Resources
The ATO will provide reasonable resources to ensure the Chair and secretariat are able to meet commitments made to the forum's operations, in line with agreed budgets.
Members will meet their own costs associated with attending meetings.
The ATO will meet all hospitality costs associated with the forum.
ATO attendees will be funded by their own business lines.
Frequency and timing of meetings
Meetings will be held approximately quarterly. Currently the Treasury is using the forum to conduct targeted consultations and ad hoc meetings are occurring for this purpose. Attempts are made to rotate the meeting location between Sydney, Melbourne, Canberra and Brisbane. For logistical reasons the meetings are held the day after the Charities Consultative Committee (sometimes concurrently).
Records management
The secretariat will provide ongoing coordination, record-keeping and liaison with members for all matters to do with the operation of the forum.
Draft minutes and action items arising from meetings will be circulated for comment as soon as possible following each meeting. Members will be given the opportunity provide feedback about these.
Once endorsed, the meeting minutes will be published on the ATO website.
An electronic version of minutes, agendas, membership lists, and relevant correspondence will also be kept in a share drive that will be accessible to the Chair, secretariat and relevant business areas.
Risks and issues management
The Chair of the forum will identify risks and significant issues. The Chair will ensure that:
- records associated with risks and issues are appropriately maintained, in accordance with ATO procedures
- corporate risks and systemic issues are communicated to relevant key stakeholders in the ATO
- risks are appropriately assessed and mitigation strategies implemented as deemed necessary
- issues are appropriately escalated to relevant sub-committees, tracked and reported back to members on a regular basis.
Communication procedures
Minutes will be provided in draft to the members of the forum for review. Final minutes will be approved by the Chair and published on the ATO website.
The Chair is responsible for communicating decisions to members and other key stakeholders within the ATO and recognised professional associations.
Members will ensure that the secretariat has current contact details and is advised of any specific communication requirements.
Members may contact the chair or secretariat directly if they wish to raise issues or have a concern about the progress of action items at Clubs Consultative Forum@ato.gov.au
Payment
The Chair will be responsible for hospitality expenses, including venue hire.
Unless otherwise directed by the Commissioner, payment of expenses incurred in attending committee meetings will not be made.
Escalation of issues
A risk and issues register will be established. Records relevant to identified risks and issues will be maintained by the secretariat in accordance with Corporate Management Practice Statement PS CM 2003/02 Risk and issues management.
Conflicts of interest and roles procedures
Any perceived conflicts of interest and/or role are to be declared by all members to the Chair, as soon as they arise.
Last Modified: Wednesday, 15 May 2013