labour
electoral expenses, in relation to a candidate at an election,— • goods or services provided free of charge to a candidate, or to
(a) Means expenses that are incurred by or on behalf of the any person on the candidate’s behalf that have a reasonable
candidate in respect of any electoral activity; and market value of $300 or less
(b) includes expenses that are incurred by or on behalf of the • money provided by the candidate for his or her own
candidate, before or after the applicable period before the campaign.
close of polling day, in respect of any electoral activity; and If a person or organisation gives or pays for goods or services that
(c) includes the reasonable market value of any materials applied would otherwise be candidate election expenses, the reasonable
in respect of any electoral activity that are given to the market value of those items, whatever their value, should be
candidate or that are provided to the candidate free of charge recorded as an election expense. If the reasonable market
or below reasonable market value; and value of the items exceeds $300 it should also be recorded as a
(d) includes the cost of any printing or postage in respect of any donation.
electoral activity, whether or not the expenses in respect of Donations made up of contributions
the printing or postage are incurred by or on behalf of the Donations to candidates can be made up of pooled funds
candidate; but contributed by more than one person (referred to in the Act as
(e) does not include the expenses of operating a vehicle on which donations funded from contributions). These types of donations
election advertising appears if that vehicle is used in good include, for example, campaign donations made through a
faith by the candidate as the candidate’s personal means of trust, or where there is a fundraising collection for a candidate’s
transport; and campaign (section 103A LEA). The total proceeds of a collection
(f) does not include expenses incurred by the candidate in are treated as a donation under the Act. The person who collects
preparing a candidate profile statement; and the money will normally be the donor. The individuals who
(g) does not include the labour of any person that is provided to contribute to the collection are contributors for the purposes
the candidate free of charge by that person; and of the Act. If an electoral donation, other than an anonymous
donation, is made up of contributions, the transmitter or donor
(h) does not include the cost of any framework (other than a
must tell the candidate:
commercial framework) that supports a hoarding on which an
advertisement is displayed. • the name and address of the donor
Note – the $200 nomination deposit fee is not an electoral • whether the donation is made up of contributions
expense. • the total amount of individual contributions of $1500 or less
Definition of electoral donation • in the case of individual contributions greater than $1500, the
name, address, and contribution of each contributor.
An electoral donation is a donation of money, goods or services
that is made for use in a candidate’s election campaign (section If the candidate knows, or has reasonable grounds to believe, that
103A LEA). Electoral donations and contributions to donations, the donor has failed to supply information about contributions,
of more than $1500 incl. GST are required to be declared in the whole donation must be returned to the donor.
the candidate’s return of donations and expenses. A series of Transmitted donations
donations made by one person that adds up to more than $1500 A donation can be made either directly by the donor to the
must also be declared. An electoral donation includes: candidate or indirectly by a transmitter who transmits a donation
• where a candidate is provided with goods or services free of to the candidate on someone else’s behalf, for example via
charge that have a reasonable market value greater than $300 a lawyer’s trust fund. Any person who receives a candidate
• where a candidate is provided with discounted goods or donation on the candidate’s behalf must transmit it to the
services and the reasonable market value of the goods or candidate within 10 working days. When transmitting a donation,
services is greater than $300, the difference between the the transmitter must tell the candidate:
contract or agreed price and the reasonable market value of • that the donation is being transmitted on behalf of a donor
those goods and services is a donation • the name and address of the donor
• where a candidate sells over-valued goods or services, the • whether the donation is made up of contributions
difference between the price paid and the reasonable market
value is a donation, for example a fundraising auction or • the total amount of contributions of $1500 or less
dinner. • in the case of contributions greater than $1500, the name,
address, and contribution of each contributor.
16Candidate Information for the 2019 Elections
Where a transmitter does not disclose the name and address a statement saying that all content/images on your social
of the donor, the donation must be treated as an anonymous media channel are authorised by you or your agent. You must
donation (see below). include a physical address in the authorisation statement (not
a PO Box, private bag or rural number), and you must not use
Anonymous donations
any address owned or operated by the SDHB.
