P&C decisions are normally made at meetings. However, from time to time a decision may need to be made between meetings to allow the P&C to respond to a time-sensitive issue. 

Out-of-session decisions are intended to be exceptional, not routine. They exist to support timely action, not to replace discussion and decision-making at meetings. 

When out-of-session decisions are appropriate 

Out-of-session decisions are generally used for: 

• urgent matters that cannot reasonably wait until the next meeting 
• issues that require a timely response 
• decisions that fall within the committee’s existing authority and scope 

They should not be used for routine matters or decisions that would normally benefit from broader discussion. 

How out-of-session decisions are made 

Out-of-session decisions should: 

• be made in writing, usually by email or a similar method 
• clearly set out what is being decided 
• allow committee members to consider and respond 

Only committee members should participate in out-of-session decisions, and only within the authority already delegated to them. 

Recording out-of-session decisions 

All out-of-session decisions must be: 

• documented at the time they are made 
• reported to the next meeting 
• recorded in the minutes as decisions made out of session 

This ensures transparency and provides a clear record of how and when the decision was made. 

Using this approach carefully 

Because out-of-session decisions occur outside a meeting, they carry a higher risk of misunderstanding or disagreement. 

Good governance means: 

• using out-of-session decisions sparingly 
• keeping them tightly focused on urgent matters 
• returning decision-making to meetings wherever possible 

Meetings remain the primary place where P&C decisions are discussed and made.