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Probity is about more than compliance.
It is about maintaining public trust through fair, transparent and defensible decision-making.
Councillors and council officers make decisions that affect communities, public funds and organisational reputation every day. Whether overseeing procurements, grants, contracts, sponsorships or property transactions, maintaining integrity throughout the decision-making process is essential.
This guide outlines practical dos and don'ts to help councillors manage conflicts of interest, protect confidential information and make informed financial decisions that can withstand public scrutiny.
Download the Councillor Probity Guide
Access practical checklists and guidance for fair, transparent and defensible financial decision-making.
Access practical checklists and guidance for fair, transparent and defensible financial decision-making.
Dos for financial decision-making
Act with integrity and independence
- Independently and objectively discharge your role across the full lifecycle of financial matters.
- Act honestly, fairly and in the public interest at all times.
- Base decisions on the merits of the matter and the information presented.
- Maintain independence from personal, political, financial or other external influences.
- Treat all stakeholders consistently, respectfully and without favour.
Declare and manage conflicts of interest
- Declare actual, potential or perceived conflicts as soon
as they arise. - Refrain from involvement in discussions or decisions
where required. - Ensure conflicts are recorded and managed in
accordance with Council requirements. - Seek advice early if you are unsure -early disclosure
protects you and Council.
Maintain proper boundaries
- Be aware of direct approaches from tenderers,
applicants, lobbyists or complainants. - Use formal Council processes and approved channels of
engagement. - Avoid creating real or perceived pressure on officers or
advisors
Protect confidential information
- Keep confidential information secure and limit access to
a genuine “need to know”. - Respect the confidentiality of briefings, closed sessions,
procurements, complaints and investigations. - Store and dispose of sensitive information appropriately.
- Be mindful that emails, teams messages/records and
notes may be subject to FOI or review.
Informed and responsible decision making
- Do seek clarification where information is unclear,
incomplete or complex. - Do ask questions through appropriate and transparent
channels to support informed decision-making. - Do satisfy yourself that you understand the rationale,
risks and consequences of decisions before making a
decision.
Be alert to informal risks
- Be cautious in informal settings (community events,
social functions, site visits). - Avoid “business as usual” conversations that could give
unfair advantage or create perceptions of influence. - Take particular care with social media, commentary and
public statements.
Seek advice and escalate early
- Seek guidance from Council’s governance, legal, risk,
procurement or probity advisors when uncertain - Raise concerns promptly, issues are easier to manage
when identified early. - Support a culture of transparency, accountability and
good governance.
Dont's for financial decision-making
Don’t improperly influence processes
- Don’t advocate for or against specific suppliers,
applicants or individuals. - Don’t attempt to influence evaluations, assessments or
officer recommendations. - Don’t apply pressure, directly or indirectly, to Council
officers. - Don’t participate in decisions where you have a conflict.
Don’t compromise independent decision-making
- Don’t hold private meetings or discussions with
tenderers or applicants outside approved processes. - Don’t indicate support, opposition or probable outcomes
before a formal Council decision is made. - Don’t make statements or comments that could
reasonably be interpreted as pre-judging a decision. - Don’t comment in a way that could undermine Council
processes or public confidence. - Don’t blur the line between governance and operational
roles.
Don’t circumvent approved processes
- Don’t seek to bypass, shortcut or deviate from approved
Council processes or controls. - Don’t ask officers to “handle something informally”
outside documented procedures
Don’t misuse confidential information
- Don’t disclose confidential or sensitive information
obtained through your role to any unauthorised person,
including family, friends, colleagues or the media. - Don’t use non-public information for personal, political or
financial advantage. - Don’t share confidential information or documents
unless authorised and required as part of Council
processes.
Understanding perception and bias risks
- Don’t dismiss concerns because intentions are good.
- Don’t underestimate how actions may appear to the
public, the market or the media. - Remember: perceived bias can be as damaging as actual
bias
Key reminders
- Probity is about fair, transparent and defensible decision-making.
- Councillors are accountable not only for what they do, but how it is perceived.
- When in doubt: declare, document and seek advice.
If you are planning a procurement, program or high-risk decision-making process or need independent probity support, RSM can help.
Strengthen your governance with expert probity advice
Whether you're planning a procurement, grant program or other high-risk decision, our specialists can help you manage risk with confidence.
Complete the form to speak with an RSM probity adviser.
Strengthen your governance with expert probity advice
Whether you're planning a procurement, grant program or other high-risk decision, our specialists can help you manage risk with confidence.
Complete the form to speak with an RSM probity adviser.
