EC meetings are held on most Mondays at 4pm in the Executive Council meeting room on level 10 of the Beehive, and are presided over by the Governor-General or, in the Governor-General’s absence overseas, by the Administrator of the Government.
From time to time, EC meetings may instead be held immediately after the conclusion of Cabinet in the Cabinet room, with the Prime Minister presiding (usually in instances where the Governor-General is in New Zealand, but is unable to attend).
EC meetings are shown on the CabNet calendar page for authorised users (the meetings do not, however, indicate the items on the EC agenda) and on the weekly timetable issued by the Cabinet Office.
The Cabinet Office emails Ministers’ offices letting them know if EC meeting dates/times change, and making Ministers’ offices aware of the likely agenda items (Thursday) and confirmed agenda items (Monday afternoon following confirmation by Cabinet). The emails are also used by the Cabinet Office to confirm whether Ministers with items are attending (confirmation of attendance is not required, however, when EC is held immediately following the conclusion of Cabinet).
The Minister responsible for an item at EC is expected to be present to answer any queries from the Governor-General or, alternatively, to have briefed another Minister who will be present.
After EC has met and an Order in Council has been made, the original countersigned version of the legislation is returned to the Minister’s office. This original version should be returned to the originating agency.