- - GOVERNING BODIES The business of establishing membership and managing the administration of governing bodies, such as boards, trusts, councils, commissions and so on, that direct, oversee or provide a framework for the control of an organisation. Includes governing bodies regulated by the Commonwealth Authorities and Companies Act 1997 (or its equivalent). Covers activities associated with providing secretariat support to the governing body in the performance of its duties and administrative support to governing body members, including arrangements for travel, leave entitlements, allowances and remuneration for duties performed. Also includes the nomination, election, appointment and separation of governing body members, disclosures of pecuniary interests, professional indemnity insurance, relations between an organisation and its governing body and meetings of governing bodies. Excludes governing bodies that do not undertake a governance role.Note: Governing Bodies is a business area relating to the agency’s governance management. The other governance business area is Strategic Management which covers broad systematic administration, planning and reporting. The focus of the Governing Bodies is the establishment and day-to-day administration of an agency’s internal governing authority. The activities of the governing body support other business areas, in particular Community Relations, Government Relations, Strategic Management, and all other agency core businesses where they are covered. Governing bodies does not cover the activities of advisory bodies. Governing bodies have executive powers and focus on administrative control of an agency’s governance framework while advisory bodies provide informed advice to the Minister, the Government and the agency. Advisory bodies undertake no role in governance activities. Their administration and operations are covered by a separate general records authority issued by the National Archives. This business area includes such governing bodies related activities as: managing accidents involving members of governing bodies; supporting the development of addresses (presentations); negotiating and establishing agreements (eg contracts of appointments); handling appeals; managing compensation cases; managing disclosures of interest; administering leave; administering meetings of governing bodies; managing membership of governing bodies (i.e. establishment and composition); supporting performance management frameworks; managing remuneration arrangements; and supporting training requirements. The performance of the business area is supported by routine administrative tasks such as: providing and receiving advice; complying with external management requirements; delegating powers and authorising actions; managing insurance and claims; managing administrative meetings; planning, researching, reporting and reviewing; and developing policies and procedures. For establishing and changing the structure of an organisation, use ESTABLISHMENT. For the broad systematic administrative management of an organisation, use STRATEGIC MANAGEMENT. For managing the acquisition of goods and services, and tendering and contracting arrangements to support governing bodies, use PROCUREMENT. For managing financial activities relating to governing bodies, use FINANCIAL MANAGEMENT. - 21579 The following significant records documenting administrative activities of governing bodies: minutes and supporting records of meetings of governing bodies; performance expectation records for governing bodies (eg final version of performance agreements, statements of intent, negotiations); policies supporting the administration and operation of governing bodies (eg charters and codes of conduct for members); formal reports on the administration and operation of governing bodies; and summary membership records (eg registers of members or appointments, disclosures of interest, and related party transactions. Where no summary disclosure of interest registers exist, and are not included in the minutes of governing body meetings, retain records documenting notification and receipt of disclosures). Retain as national archives For governing body records that do not fall into the significant category of 21579, or are not related to records of individual governing body members detailed in 21580, use GOVERNING BODIES – 21581.For reports of governing bodies and committees established by governing bodies that impact on the broad overall management of the agency, use AFDA Express STRATEGIC MANAGEMENT – 20340 or 20342. For records of committees established by the governing body relating to a particular administrative activity or core business, use the relevant AFDA Express function or agency core business. - 21580 Administrative records of the following activities supporting the membership of individual governing body members with long term requirements, excluding those detailed in classes 21579 and 21581: accident/incident reports for injury, death, loss or damage to personal property; compensation claim/case records (eg rehabilitation records, medical reports, appeals, legal records relating to the case, progress and assessment reports); consolidated leave history records; nominating, electing, appointing and re-appointing members. Includes individual agreements/contracts with members, signed codes of conduct, gazettal notices, letters of appointment or re-appointment; notification of appointments to regulatory bodies (eg ASIC); remuneration records (both monetary and non monetary) including pay histories, records relating to the recovery of over-payments; separation records covering retirements, resignations, dismissals, death and dispensation of services; and terms of appointment. Destroy 75 years after date of birth of the governing body member or 7 years after last action, whichever is longest. For accident records, if date of birth is unknown assume the person was 15 at the time of the accident For summary records facilitating the management of membership of governing bodies (eg registers of appointments), use GOVERNING BODIES – 21579. For records of individual governing body members that are not summary records noted in 21579, and are not listed in 21580, use GOVERNING BODIES – 21581. - 21581 Records documenting: routine operational administrative tasks supporting the business area; and governing bodies activities, other than those covered in classes 21579 and 21580. Destroy 10 years after action completed or after member’s separation, whichever is relevant For advice received from or provided to the portfolio minister or government agencies, use AFDA Express GOVERNMENT RELATIONS – 20267 or 20270. For responses to ‘Ministerials’, use AFDA Express GOVERNMENT RELATIONS – 20267 or 20269. For addresses and presentations made by members of governing bodies, use AFDA Express COMMUNITY RELATIONS – 20439. For liaison between members of governing bodies and professional associations, private-sector organisations and community groups, use AFDA Express COMMUNITY RELATIONS – 20443. For records of committees established by the governing body relating to a particular administrative activity or core business, use the relevant AFDA Express function or agency core business.