10.1.1. Code of Conduct

Contents

1. Introduction. 3
2. Purpose. 3
3. Scope. 3
4. Our values. 3
5. Standards of conduct (what we expect). 4
6. Conflicts of interest. 4
7. Gifts, koha, and hospitality. 5
8. Confidentiality, privacy, and information security. 5
9. Use of Trust resources, property, and systems. 5
10. Health, safety, and wellbeing. 6
11. Alcohol, smoking/vaping, and drugs. 6
12. Speak up: reporting concerns, incidents, and wrongdoing. 6
13. Communications and social media. 6
14. Professional boundaries and relationships. 7
15. Breaches of this Code (what happens). 7
16. Review and continuous improvement. 7
17. Acknowledgement. 7

1.  Introduction

The way we conduct ourselves influences the reputation, relationships, and effectiveness of Mauao Trust, our iwi people and wider community. This Code of Conduct sets clear expectations so that we act with integrity, uphold tikanga and kawa where relevant, and provide a safe, respectful, and professional environment for staff, volunteers, partners, mana whenua, visitors, and the wider community.

2.  Purpose

This Code of Conduct:

• defines the standards of behaviour expected when working for, with, or representing Mauao Trust
• supports consistent, fair decision-making and a positive workplace culture
• helps us meet our legal, contractual, and health and safety obligations
• provides guidance for managing risks such as conflicts of interest, privacy, and unacceptable conduct

3.  Scope

This Code applies to all kaimahi, kaitūao, contractors, and any person acting on behalf of Mauao Trust. It applies in the workplace, at Trust events, while travelling for work, in online environments, and at any time you may be reasonably perceived as representing the Trust.

4.  Our values

Our culture is shaped by our responsibilities to Mauao, to our iwi people and wider community. We aim to work in ways that are consistent with our values and, where applicable, the tikanga and kawa of mana whenua.

4.1.        Vision

Kia toitū te mauri, te mana me te hauora o te maunga tapu a Mauao – Mauao standing strong, proud and in good health.

4.2.        Mission

Kia toitū te mana o ngā iwi o Ngāi Te Rangi, Ngāti Ranginui, Ngāti Pūkenga me Waitaha-ā-Hei me ō rātou hapū i runga o Mauao.

4.3.        Values

• Rangatiratanga – The ethic of chieftainship expressed in the ownership arrangement for the historic reserve.
• Mauri – Putting in place systems, processes and programmes to restore and enhance the life-giving force of the mountain physically, spiritually and mentally.
• Kaitiakitanga – Dedicated people to look after day-to-day activities on the maunga; promoting mātauranga in all projects; pursuing opportunities for whānau to be actively involved in the care of Mauao.
• Mana – Recognition and provision for control and decision-making powers for the management of the maunga.

5. Standards of conduct (what we expect)

5.1 Act lawfully and with integrity

• Comply with all applicable laws, regulations, and Trust policies and procedures.
• Be honest and accurate in records, reporting, timesheets, claims, and communications.
• Use Trust authority responsibly and only within your delegated limits.
• Do not engage in fraud, theft, bribery, or corrupt behaviour.
• Avoid actions that could reasonably harm the Trust’s reputation or relationships with iwi, funders, partners, or the public.

5.2 Be respectful, inclusive, and culturally safe

• Treat everyone fairly and with respect, protecting their dignity, privacy, and cultural backgrounds.
• Follow reasonable tikanga and kawa instructions relevant to your role, location, or event (e.g., pōwhiri/mihi, appropriate behaviour on marae or at waahi tapu).
• Use language and behaviour that supports a safe, inclusive workplace (no discrimination, intimidation, or hostile conduct).
• Listen, communicate clearly, and address issues early and constructively.

5.3 Bullying, harassment, and violence are not tolerated

Mauao Trust does not tolerate bullying, harassment (including sexual harassment), threats, or violence. This includes repeated unreasonable behaviour, unwanted sexual attention, racist or sexist comments, humiliation, intimidation, or any behaviour that creates a hostile environment. Concerns must be reported promptly (see Section 12).

5.4 Professionalism, performance, and teamwork

• Be reliable and prepared; meet agreed hours, deadlines, and commitments.
• Do your role with care and competence and ask for support when needed.
• Support colleagues and contribute to a positive team environment.
• Raise problems early and propose solutions.
• Respect management decisions and use appropriate channels if you disagree.

6. Conflicts of interest

A conflict of interest occurs when personal, whānau, financial, or other interests could influence (or appear to influence) your work decisions. Conflicts can be actual, potential, or perceived.

• Disclose conflicts as soon as you become aware of them (to your manager or the General Manager).
• Do not take part in decisions, procurement, contracting, recruitment, or funding recommendations where you have a conflict unless an agreed management plan is in place.
• Keep a record of declared conflicts as required by the Trust.
• If unsure, disclose and seek guidance.

7. Gifts, koha, and hospitality

Gifts, koha, and hospitality must never be used to influence, reward, or secure improper advantage. We recognise that koha may be appropriate in cultural contexts; however, transparency is essential.

