ANNEX B – MANAGING THE CABINET BUSINESS
Putting an item on the agenda
1. The Prime Minister's control of the agenda is central to the operation of the Cabinet. Ministers seeking to put an item on the Cabinet (or Cabinet Committee) agenda should write to the Prime Minister seeking authority. The Cabinet Secretary will, on delegation from the Prime Minister, respond to ministers' requests. Ministers should ensure that there is time for the development of a fully compliant submission (see Annex D – Preparing a submission to the Cabinet) before seeking to list an item for a specific meeting.
2. Cabinet Division will not propose an item for an agenda unless it has authority to come forward and a fully compliant submission will be lodged within the agreed timeframes.
3. Only in exceptional circumstances will the Prime Minister consider whether an item may come forward without a submission.
The Cabinet forward program
4. Cabinet Division consults with departments and ministers’ offices to maintain a forecast of business expected to be brought forward or business which is required to come back to the Cabinet (or Cabinet Committees). Cabinet Division, in consultation with the Cabinet Secretary, relies on the forecast to develop the Cabinet forward program, which notes the business expected to be brought forward for Cabinet (and Cabinet Committee) consideration and the estimated timings.
The agenda
5. Once the program is agreed, the Cabinet Secretary approves and circulates to relevant ministers the agenda for each Cabinet and Cabinet Committee meeting. The agenda advises the business to be considered, the minister responsible for each item and notification of any co‐opting arrangements.
6. Cabinet Division uses the CabNet+ system to provide access to agendas to relevant ministers and departments. In most cases, departments only receive access to those items on the agenda that are brought forward by their minister, or on which they were consulted in the development of the item (i.e. if they have provided coordination comments on the item).
7. As meeting times and agendas are subject to change and new meetings may be called, it is common for revised lists to be issued. Ministers’ offices and departments must be alert for any late changes and should ensure that they check for updated information via the CabNet+ system.
Settling matters by correspondence
8. Before initiating possible business for the Cabinet, ministers should carefully consider whether Cabinet consideration is essential or whether consultation and agreement with interested colleagues would suffice, particularly if it is likely all interested ministers are in agreement.
22
