Frequency and timing of meetings
The ABR Advisory Board meets at a minimum of once a year, but more meetings may be scheduled where considered necessary.
The Chair, in consultation with members, may cancel or reschedule a meeting and convene additional meetings, where considered appropriate, including out of session deliberations.
Where possible, meeting agenda items will be called for at least 14 days prior to meetings with the final agenda issued seven days prior to meetings and shall include any cleared agenda papers for pre-reading. Any member of the committee can propose an agenda item or raise matters with the ABR Advisory Board out of sessions.
Records of management
ABR Advisory Board records are electronic. Minutes of meetings and any other out of session deliberations will be distributed electronically. Sensitive material may be paraphrased or omitted, but minutes, agendas, and accompanying papers, and documents provided out of session to members will be stored by the Secretariat, in accordance with policy and relevant legislative requirements.
The secretariat will distribute draft minutes and action items of each ABR Advisory Board meeting arising from meetings for consideration and endorsement by all members as soon as possible following each meeting.
Members will be given the opportunity to request changes as part of the endorsement process.
Urgent matters should be taken up to the Chair or the secretariat as soon as possible.
The minutes, once endorsed, will be published on the Australian Business Register and Tax Office websites to enable timely provision of outcomes to the growing body of ABR partner agencies that have an interest in the discussions of the ABR Advisory Board.
Agreed outcomes are to be tracked and recorded as decisions or action items in the minutes of ABR Advisory Board meetings. All actions will be placed in a action item register and when finalised shall be transferred to the finalised action items register.
From time to time, the ABR Advisory Board may need to deal with information that is confidential. It is the Chair's responsibility to clearly identify such material when putting it to the forum.
A confidentiality agreement will not be generally used unless there are exceptional circumstances. For example, a confidentiality agreement may be required by government, that is, by an act or other legislative instrument or by a ministerial direction, or is required for material commercial-in-confidence considerations.
No sitting fees or payments are made to members of the ABR Advisory Board.
The Australian Business Register is responsible for all administrative and hospitality expenses associated with the ABR Advisory Board. The area managed by the Assistant Registrar of the ABR pays for such expenses.
Conflicts of interests and roles procedures
A 'conflict of interest' occurs when an ABR Advisory Board member's personal, financial or other interests compromise, influence, or affect their performance as a forum member. A conflict of interest can be real or apparent. It can also be both financial and non-financial in nature.
Conflicts of roles occur when members represent two different roles, the performance of which may raise perceived or actual conflicts. It is the responsibility of all members to be aware of all potential conflicts of roles and to declare any such potential, perceived or real conflict of interest to the ABR Advisory Board.