• Do not solicit gifts or benefits.
• Do not accept gifts or hospitality that could reasonably be seen as creating an obligation or affecting impartiality.
• Declare and record any gift/koha/hospitality offered or received where required by the Trust (or where you are unsure).
• If a gift cannot be respectfully declined, discuss with your manager how it will be handled (e.g., shared, donated, or returned where appropriate).
• Any gifts purchased with Trust funds must be pre-approved and properly receipted.

8. Confidentiality, privacy, and information security

• Protect confidential information about the Trust, iwi relationships, staff, contractors, partners, funders, and the public.
• Collect, use, store, and share personal information only for legitimate work purposes and in line with the Privacy Act 2020 and Trust procedures.
• Access information only when you need it for your role; do not browse or share information out of curiosity.
• Keep devices, passwords, and records secure; do not share passwords.
• Report suspected privacy breaches, lost devices, or unauthorised disclosures immediately (see Section 12).

9. Use of Trust resources, property, and systems

• Use Trust equipment, vehicles, materials, and funds responsibly and primarily for approved work purposes.
• Only make purchases, commitments, or representations on behalf of the Trust when authorised.
• Keep accurate records (including receipts and logs) as required.
• Protect Trust property from loss, damage, and misuse and report any damage or theft promptly.
• Intellectual property and work products created in the course of your duties belong to the Trust unless otherwise agreed in writing.

10. Health, safety, and wellbeing

• Take reasonable care for your own health and safety and the health and safety of others who may be affected by your actions.
• Follow all health and safety procedures, training, and reasonable instructions, including use of PPE where required.
• Promptly report incidents, near misses, hazards, and unsafe conditions.
• If you believe work is unsafe, stop and seek guidance; you are expected to speak up.
• Support a culture of wellbeing, including managing fatigue and taking breaks.

11. Alcohol, smoking/vaping, and drugs

• Alcohol: You must not be impaired during work hours. Alcohol at Trust workplaces or events must be approved by management and managed responsibly. Do not drink and drive or drink before undertaking safety-critical work.
• Smoking/vaping: Mauao Trust supports a smokefree workplace. Do not smoke or vape in Trust workplaces, vehicles, or while representing the Trust. Where relevant, follow site-specific smokefree rules.
• Drugs: No illegal drugs are to be used, possessed, or supplied in any Trust context. If prescription medication may affect your ability to work safely, advise your manager and do not undertake safety-critical duties if impaired.
• Support: If you need help with addiction, you are encouraged to seek support early and speak with your manager in confidence about workplace adjustments where possible.

12. Speak up: reporting concerns, incidents, and wrongdoing

If something does not feel right, you are expected to raise it. Mauao Trust will respond to concerns fairly, promptly, and confidentially where possible. Retaliation against anyone who raises a genuine concern is not tolerated.

• Immediate safety risk or emergency: take urgent action first (e.g., call emergency services if needed), then notify your manager.
• Health and safety hazards, incidents, and near misses: report to your manager and follow the Trust incident reporting process.
• Conduct concerns (e.g., bullying, harassment, fraud, serious misconduct): report to your manager, the General Manager, or (where appropriate) the Board Chair.
• Privacy or information security concerns: report immediately to your manager/General Manager.

13. Communications and social media

• Only authorised people may speak to media or make official public statements on behalf of the Trust.
• Be respectful online and do not post content that could damage the Trust’s reputation, breach confidentiality, or undermine relationships.
• Do not share personal information about staff, partners, or the public without consent and a valid work reason.
• Take care when sharing photos or video taken in a work context; obtain consent where required and follow any site or event rules.
• Direct media enquiries to the General Manager (or delegated spokesperson).

14. Professional boundaries and relationships

• Maintain appropriate professional boundaries with community members, participants, stakeholders, suppliers, and partners.
• Do not use your role to seek personal benefit, favours, or relationships.
• If a personal relationship could affect work decisions or create risk, disclose it as a conflict of interest.
• Take extra care where power imbalances exist (e.g., with rangatahi, vulnerable people, or those dependent on services); any exploitation is serious misconduct.

15. Breaches of this Code (what happens)

Breaches of this Code may result in management action, which can include coaching, formal warnings, or termination of engagement/employment. Processes will follow the principles of natural justice and any applicable employment agreement, contractor agreement, or Trust procedure.

Examples of serious misconduct (may justify immediate removal from duty and/or dismissal) include, but are not limited to:

• theft, fraud, or misuse of Trust funds or assets
• violence, threats, or serious bullying/harassment (including sexual harassment)
• serious breach of health and safety requirements or reckless behaviour creating significant risk
• possession, use, or supply of illegal drugs while working or representing the Trust
• serious or deliberate breach of confidentiality or privacy
• serious conflict of interest that is concealed or unmanaged

16. Employee Declaration

Please see Admin to complete the Induction Checklist and Employee Declaration