STAFFING /HR COMMITTEE

Question

Our Personnel  sub committee contains the following details in its TOR

The sub-committee shall meet at least three times a year and on an ad hoc basis when necessary. Meetings will be in private rather than in public due to the confidential nature of business.

It is a subcommittee  but seemingly never  reports to it.

 The agenda is never publicly advertised nor minutes posted.  Effectively it operates privately within its own  bubble involving selected senior  Councillors.

 Given that it is a committee meeting I believe.it is a public meeting and as such an agenda should be published .  Then if the Chair so determines the public can be asked to leave for confidential matters.  Also what is the definition of  confidential?

 That said how are minutes proper to be constructed and what should they contain regarding confidential matters.   Should there be a public version and a intra Council one  ?

Answer 1

Your staffing committee is not acting correctly.

1. the agenda has to be published and minutes must be posted.
2. the meeting should be open to the public and should be closed by formal resolution for agenda items that should be confidential.
3. The minutes should be written as normal (who attended, decs of interest etc) and for confidential items should be vague enough not to disclose confidential information but clear enough to show that a decision has been made ie "It was resolved that a review be undertaken on the confidential matters discussed."  There should be only one set of minutes - not 2 versions.
4. Confidential items would include discussion on pay, disciplinary matters, grievances, employment contracts or items that discuss personal information about the staff ie sickness