The following statements set out the policies agreed by the Corporation of East Durham College with regard to Public Access to Meetings.
Any person who is not a member of the Corporation or a properly appointed member of a Committee of the Corporation wishing to attend a meeting of the Corporation or a Committee of the Corporation shall put their reasons in writing to the Clerk* at least seven days prior to the meeting.
The Chair and Chief Executive will then agree, or otherwise, the appropriateness of the attendance.
*By post to: Samantha Pritchard, Clerk to the Corporation, East Durham College, Willerby Grove, Peterlee, Co. Durham, SR8 2RN
*Or by email to: samantha.pritchard@muckle-llp.com
Publication of Minutes and Papers
- The agenda, reports and approved minutes of meetings are available for inspection by students, staff and members of the public. The approved minutes of meetings are also available on the college’s website.
- Where minutes or reports are deemed to be confidential, they shall not be available for inspection unless released from confidentiality by the board. Minutes and reports may be deemed confidential where they relate to identifiable individuals, are commercially sensitive, or where the Board has otherwise determined should be kept confidential.
- Each member present and each person in attendance at the meeting or subsequently receiving the minutes is bound by any decision on confidentiality and shall not divulge to any person who is not a member of the Board or otherwise in attendance at the meeting any aspect of the Board’s consideration of the issue, except as may be authorised by the Board.
- The Instrument of Government specifies the withdrawal of staff and student governors from meetings in certain circumstances. Separate minutes are taken for those parts of meetings from which staff or student governors have withdrawn. A staff or student governor who has withdrawn from a meeting shall not be entitled to see the minutes of that part of the meeting.
- There may be occasions when the Board decides that it is the discussion of an issue or the identifiable individuals concerned that should be regarded as confidential rather than the fact that the issue has been discussed and a decision taken. In these circumstances, it is open to the Board to decide that a shortened minute is publishable and a separate minute of the discussion is kept confidential.
- Agendas, approved minutes and reports are retained on electronic systems at the College and are available on request, subject to and considerations with regard to confidentiality.
The Corporation reviews annually all material excluded from inspection under paragraph 2 (d) of Instrument 17 of Government and under paragraph (3) of Clause 5 of the Articles of Government and make any such material available for inspection where it is satisfied that the reason for dealing with the matter on a confidential basis no longer applies, or where it considers that the public interest in disclosure outweighs that reason.
Anyone who has any queries in connection with the above, should contact Samantha Pritchard, Clerk to the Corporation, East Durham College, Willerby Grove, Peterlee, Co. Durham, SR8 2RN or email samantha.pritchard@muckle-llp.com or call 0191 518 8208.