Why and how to organize a CSE meeting?

Les CSE meetings (Social and Economic Committee) are key meetings in the life of a company. These meetings between the employer and employee representatives are mandatory and allow them in particular to discuss economic and social issues within the organization.

But how often should this take place type of meeting ? How to organize it well? Who should attend? In this article, we offer you a complete overview of the role, functioning and periodicity of CSE meetings.

What is a CSE meeting?

The CSE meeting is a periodic meeting between elected officials of the CSE and the management of a company. Its purpose is to discuss economic, social, and sometimes environmental issues, which concern the company and its employees.

Many topics related to the responsibilities of this staff representative body can be discussed during the meeting, for example:

• working conditions and safety;
• The economic and financial situation;
• The rights of employees;
• The company's salary policy;
• vocational training;
• The rules of procedure of the Committee;
• Possible plans to restructure the company...

What are the goals of CSE meetings?

The meetings of the Social and Economic Committee fulfill several functions. Their main missions are as follows:

• Facilitate exchanges between representatives and management, and in a constructive manner;
• Simplifying decision-making on important employee issues, such as safety measures, benefits, or working conditions;
• Monitor and control management decisions and actions in order to ensure compliance with regulations and employee rights;
• Informing employees about projects and decisions that may affect them ;
• Present individual and collective employee complaints and encourage them to participate in the improvement of working conditions;
• Encourage transparent communication within the company;

CSE meeting: legal obligations and frequency

The Social and Economic Committee is mandatory implementation in all companies with at least 11 employees.

As provided for in the Labor Code, CSE meetings must take place at least once a month in all companies with fewer than 50 employees. For companies with more than 50 employees, the number of meetings can be decided in a collective agreement. On the other hand, it cannot legally be less than:

• one meeting every two months in companies with less than 300 employees.
• one meeting every month in companies with at least 300 employees.

In the absence of collective agreements, the CSE must meet:

• at least once a month with the employer or his representative in companies between 11 and 49 employees.
• every two months in organizations with 50 to 299 employees.
• every month for those with more than 300 employees.

Good to know : companies with more than 50 employees are required to organize a minimum of four meetings per year on health and safety issues and working conditions.

Focus on the first CSE meeting

Once the CSE is elected, the first meeting usually takes place within 30 days. This first CSE meeting is of particular importance since it will Define the functioning of this body for the duration of its mandate.

In particular, it makes it possible to:

• Installing the CSE and the elections : election of the CSE secretary, staff representatives...
• Establishing the rules of procedure : definition of the operating rules of the CSE (frequency, procedures for convening, deliberating and voting, procedures for exercising the right to alert, etc.)
• Identify the first topics to be addressed : review of priority issues to be addressed in future meetings, based on the concerns and needs of employees.

Regular meeting VS extraordinary meeting

Extraordinary meetings can be arranged outside of traditional meetings, also called regular meetings. They can be convened at the request of the employer or of the majority of CSE members. in case of emergency or special circumstances who require rapid decision-making and who cannot wait for the next session (e.g.: dismissals for economic reasons, serious and imminent danger, accident, damage to the environment or public health, etc.).

How long does a CSE meeting last?

The Labor Code does not set any specific duration for CSE meetings, everything depends on the topics to be discussed and the periodicity chosen. That said, the elected members have a Delegation hours credit which allows them to prepare and attend these sessions during their working hours. This credit varies in particular according to the number of employees of the company.

In addition, minimum deadlines must be respected to convene participants in order to allow them time to study the topics on the agenda and to prepare. The invitation must therefore be sent at least. three days before the meeting. This consultation and preparation phase is essential to ensure a constructive social dialogue with management during the meeting.

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Who participates in CSE meetings?

CSE meetings bring together several key players in the company. The composition may vary depending on the size of the company, but the following are always present:

• The employer or his representative : the company manager chairs the meeting in an advisory capacity. He can be assisted by employees (HR, financial management, security, etc.) provided that he informs the members of the CSE. If the employer cannot be present, he must appoint a representative of the company and transmit to him all of his responsibilities to manage the meeting.
• The elected members of the CSE : incumbents always participate in meetings. Alternates may attend only in the absence of the incumbents, unless otherwise agreed. In practice, in some companies, everyone is invited, but only the incumbents have the right to vote.
• The secretary of the CSE : elected from among the full members, the CSE secretary plays an essential role in the preparation (agenda) and follow-up (writing of minutes) of meetings. Its presence is mandatory.