Candidates are not permitted to retain anonymous donations
• The DHB’s social media accounts (listed below), including
exceeding $1500. An anonymous donation is a donation made
but not limited to Facebook, Twitter, Instagram, LinkedIn
in such a way that the candidate who receives the donation
and Neighbourly, are not permitted to be used as a
does not know the identity of the donor and could not, in the
communications channel by anyone (candidates or members
circumstances, reasonably be expected to know the identity
of the public) for promotion, electioneering or campaigning.
of the donor (section 103A LEA). If a candidate receives an
This also applies to all social media accounts owned by DHB-
anonymous donation greater than $1500, he or she may retain
controlled organisations.
$1500 of that donation. The balance of the donation must, within
20 working days of receipt, be paid to the electoral officer for • The DHB’s social media accounts are constantly monitored
payment into the general fund of the local authority. and any campaign related or electioneering content will be
removed immediately.
Applicable period for donations
• If SDHB already follows your public social media accounts,
There is no provision within the Local Electoral Act 2001 or please note you will be unfollowed 3 months prior to the
it’s regulations specifying a period for recording or declaring election date. This protocol is in line with the Local Electoral
donations. On that basis, all qualifying donations contributed for Act 2001.
use in a candidate’s election campaign for the 2019 triennial local
• Any social media post – positive or negative – made by any
body elections should be recorded and included in the candidate’s
individual specifically relating to their own – or someone else’s
return of election expenses and donations.
– nomination, intention to run for DHB, or election campaign,
will be removed immediately.
SDHB’s Social Media Guidelines for • Candidates cannot reply to the DHB’s social media posts or
Candidates share with a comment encouraging people to like or follow
Candidates must comply with the following guidelines for web their own social media accounts or any other electioneering
and social media use and presence related to campaigning. tool. Any posts that do this will be removed immediately.
Things to be aware of: • Candidates must not link their own social media accounts (if
• During the lead up to elections, the Commissioner and Deputy they are used for campaigning purposes) to the DHB’s social
Commissioners may be used in social media posts where it is media accounts.
appropriate and is considered ‘business as usual’ to use them. • Candidates cannot rate, review, check-in or tag the DHB’s
This may be in images or quotes. social media channels.
• Election advertising, using any media, including social media, • The DHB’s social media accounts will remain neutral. SDHB
must identify the person under whose authority they have will promote elections and the importance of voting but will
been produced, as per sections 113-115 of the Local Electoral not associate these posts with any candidates.
Act 2001. This means in your profile photo/bio, you must have For the sake of clarity, SDHB’s web and social media channels are:
Website https://www.southernhealth.nz/
@southerndhb
Facebook
https://www.facebook.com/southerndhb/
Twitter @southernDHB
Instagram @southerndhb
Linkedin https://nz.linkedin.com/company/southern-district-health-board-new-zealand
17Candidate Information for the 2019 Elections
Election Signage
Election signs are hoardings, posters, signs advertising on vehicles 1.4 For safety reasons, vehicle mounted signs situated on state
etc that are used to display information relating to the election highway reserves are not permitted.
of candidates and/or choice of a political party and/or the 1.5 To minimise staff involvement, NZTA shall:
promotion of issues relating to a referendum.
• act quickly on inquiries from political parties and the
Each territorial local authority within the SDHB area will have public;
their own rules or by-laws covering election signage and
• instruct network consultants to inspect all state highway’s
candidates wishing to campaign via this medium should contact
for compliance every 7 to 10 days;
each relevant territorial local authority for their specific signage
requirements directly. Additionally, the New Zealand Transport • phone/fax the parties/candidates where there is non
Agency (NZTA) will have separate signage requirements for compliance, requesting action/removal within 48 hours;
advertising material placed on or adjacent State Highways. and
Generally, for safety reasons, election signage is not allowed on or • instruct consultants to remove the signs if there is no
alongside State Highways. action after 48 hours.
