Conduct of Board Meetings
Frequency of meetings
The GNB will generally meet every 2 months. The GNB may conduct its business, including its meetings, in the way it considers appropriate in alignment with the Charter. The dates of GNB meetings will be determined at the conclusion of the preceding year in consultation with the GNB.
The Chair may convene a special meeting at any time, and members may request the Chair to convene a special meeting, subject to a convenient time and place being mutually agreed and a quorum being present.
In the case of special meetings, members will be given at least 5 working days’ notice of the meeting, unless unanimously agreed otherwise.
Agendas and minutes
The Chair, with the assistance of the GNB Secretariat, shall approve the agenda for each meeting.
The GNB Secretariat will ensure the draft minutes are prepared as quickly as practicable after each meeting and submit them to the Chair for approval. As far as is practicable, the draft minutes will be circulated to the GNB members within 10 business days of the meeting. The draft minutes will be included on the agenda of the following meeting for formal approval by the board.
Board papers
As far as is practicable, board papers for each meeting will be circulated to all members at least 5 working days prior to the meeting. All board papers will be circulated to members via a secure board software program or via other electronic means.
Late papers
In exceptional circumstances, there may be times where an item or paper does not meet the usual publishing timeframe. When this occurs, the Board will be informed that a paper will be forthcoming and when available the paper will be published to the board in the usual manner.
Quorum
A quorum for a meeting of the GNB is formed by five members.
Participation at meetings
Members may participate in GNB meetings in person, by telephone or by video conference, if all members are able to be heard by other members.
The GNB may invite other persons to attend meetings for all or certain agenda items.
Control of meetings
The Chair will preside at meetings of the GNB. In the absence of the Chair, the Deputy Chair will preside at meetings of the GNB.
If both the Chair and Deputy Chair are absent, a GNB member chosen by the members present at the meeting is to preside at the meeting.
Decision making
As far as is practicable the Chair will seek to reach decisions of the GNB by consensus.
If consensus is not practicable in the circumstances, a proposed decision supported by a majority of members at the meeting is the decision of the GNB. The person presiding at a meeting of the GNB has a deliberative vote and, in the event of an equality of votes, has a second or casting vote.
Out of session decisions
Where appropriate, the GNB may consider matters by the circulation of papers to all members by electronic or other means. In these cases, proposed decisions approved in writing by a majority of members are taken to be a decision of the board.
Any decisions made 'out of session' are to be included in the minutes of the next meeting.
Publications of board decisions
The Government Information (Public Access) Act 2009 applies to all NSW Government agencies including Boards and committees.
In accordance with the objectives of that Act and the NSW Government’s ‘open government policy’, the GNB will update its place name records to reflect decisions made by the board.
Confidentiality
All board proceedings, papers, and submissions to the GNB shall be kept confidential and will not be disclosed or released to any party other than the GNB, unless agreed by the Chair, outlined in this Charter or required by law.
All members, counsellors and other attendees at meetings are required to keep all information discussed at GNB meetings confidential.
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