Depending on the topics covered, other people may be invited:

• Trade union representatives : in companies with 50 employees or more, each trade union organization can designate a representative who attends the CSE meeting in an advisory capacity.
• Punctual guests based on the necessary expertise : labour inspectors, occupational medicine, etc., may be invited to intervene on specific items on the agenda, in particular during ad hoc consultations.

How to properly organize a CSE meeting?

As for any other type of strategic meeting (e.g.: meeting between specialists, CoDiR meeting, project launch meeting...), a Careful preparation is essential so that the appointment is useful and in accordance with legal obligations.

Here are some important elements to take into account when organizing this meeting.

1. The agenda of the CSE meeting

The agenda is drawn up jointly by the employer and the secretary of the CSE. It must mention all the points that will be discussed during the session: mandatory consultations that will be submitted for the opinion of the CSE and the various information points if there are any. It should be sent to members at least 3 days before the meeting.

> Download the CSE meeting agenda template (PDF)

2. The summons

The convening of the CSE is very important and is always done by the employer. It shows the date, time, and location of the meeting. It is usually accompanied by the agenda.

It should be sent individually to:

• Each full member of the CSE;
• Trade union representatives or to the trade union delegate.

Good to know : without a summons, the employer may be charged with the offence of obstructing.

3. The minutes (PV)

The minutes are a mandatory document that must be drawn up by the secretary of the CSE at the end of the meeting. It's about official report of the CSE meeting : it resumes the exchanges and decisions taken during the session.

Clear and precise wording is required:

• Gather all the information you need : agenda, topics discussed, votes, decisions taken...
• Structure the document correctly specifying the date, the place, the type of meeting (ordinary, extraordinary), the people present, etc.
• Resume the debates faithfully : it is important to summarize discussions in a factual way without taking a position.
• Indicate the decisions taken : List all decisions, votes, and actions to follow.
• Have the minutes validated : the minutes are generally approved by a majority at the next session before they can be broadcast.

The location of the CSE meeting: a strategic choice

The location of CSE meetings should not be chosen lightly. It impacts the quality of exchanges, the confidentiality of debates and the respect of obligations. The choice of the place of this meeting incumbent on the employer.

Confidentiality

Some of the topics covered during this corporate meeting are sensitive: restructuring, psychosocial risks, financial results... It is essential that the location offers a closed and confidential space, away from eavesdropping or interruptions.

With its confidential spaces in the heart of Paris, Formeret offers you comprehensive support to organize these strategic meetings: personalized welcome, concierge, audiovisual equipment and secure networks...

Necessary equipment

The meeting room should be adapted to logistical needs :

• Tables in meeting configuration, preferably a modular room;
• Access to a video projector or screen;
• Internet connection if necessary;
• Equipment for taking notes or recording the PV.

Explore our modular meeting rooms equipped with high-performance audiovisual equipment (screens, touch video projectors, reminder screens in the largest rooms, etc.). To meet all your needs, additional equipment can be rented on site: computer, microphones, cameras for CSE videoconference meetings...

Internally or externally?

In small businesses, meetings are often held in an internal room. In larger structures, meetings can be organized at the company's head office.

That said, it may be a good idea to rent and reserve a outdoor meeting room. When elected officials work on several sites, for example, renting a more central room can be a good solution for reduce the absenteeism rate. Likewise, when sensitive topics need to be addressed, holding the meeting in a neutral place, outside the company, is recommended.

Are you looking for a professional and inspiring place to organize your CSE meetings? The Formeret teams put their expertise at the service of your professional events: tailor-made support, confidentiality, modular and comfortable rooms, state-of-the-art equipment, accessibility... Choose an exceptional location in the heart of Paris for your next CSE meeting.

Our meeting rooms are designed to accommodate all your team meetings, for example:

• Back to school meeting
• Information meeting
• Training meeting 
• Commercial meeting
• Kick-off meeting
• Crisis meeting

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