Note: The cost of framing to hold up an election sign is now not 1.6 Where any sign is erected without NZTA approval in an
an item of campaign expenditure. obviously unsafe location it must be removed immediately
and stored undamaged. The party must then be advised of
NZTA Guidelines for Managing the storage location for retrieval at a fee of $50 to cover NZTA
costs.
Electioneering Signs on State Highways
2. On property adjoining rural state highways and on urban state
The guideline objectives are to minimise the potential for road
highway reserves and adjoining property [local authorities to
crashes arising from drivers being distracted by indiscriminate
manage] (where urban areas relate to state highway’s with
installation of electioneering signs and to ensure consistency of
speed limits of 70 km/h or less).
application of NZTA policy on such signs with minimal involvement
by NZTA. 2.1 NZTA shall refer all applicants/parties to the appropriate local
authority.
1. On Rural State Highway Reserves [NZTA to Manage]
2.2 Although it is expected that local authorities will administer
1.1 Signs should generally be located off state highway reserves.
their own controls in terms of district plans, NZTA should
In exceptional circumstances only, signs may be erected within
make known its views that any signs should meet the NZTA
the state highway reserve with the written approval of state
policy requirements set out in paragraphs 1.3 and 1.4 above.
highway managers.
2.3 Beyond appropriate liaison with local authorities to convey
1.2 For the exceptional circumstance to apply, the applicant must
the above policy, NZTA shall have no other involvement with
be able to demonstrate that all other options have been
signs in these areas.
exhausted and that there is no other appropriate safe location
for the sign.
1.3 Signs must:
• not be reflectorised;
• be located generally giving consideration to visibility and
traffic safety;
• not be on or adjacent to motorways;
• not be erected in a manner that will create distraction or
danger to road users; and
• not imitate any official traffic signs.
18Candidate Information for the 2019 Elections
Scrutineers
Role of Scrutineers Appointment of Scrutineers
• The Local Electoral Act 2001 (LEA) and the Local Electoral • For a local authority election a candidate may appoint one or
Regulations 2001 (LER) do not specify in detail the role of more scrutineers (Section 66 LEA).
scrutineers. However, the general role of scrutineers is to • In relation to a local authority poll, 10 or more electors, who
oversee and observe certain election or poll procedures to are either in favour of or opposed to the proposal being
ensure they are undertaken fairly and that votes are counted polled, may appoint 1 or more scrutineers (Section 67 LEA).
consistently and accurately.
• Every scrutineer appointed under Sections 66 or 67 of the Act
• The election or poll procedures which scrutineers are must be appointed in writing (a model letter of appointment is
statutorily permitted to oversee and observe are: contained in the back of this section).
• Scrutineering of Roll (Sections 81 and 83 LEA and Clause • An appointment as scrutineer is not valid unless a copy of the
55 LER). This involves comparing the rolls used at the notice of appointment is delivered by the candidate or the
election or poll upon which there is recorded the fact that 10 electors to the electoral officer. The electoral officer must
an elector has voted. The objective is to establish any dual receive this notice not less than 24 hours before the close of
voting which is disallowed. the voting period. The deadline is Friday 11 October 2019 in
• Preliminary and Official Counts (Section 84 LEA, and the case of this year’s local authority elections (Section 68(1)
Clauses 59, 60 and 62 LER). The preliminary count involves LEA). It is suggested that a scrutineer should always carry a
the first count of votes immediately following close of copy of this notice when undertaking scrutineering duties.
voting. The outcome is the preliminary result announced • Section 68(3) of the Act contains three restrictions on who
on polling day. The official count follows the preliminary may be appointed a scrutineer. No person can be a scrutineer
count and includes any remaining special votes. It can if they are:
commence on polling day and due to special voting issues
• a candidate in the elections; or
is usually completed on the Monday or Tuesday following
polling day. • a member or employee of any local authority or
community board for whom the election or poll is being
Note: With electronic processing, the count processes
held; or
are computerised tasks undertaken once required
reconciliations have been completed. Both counts • under 18 years of age.
