Conduct Guide for Boards and Committees: Supporting Information

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Record keeping and use of information All documentation produced by the board forms part of the public record. Example statements ●● ●● Board members will ensure records are properly organised and kept in safe custody. Board members will comply with the provisions of the General Retention and Disposal Schedules established by the State Records Act 2000. Documentation of decisions This subsection reflects public sector-wide policy and should only require limited variation to meet a particular board’s local requirements. All decisions effecting the policy, practice and welfare of a public body or public officers must be transparent. You should document decisions and processes. Documentation protects all parties involved in a decision, both collectively and individually. Example statements ●● ●● ●● The board will prepare and retain minutes for all official board meetings, including recording any dissent. The board will make a point of having views recorded in the minutes if board decisions are concerning or are opposed by members. The board will ensure adequate procedures are observed for documenting decisions, events and transactions involving the board. 18 Public Sector Commission
Security of information While the secretary or executive officer of the board may be the person primarily responsible for the storage and handling of records, all board members have individual responsibility for any document, tape, disk or other record in their custody. Records should not be left in places such as at home, an office, or in motor vehicles where non-board members might access them. Example statements ●● ●● ●● ●● ●● Board members will ensure recorded information under their control, in both paper and electronic form, is kept in a secure place. Board members will be cautious about leaving board records on fax machines, photocopiers or computer screens. Board members will lock away sensitive documents rather than leave them out on desks. Board members will avoid discussing board business in public places where there is a likelihood of being overheard. Board members will dispose of duplicate copies of records no longer required in accordance with archive procedures. Amendment or falsification of records Under criminal law, Western Australian government board members are public officers (section 85 of the Criminal Code). Example statements ●● ●● Board members will not falsify, destroy, alter or damage any public record. Board members will not backdate information or remove folios from files. Conduct Guide for Boards and Committees - Supporting Information 19
Page 1 and 2: GOVERNMENT OF WESTERN AUSTRALIA Con
Page 3 and 4: Acknowledgements This supporting in
Page 5 and 6: How to use this supporting informat
Page 7 and 8: Why have a code of conduct for boar
Page 9 and 10: Categories of conduct - Sample of i
Page 11 and 12: ●● ●● ●● ●● ●●
Page 13 and 14: Accountability framework Legislatio
Page 15 and 16: Incurring expenditure Those incurri
Page 17 and 18: Allowances Boards have differing ar
Page 19 and 20: Engaging consultants and/or contrac
Page 21: Accountability framework Legislatio
Page 25 and 26: Conflicts of interest Gifts and gra
Page 27 and 28: Other considerations for inclusion
Page 29 and 30: Taking action in response to the co
Page 31 and 32: ●● ●● ●● ●● ●●

Conduct Guide for Boards and Committees: Supporting Information

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