Guidance issued to COM members on the use of non-State offices, internet security and the presence of civil servants

​​​​​​Request 720871703

1.

Please provide details of any guidance issued to COM members, members of Scrutiny, other panels, committees and civil servants on the use of non-State offices or meeting rooms for ministerial and other official business.

2.

Please include any guidelines on the use of communications/internet-related security and individual and group physical safety and privacy.

3. 

Please also include guidelines as to the presence of a civil servant and the taking of minutes.

Response

1 & 3) 

Please see below extract from a document entitled: 

MINISTERIAL OFFICE GUIDANCE - ARRANGING, RECORDING, AND SUPPORTING MEETINGS 

Off-Site Meeting Rooms

Generally, best endeavours should be made to hold meetings at Government of Jersey sites to avoid unnecessary cost to the Public. However, it is recognised that there may be occasions where a meeting is required off-site. In such cases, appropriate authorisation should be sought before booking a facility to ensure that the costs can be justified and charged to the appropriate department.

Consideration should be given to the availability of audio and visual systems when meeting off-site and associated costs if these are required. Additionally, to any security considerations at public events. 

In addition, the following extract from the Ministerial code states the following: 

Safeguarding and Vetting Executive Members, by virtue of their position and duties, routinely meet Islanders, including vulnerable members of the community. They must be accompanied by public servants wherever possible when on official business, and where practical, meet in a formal environment or facility to manage any safeguarding risks. As an appropriate additional safeguarding measure, and to provide public assurance, Executive Members should undergo a criminal record check upon appointment, which shall be conducted through the process established by the States Greffe. Full the full document, please see the link below: 

R-31-2024.pdf​

As the ministerial code is publicly available, Article 23 of the Freedom of Information (Jersey) Law 2011 has been applied. 

2)

The requested information not held by the Scheduled Public Authority; Article 3 of the Freedom of information (Jersey) Law 2011 therefore applies.  

Articles applied 

Article 3 - Meaning of “information held by a public authority”

For the purposes of this Law, information is held by a public authority if –

(a)     it is held by the authority, otherwise than on behalf of another person; or

(b)     it is held by another person on behalf of the authority.

Article 23 - Information accessible to applicant by other means

(1) Information is absolutely exempt information if it is reasonably available to the applicant, otherwise than under this Law, whether or not free of charge.

(2) A scheduled public authority that refuses an application for information on this ground must make reasonable efforts to inform the applicant where the applicant may obtain the information.