Machinery of Government PPC Sub-Committee

Privileges and Procedures Committee Machinery of Government Sub-Committee (4th Meeting)

16th January 2026

 Part A (Non-Exempt)

All members were present, with the exception of Deputies R.L. Kovacs of St. Saviour and M.R. Scott of St. Brelade , from whom apologies had been received.

Deputy T.A. Coles of St. Helier South , Chair

Deputy H.L. Jeune of St. John , St. Lawrence and Trinity , Vice Chair Deputy K.L. Moore of St. Mary , St. Ouen and St. Peter

Deputy L.V. Feltham of St. Helier Central (for a time)

In attendance –

Y.   Fillieul ,  Assistant  Greffier  of  the  States,  Chamber  and  Members' Support, States Greffe

C. Tucker, Secretariat Officer, Specialist Secretariat, States Greffe

A. Ward , Assistant Secretariat Officer, Specialist Secretariat, States Greffe

Note:  The Minutes of this meeting comprise Part A only.

Minutes.  A1. The Minutes of the meeting of 19th December 2025, having previously been

circulated, were taken as read and were confirmed.

Role profiles  A2. The Sub-Committee, with reference to its Minute No. A3 of 19th December for elected  2025, noted correspondence dated 6th January 2026, which had been sent to Deputy Members:  H.M. Miles of St. Brelade in her capacity as Chair of the Government and Parishes parish  Review Scrutiny Panel from Deputy T.A. Coles of St. Helier South , Chair, in Connétable .  connexion  with  the  legal  obligations  of  parish   Connétable s  in  the  context  of

compliance with decisions of the States Assembly.

It was recalled that, in considering the Role Profiles document for elected Members, the Sub-Committee had noted that whilst Connétable s were required to adhere to the laws of the land, there appeared to be no requirement for them to implement decisions of the States in their respective parishes. Examples of such instances had been provided, to include complying with the 2024 Sustainable Transport Policy and the 2025 Solid Waste Management Strategy.

Having noted the content of the letter to Deputy Miles , the Sub-Committee asked to be kept abreast of developments.

Lobbying  A3. The Sub-Committee, with reference to its Minute No. A4 of 19th December Guidance Code  2025, received a report which had been prepared by Mr. Y. Fillieul , Assistant and Register.  Greffier of the States, Chamber and Members' Support, States Greffe in connexion

with the Lobbying Guidance Code and Register.

It was recalled that it had been agreed that further clarification was required with

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16.01.2026 regard to the type of companies, groups and individuals who would be classified as a Lobbyist on the Register. As such, it had been determined that the definition of a Lobbyist within the Guidance Code would require greater nuance in the Jersey context.

The Sub-Committee was advised that the Assistant Greffier had discussed the above matter with Deputy T.A. Coles of St. Helier South , Chair, on 5th January 2026. It was noted that resourcing concerns could be mitigated via the creation of a shared document which would be updated by States Members following meetings with Lobbyists. It was envisaged that information, such as the date of the meeting and the body  represented  could  be  uploaded  to  the  States  Assembly  website  for transparency, whilst complying with data protection principles. An example of a Lobbying Register had been included in Appendix one of the Guidance.

The Sub-Committee recognised the importance of clear and concise Guidance to ensure consistency of approach. As such, it was agreed that the definition of a lobbyist required further clarification, with a focus on individuals (paid or unpaid) who communicated directly with States Members on behalf of a group or body. Whilst compliance with the Guidance would be voluntary, the Sub-Committee agreed that the use of clear and appropriate language was key in terms of minimising misinterpretation  and  setting  out  expectations.  Further  transparency  would  be achieved via a requirement to include details of the initiator/originator of a meeting on the Lobbying Register.

The  Sub-Committee  noted  that  updated  documents  would  be  circulated electronically for final approval prior to submission to the Privileges and Procedures Committee. It was agreed that when the Guidance and Lobbying Register had been approved these should be uploaded to the States Assembly website.

On  a  related  matter,  the  Sub-Committee  discussed  the  need  for  elected Members/their spouses/partners to declare an interest if they had acted on behalf of a lobbyist for a certain period (in the 4 years preceding the election).

Democratic  A4. The Sub-Committee, with reference to its Minute No. A2 of 19th December Accountability  2025, received an oral update from Deputy T.A. Coles of St. Helier South , Chair, in and  connexion with the Democratic Accountability and Governance Sub-Committee's Governance  (DAGS) recommendation regarding the structure of the Cabinet Office (R.23/2022 Sub- refers).

