Protocol for the publication of minutes of meetings
Wednesday 14 January 2009
In June 2008, the Board considered the recommendations of the Task Force on the Publication of Information and agreed a set of principles to govern the FSA’s policy on the publication of information1.
The Board also agreed that a protocol should be drawn up for the publication of minutes of meetings, setting out those classes of meetings where the notes would automatically be published, and how notes of such meetings would be cleared with those who attended to ensure that the usefulness and timeliness of information is maintained.
The Board noted that, in drawing up this protocol, it would be important to be clear from the outset whether the minutes of a particular meeting were to be published on the FSA website and that, while it was important to allow all attendees to comment on the drafting of the minutes of such meetings, it would not be appropriate to allow them power of veto over publication.
It was agreed that the principles should be revised subject to the comments made by Board members at the meeting and circulated to Board members for information as part of a package containing an explanation of open access publication, the protocol for the publication of the minutes of meetings and the FSA Survey Guidelines.
Information Commissioner’s Guidance
In July 2008, the Information Commissioner’s Office (ICO) renewed its call to public authorities to become more transparent by routinely publishing minutes and agendas of meetings2, and published practical guidance to help public authorities understand what information should be made public under the Freedom of Information Act 2000 and Environmental Information Regulations 2004. As a general rule it is expected that such authorities will make public:
- minutes and agendas of public meetings
- minutes of senior-level policy and strategy meetings (eg Board meetings)
- any background documents are referred to in the agenda or minutes, or which are circulated in preparation for such meetings (these are considered part of the agenda)
The guidance recognises that, for certain types of meeting, departments may wish routinely to produce separate versions of the minutes, or summaries of the minutes, that are suitable for publication.
The ICO has also produced a 'Definition document for the Model Publication Scheme for Government Departments' which gives examples of the kinds of information that it would be good practice to provide and makes clear that departments are expected to publish 'minutes of senior-level meetings' and 'reports and papers provided for consideration at senior-level meetings'. A similar definition document has been produced for Non Departmental Public Bodies.
Board Action
The revised principles are at Annex A. They incorporate an explanation of open access publication. The FSA Survey Guidelines are published on the FSA website - see link below.
The Board is invited to note that the protocol at Annex B (see below):
- has been prepared drawing on the advice and guidance published by the ICO described in paragraphs 5 and 6 above
- will be published on the Agency’s website
- will be kept under review to ensure it remains effective
Contacts: Regulation, Government and Secretariat Division
Alastair Cannon
Phone: 020 7276 8610
Email: alastair.cannon@foodstandards.gsi.gov.uk
Keith Gregory
Phone: 020 7276 8612
Email: keith.gregory@foodstandards.gsi.gov.uk
Endnotes
1 FSA 08/06/06 FSA Policy on the Publication of Information
2 ICO Press Release 31 July 2008: ICO urges public authorities to publish meeting minutes under FOI
