Rights to view agendas, minutes and reports

The list of items to be discussed at a Council, Committee or Sub-Committee meeting is known as an Agenda.  The vast majority of meetings of the Council, its Committees and Sub-Committees are open to the public.  Meetings are not open to the public when the item being discussed is either "exempt" or "confidential".  Exempt information would include individuals' personal details.  Information is confidential if it has been made available to the Council by a government department on the understanding that it is to remain confidential or if its disclosure is prevented by a court. 

The agendas and reports for a meeting are available at least three clear days before the date of the meeting.  This does not count weekends or other days when the Council's offices are closed.  These can be seen at the City Chambers Reception and on the Council's website.   

Background papers are documents that disclose any matter on which the report is based.  That is a decision for the Chief Officer who signed the report. This does not include any already published work.  Usually, reports will give the details of a "contact officer"; requests to see background papers should be made to that person.

If documents for a meeting have to be open for inspection, you have the right to see the background papers.  If a document is open to inspection, any person may make copies of it or part of it. The law allows the Council to charge a fee for this but, depending on the amount of copying needed, generally it does not.  Inspection facilities are free.