Committee

recommendat- It was recalled that the Sub-Committee had previously written to the Chief Minister ions – structure  to seek clarity on the autonomy of officers in relation to the provision of advice to of the Cabinet  Ministers. Particular attention had been drawn to situations where the advice of a Office.  Chief Officer may not align with that of the Chief Executive Officer (CEO). The

Sub-Committee had also considered possible alternatives to the existing structural arrangements with a view to ensuring stronger statutory protections for officers, including the suggestion that responsibility for the Ministerial Support Unit (MSU) be transferred from Government to the parliamentary structure.

Deputy Coles advised that he had discussed the above matter with Deputy M.R. Scott  of  St.  Brelade.   Deputy   Scott  had  suggested  the  development  and implementation of a framework by the States Employment Board (SEB) to provide increased statutory protections for officers within MSU. Having regard to the limited time which remained before the 2026 public election, it was suggested that Deputy Scott might wish to pursue this proposal independently.

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4th Meeting 16.01.2025

The Sub-Committee thanked Deputy Coles for the update and noted the position.

2026 Legacy  A5. The Sub-Committee received an oral update from Mr. Y. Fillieul , Assistant Report.  Greffier of the States, Chamber and Members' Support, States Greffe in connexion

with the Privileges and Procedures Committee's (PPC) 2026 Legacy Report.

The Sub-Committee noted that in previous years the PPC's Sub-Committees had produced individual legacy reports alongside the main Committee's report. The Sub- Committee  was  advised  that  whilst  this  approach  enabled  Sub-Committees  to document workstreams independently, it also resulted in multiple reports covering related areas. Consequently, the Chair of the PPC had decided that a single legacy report should be produced by the main Committee with contributions from the various Sub-Committees being included. This would ensure a streamlined approach and  a  single  cohesive  record  of  work  undertaken  by  the  PPC  and  its  Sub- Committees.

It was noted that the ongoing work programme, informed by recommendations arising from the Democratic Accountability and Governance Sub-Committee report (R.23/2022 referred), would form the basis of the legacy report. A number of items would be discussed in further detail during the extant meeting (Minute No. A6 refers).

The Sub-Committee agreed that the following items should be included within the legacy report -

- proposed amendments to Standing Orders in connexion with the timeline for the election of a new Chief Minister in the event of the death of the incumbent (R.80/2024); and

- the Lobbying Guidance and Engagement Code, with the suggestion that the voluntary compliance aspect of such was periodically monitored by the Sub- Committee's successor.

It was agreed that the matter would be discussed further at the next scheduled meeting of the Sub-Committee.

Work  A6. The Sub-Committee, with reference to its Minute No. A7 of 19th December Programme. 2025, considered and noted the ongoing work programme, which was informed by

recommendations arising from the Democratic Accountability and Governance Sub- Committee report (R.23/2022 referred).

The Sub-Committee considered the following ongoing workstreams in further detail –

Recommendation No. 3 – the creation of a Cabinet Office style function

It  was  recalled  that  this  recommendation  related  to  the  amalgamation  of  the Ministerial  Support  Unit  and  the  Strategic  Policy,  Planning  and  Performance Department under the Cabinet Office (Minute No. A4 of the extant meeting refers).

Correspondence on this matter was noted and it was agreed that this initiative should be included in the PPC's 2026 Legacy Report for consideration by future iterations of the Sub-Committee.

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16.01.2026 Having regard to the information which had been received on the above matter to date, the Sub-Committee suggested that seeking direct responses from Ministers/the Chief Minister might further elucidate the matter, thus facilitating a more in depth analysis. Members asked whether it would be appropriate for the Sub-Committee to provide the Corporate Services Scrutiny Panel with questions on the matter for Ministerial response at Scrutiny hearings. The Assistant Greffier of the States, Chamber and Members' Support undertook to ascertain the position and update the Sub-Committee in due course.

Recommendation No. 9 – Legislative Scrutiny improvements

It was recalled that this recommendation sought to enhance the scrutiny process via the establishment of clear principles for the preparation of green and white papers.

The Sub-Committee recognised the confusion which existed around the procedures for the adoption of legislation by the States Assembly. Having noted that limited time remained to examine the above matter, it was suggested that it could be referenced in the PPC's 2026 Legacy Report with a view to the next Sub-Committee considering this.

Date of Next  A7. The Sub-Committee noted that the next scheduled meeting would be held on Meeting.  13th February 2026, from 11.00 am – 12.30 pm in Le Capelain Room, States

Building.