In Camera Meeting Minutes serve as the official record of confidential meetings where sensitive matters are discussed away from public view. These documents are essential in New Zealand's governance framework, particularly under the Local Government Official Information and Meetings Act 1987 and the Local Government Act 2002. They are used when discussing matters that require confidentiality, such as commercial negotiations, legal proceedings, personal matters, or sensitive strategic decisions. The minutes must clearly state the grounds for public exclusion, record all decisions and actions while maintaining appropriate confidentiality, and follow strict protocols for storage and access. These documents play a crucial role in maintaining organizational accountability while protecting sensitive information.
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1. Meeting Details: Basic information including date, time, venue, and type of meeting
2. Attendance: List of present members, officials, and any permitted others
3. Resolution to Exclude Public: The formal resolution citing specific grounds under Section 48 of LGOIMA for excluding the public
4. Apologies: Record of accepted and declined apologies
5. Declarations of Interest: Any declarations of conflict of interest by members
6. Confirmation of Previous In Camera Minutes: Confirmation of accuracy of previous confidential session minutes
7. Items for Discussion: Main body of confidential matters discussed, decisions made, and actions required
8. Resolution to Return to Public Meeting: Formal resolution to end the confidential session
1. Procedural Motions: Any special motions or procedures required during the meeting, used when specific procedural decisions need to be recorded
2. External Advisor Input: Section for recording input from external advisors or experts, used when external parties are permitted to attend for specific items
3. Voting Records: Detailed voting records on specific items, used when required by standing orders or specifically requested
4. Future Actions and Timeline: Specific section for tracking future actions and deadlines, used for complex matters requiring ongoing attention
1. Confidential Reports: Attached confidential reports or documents discussed during the meeting
2. Legal Opinions: Any legal advice or opinions presented during the meeting
3. Financial Statements: Confidential financial information discussed during the meeting
4. Supporting Documentation: Any additional confidential documents that formed part of the discussion
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