NDIS Policies and Procedures Manual – Core Module
Document Number: CM-POL-037
Document Control
This table shows a record of significant changes to the document.
| Legal Name: | Holistic Healthcare Management Services |
| ABN: | 20695058096 |
| ACN: | 695058096 |
| Primary address/head office: | 15 Agasse Way, Tapping WA 6065 |
| Document Name: | NDIS Policies and Procedures Manual – Core Module |
| Document Number: | CM-POL-037 |
| Approved by: | Director |
| Date Approved: | February 2026 |
| Version No: | 1.0 |
| Comments: | Initial Release of the Policies and Procedures Manual |
| Next Review Date: | February 2026 |
Introduction and Purpose
This procedure outlines clear standards and expectations for convening organisational meetings, recording accurate minutes, identifying appropriate attendees, formatting meeting records, and ensuring proper retention in line with organisational and regulatory requirements, ensuring effective decision-making, accountability, transparency, and compliance.
Scope
This procedure applies to all formal organisational meetings, including leadership meetings, senior management meetings, project meetings, and team and departmental meetings where key decisions or approvals are recorded.
Definition
| Term | Description |
|---|---|
| Convenor/Chair | The individual responsible for organising and chairing the meeting. |
| Minute Taker/Secretary | Individual assigned to record accurate meeting minutes. |
| Minutes | Official written records of the proceedings, decisions, actions, and attendees of a meeting. |
| Action Items | Tasks assigned during a meeting, clearly stating responsibility and deadlines. |
Procedure
Convening Meetings
Meetings must be convened by an authorised Convenor or Chair responsible for scheduling with adequate advance notice (generally a minimum of 5 business days), preparing and distributing agendas, and ensuring resource availability.
Meeting Attendance
Attendees must be identified based on role, relevance, and decision-making authority, categorised into voting members, non-voting members, and guests/observers, with attendance recorded accurately within the minutes.
Minute Taking and Format
Minutes must be recorded by a designated Minute Taker, capturing meeting details, attendance, confirmation of previous minutes, agenda summaries, action items, and next meeting details with factual neutrality.
Approval, Distribution, and Records Retention
Approval and Distribution
Draft minutes must be circulated within five working days, with participants having a further five working days to review and comment before final approval at the next scheduled meeting.
Records Retention and Storage
Final approved minutes must be securely stored centrally in a version-controlled location in compliance with applicable statutory and regulatory requirements, typically retained for not less than seven years.
Roles and Responsibilities
| Ref No | Roles | Responsibilities |
|---|---|---|
| 1 | Convenor/Chair | Schedule meetings, prepare and distribute agendas, and ensure meetings run effectively. |
| 2 | Minute Taker | Record accurate, impartial minutes, distribute drafts, manage corrections, and ensure approval. |
| 3 | Meeting Attendees | Review draft minutes promptly, provide feedback, and action assigned tasks timely. |
| 4 | Document Control Coordinator | Ensure secure storage, retrieval, and management of minutes as official records. |
Related Documents
- Document Control Policy
- Governance & Financial Delegation Policy
- Documented Decisions on Financial and Operational Matters Policy
- Confidentiality and Privacy Policy
- Internal Audit Procedure
References
- Corporations Act 2001 (Cth) (for Board and governance minutes)
- National Disability Insurance Scheme (NDIS) Practice Standards (Governance Module)
- Privacy Act 1988 (Cth)
Policy Review
This policy will be reviewed annually to incorporate changes in financial regulations, NDIS guidelines, and organisational needs, with adjustments made based on financial audits, stakeholder feedback, and risk assessments.
