Sport NZ Group
Board Fees and Reimbursement Policy
Purpose
1. To provide clarity to Board Members/Directors of Sport NZ Group entities of the rules
pertaining to Board fees and other reimbursements.
Scope
2. This policy applies to current Board Members/Directors of the Sport NZ, HPSNZ and
Taumata Maori Boards (Sport NZ Group Boards) and Sport NZ/ HPSNZ employees as
holders of board/ director positions in a public sector agency.
3. All Sport NZ Group Board Members will display behaviours and conduct themselves in a
manner that is aligned to the Public Service Standards of Integrity and Conduct (details
outlined in Appendix One), Sport NZ Group Conflict of Interest HPSNZ Code of Conduct
(HPSNZ), and Sport NZ Group Values.
Summary
Cabinet Fees Framework
4. Cabinet Fees Framework (the Framework) sets out the parameters for the payment and
requirements for board members’ fees.(CO (22) 2 - Revised Fees Framework for members
appointed to bodies in which the Crown has an interest)
5. The purpose of the Framework is to ensure consistency, contain expenditure and provide
flexibility within clear criteria.
6. The Public Service Commission (PSC) reviews the Framework every three years,
recommending changes for Cabinet consideration.
7. Both Sport NZ and HPSNZ are covered by the Framework as a Crown Entity and whol y
owned subsidiary, respectively.
8. PSC and our monitoring agency, Ministry for Culture and Heritage (MCH) are available to
provide any advice in interpreting the Framework.
under the Official Information Act 1982
9. This policy is consistent with the Framework. It should be read in conjunction with the
Sport NZ and HPSNZ Board Appointment Process and Board Conflicts of Interest and
Confidentiality Policy.
Procedure
Setting Board Fees
10. Fees paid to the board members of Sport NZ are set by the Minister for Sport and
Redacted
Recreation (the Minister) as the responsible Minister, within the applicable Framework
range.
Board Fees and Reimbursement Policy
Page 1 of 4
Scope
Sport NZ, HPSNZ and Taumata Maori Boards
Approved
April 2024
Next Review Due
April 2027
Approving Body
Sport NZ Board
11. Fees paid to the board directors of HPSNZ and Taumata Maori are set by the Sport NZ
Board, within the applicable Framework range. The determinations are made based on
the expected hours boards are required to attend and prepare for board meetings and
other aspects of their governance role, level of complexity of the organisation,
reputational risks, level of public scrutiny etc.
12. The applicable Framework range is determined by Cabinet Appointments and Honours
Committee (APH) and Cabinet. This process is managed through MCH for both Sport NZ
and HPSNZ.
13. Increases to fees can be made by:
a. Sport NZ Board, for HPSNZ Board and Taumata Maori fees up to 3%, within the
applicable Framework range and not more frequently than once a year
b. The Minister, for both Sport NZ and HPSNZ, up to 5% within the applicable
Framework range, not more frequently than once a year
c. The Minister for Public Service must be consulted on any increase above 5% and
may approve fee increases up to 10%, and minor and technical changes to fees
d. Any increase above 10%, or that takes the fee above the applicable Framework
fee range, must be referred to APH and Cabinet for consideration
14. Sport NZ Group pay board fees on a monthly basis (1/12th of the annual rate).
Public Sector Employees as Sport NZ Group Board Members/Directors
15. All public sector employees appointed to either the Sport NZ, HPSNZ or Taumata Maori
Boards must not be double-paid for their job and their membership of a board. A public
sector employee should not retain both the board fee and their ordinary pay where the
duties of the board are undertaken during their ordinary working hours. Any public
service employee who seeks appointment to the Sport NZ Group Board(s) must have the
approval of their Agency Chief Executive and subject to oversight of the Public Service
Commissioner.
Absences
16. Where a Board Member/Director is absent from Board business for a period of greater
than two consecutive months, then the annualised fee should be pro-rated to take
account of this absence (e.g. an absence of two months would result in payment of 10/12
of the annual fee). Where there are frequent absences over the period of a year, the
under the Official Information Act 1982
annual fee should also be pro-rated to take account of those absences. (This does not
apply to members who work full time or substantially full time).
17. Where a Board Member/Director fails to attend a significant number of meetings, or
otherwise perform their duties as a member, the Chairperson needs to raise the issue of
expectations about performance with the member and if necessary, with the Minister.
Consideration should be given at the time of reappointment of members to the issue of
continued absences from Board business.
Redacted
Board Fees and Reimbursement Policy
Page 1 of 4
Scope
Sport NZ, HPSNZ and Taumata Maori Boards
Approved
April 2024
Next Review Due
April 2027
Approving Body
Sport NZ Board
Additional Fees
18. Under exceptional circumstances, it may be appropriate to pay additional fees to Board
Members/Directors undertaking work in excess of the ordinary demands of the Board.
