I refer to the Premier's previous memo (89-64) setting out the guidelines for submitting agenda items to the Committee.

The process has been reviewed because agencies often request that matters be added to the agenda at short notice, or provide incomplete documentation. Consequently, there is insufficient time for adequate consultation between the Capital Works Unit (CWU), Treasury, Cabinet Office and the agency concerned and preparation of briefing notes for Committee members.

The Premier has endorsed the following procedures to apply as from the meeting of 5.3.90.

About six weeks before each scheduled meeting date each Minister will be sent a form (attached) by the Director, CWU requesting notification of possible agenda items. This form should then be completed and returned to CWU which, after discussions with the Minister's Office and agency concerned, will assess the priority of the proposal and the date for consideration.

If the item is to be included on the agenda, background papers will then need to be forwarded under the Minister's signature to the Premier, with a copy marked for the attention of the Director, Capital Works Unit at least 3 weeks before the meeting. Unless there are substantial mitigating circumstances any papers received after that date will result in the item being deferred until the next meeting the following month.

For the meeting of 5.3.90 Ministers should ensure that CWU is notified on the attached form, as early as possible, of any matters which they believe require the Committee’s approval. If the matter can be included on the agenda, documentation will need to be received by 14.2.90 at the latest.

The same process will occur for subsequent meetings.

It would be appreciated if you would ensure that the above arrangements are brought to the attention of agencies within your administration.

Yours faithfully

RG Humphry