(preliminary and official) are likely to take several minutes
to complete. Declaration
• Recount (Section 91 LEA). A recount takes place on the • No person appointed as a scrutineer can carry out
order of a district court judge following an application scrutineering duties until he or she has completed a
from a candidate. When required, it involves a recount of declaration (Section 14(2) LEA and Clause 91 LER).
the relevant voting documents. • The key obligations for a scrutineer arising from the
• In observing the processes above, it is lawful for a scrutineer declaration is that he or she:
to pass on information to any person of the names of persons • will well and truly serve in the office of scrutineer; and
who have voted (Section 68 LEA). The passing on of any
• will not directly or indirectly disclose any fact coming to his
other information is not permitted – see offences later in this
or her knowledge at the election or poll that he or she is
booklet.
required by the Act not to disclose.
• Given that the practice has been for all local authority
• A person appointed as a scrutineer must report to the
elections to be conducted by postal voting and not by booth
electoral officer or deputy electoral officer on the first day
voting as per parliamentary elections, scrutineers are less
on which he or she is to undertake any scrutineering duty
involved in the local elections process than for parliamentary
to complete the required declaration. Upon completing
elections.
the declaration, the scrutineer will be given a ‘scrutineer’
• Scrutineers are not entitled or empowered to interfere nametag. This nametag must be returned to the electoral
with the conduct of an election or poll or raise questions officer when the scrutineer leaves the premises where he or
of procedure or law with electoral officials. If a scrutineer she is acting as a scrutineer.
believes that electoral procedures are not being followed, he
or she should draw the matter to the attention of the electoral
officer.
19Candidate Information for the 2019 Elections
Information to be Supplied by Electoral Restrictions on Scrutineers During Election
Officer and Poll Processes
• As soon as practicable following the appointment of a • Pursuant to Section 80 of the Act, the EO will process voting
scrutineer, the electoral officer will advise that person of: documents during the voting period. Scrutineers are prohibited
• arrangements for the election or poll process that he or under Section 81 of the Act from being present during the
she has been appointed for early processing of voting documents. Early processing of
voting documents does not involve counting or totalling votes
• what restrictions apply to scrutineers; and
for any candidate for election or for or against any proposal
• how that person is expected to conduct themselves. in a poll. Counting of votes can only commence for the
preliminary count after the close of voting i.e. after 12 noon,
Arrangements for Roll Scrutiny, Preliminary Saturday 12 October 2019.
and Official Counts and any Recount • It is permissible for a candidate in the case of an election, and
• The electoral officer will advise the scrutineer: for 10 electors in the case of a poll, to appoint more than one
scrutineer. However, only one scrutineer for any candidate
• where he or she should go, and at what time, to complete
can be present at the same place to undertake scrutineering
the required declaration before any scrutineering duties
duties.
can be undertaken
• It is permissible for scrutineers at any time to leave and return
• when and where any planned briefing of candidates and
to the undertaking of the roll scrutiny, and after close of
scrutineers about election processes is to be held
voting, the preliminary and official counts. Upon returning to
• when and where any planned briefing of electoral officials the process, a scrutineer has no power or right to expect the
about the election or poll process is to be held electoral officer to go back for his or her benefit and repeat
• where the scrutiny of the roll will be conducted (address the activities in relation to voting documents that were dealt
and office) with in his or her absence. The same practice will apply if
• what days and time that the scrutiny of the roll will take a scrutineer is late for the commencement of any of these
place processes.
• that the preliminary count of voting documents will
commence at 12 noon on Saturday 12 October 2019
• when and where the official count will commence and
take place and on what days it will extend over if there are
special votes to clear with the Registrar of Electors
• on how the preliminary and official counts will be
undertaken – manually or electronically
• if a recount has been ordered by a district court judge,
where and when that recount will take place
• that no remuneration will be paid to any scrutineer by the
local authority for the undertaking of scrutineering duties.
Candidates should note that all vote processing will be carried
out in Christchurch and that if they wish to appoint scrutineers all
costs thereof are to be met by the candidate.
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