19. At a minimum this requires prior support from the Minister and the Minister of State
Services. Depending on the nature of the request, it may also require approval through
APH and Cabinet.
20. The process as outlined in the Cabinet Fees Framework, Section E (Operating outside the
parameters of the Framework/ exceptions to the Framework) will need to be followed. In
the first instance, support from the Chairperson and Group Chief Executive should be
received, fol owing consultation with the GM Corporate Services. The next step is to
consult with MCH who will make initial enquiries with PSC.
Consultancy Fees
21. As a rule, Board Members/Directors should not receive payments as consultants from
either Sport NZ or HPSNZ, regardless of which Board they are an appointed member of.
This includes anyone appointed as a Board Intern.
22. If, however, the Minister agrees that there are overriding reasons for board members to
carry out consulting assignments, any proposal to do so should be submitted to APH and
Cabinet for consideration, prior to a commitment being made. In the first instance,
support from the Chairperson and Group Chief Executive should be received, following
consultation with the GM Corporate Services. The next step is to consult with MCH who
will make initial enquiries with PSC.
23. At the conclusion of their appointed terms of the applicable Sport NZ Group Board(s),
Members/Directors become eligible for providing consultancy services, following the
general policy requirements of the procurement policy.
24. There wil be legitimate situations where a Board Member/Director has an interest in a
business which either Sport NZ or HPSNZ contract with for the provision of goods or
services. These interests are recorded by Board Members/Directors through the
‘Interests Register’. As a Board Member/Director, it is important that you can be satisfied
that the commercial arrangement is at an ‘arms-length’ from you as a Board
member/director and that this is adequately known and understood within your business.
If in doubt, ensure you consult the Board Secretary and GM Corporate Services prior to
any commitments being made.
under the Official Information Act 1982
Reimbursement of Expenditure
25. Board Members/Directors travel ing to and from meetings, or on the business of either
Sport NZ or HPSNZ in which they are asked to represent the organisation, are entitled to
reimbursement of out of pocket travel ing, meal and accommodation expenses actual y
and reasonably incurred. The expectation is that standards of travel, accommodation,
meals and other expenses are modest and appropriate to reflect public sector norms and
in accordance w
Redacted ith Sport NZ and HPSNZ policies.
26. As a general rule, travel, meals and accommodation wil be organised through Sport NZ
and HPSNZ and billed directly to the respective entity.
Board Fees and Reimbursement Policy
Page 1 of 4
Scope
Sport NZ, HPSNZ and Taumata Maori Boards
Approved
April 2024
Next Review Due
April 2027
Approving Body
Sport NZ Board
27. Where Board Members/Directors are incurring the expenditure themselves or through
their business, actual and reasonable travel, meals, accommodation, and other expenses
incurred may be reimbursed provided they are supported by appropriate documentation.
Childcare Expenses
28. The Framework allows for a contribution to be made to childcare expenses under
exceptional circumstances. However, it is generally expected that the fees paid are
adequate to meet out-of-pocket expenses of individual members as well as reimbursing
them for their time spent. An example where a contribution to childcare expenses may be
made is where an additional meeting is called at short notice (e.g. less than 48 hours).
29. A contribution may be made to childcare expenses with the prior agreement of the
Chairperson (or another member if the chair is claiming expenses) and the Group Chief
Executive.
30. In determining whether payment is warranted, consideration should be given to issues of
equity and ensuring that attendance at meetings does not result in undue personal
hardship.
Reference
31. This policy should be read in conjunction with the following policies and procedures
available through the Board Resource Centre:
• Public Service Commission – members interest and conflicts: identification,
disclosure and management
• Sport NZ Delegated Authorities Manual; HPSNZ Delegated Authorities Manual
• Sport NZ Group Sensitive Expenditure Policy
• Sport NZ Group Procurement Policy
Further guidance - CO (22) 2 - Revised Fees Framework for members appointed to bodies in
which the Crown has an interest)
under the Official Information Act 1982
Redacted
Board Fees and Reimbursement Policy
Page 1 of 4
Scope
Sport NZ, HPSNZ and Taumata Maori Boards
Approved
April 2024
Next Review Due
April 2027
Approving Body
Sport NZ Board
Appendix One - Public Service Commission – Code of Conduct for the Public Sector
under the Official Information Act 1982
Redacted
Board Fees and Reimbursement Policy
Page 1 of 4
Scope
Sport NZ, HPSNZ and Taumata Maori Boards
Approved
April 2024
Next Review Due
April 2027
Approving Body
Sport NZ Board
