When distributing or displaying minutes of a Work Health and Safety (WHS) committee meeting in Australia, it's essential to ensure clarity, accessibility, and compliance with relevant regulations. Here are some guidelines to follow:
1. Formatting: Use a standard document format, such as Microsoft Word or PDF, for the minutes. Include a clear title indicating that it's the minutes of the WHS committee meeting, along with the date and location of the meeting.
2. Header Information: Begin with a header that includes the name of the organization, the committee's name, and the specific meeting date. This helps identify the document and provides context.
3. Attendees: List the names and affiliations of all attendees, including committee members, management representatives, and any other relevant individuals present at the meeting.
4. Agenda Items: Outline the agenda items discussed during the meeting. For each item, provide a brief description or summary of the discussion and any decisions or actions taken.
5. Decisions and Actions: Clearly document any decisions made during the meeting, including the rationale behind them. Note any follow-up actions assigned to specific individuals and include deadlines for completion. This ensures accountability and tracks progress.
6. Review of Previous Minutes: If applicable, include a section that briefly summarizes any discussions or updates related to the previous meeting's minutes. This helps maintain continuity and provides a historical perspective.
7. Attachments: If there were any documents or presentations discussed during the meeting, consider attaching them as supporting materials to the minutes. This can provide additional context or serve as a reference for future discussions.
8. Distribution: Once the minutes are finalized, distribute them to all committee members, relevant stakeholders, and any other individuals who should be informed about the meeting outcomes. Use a secure and appropriate method for sharing the minutes, such as email or a document sharing platform.
9. Retention: Keep a copy of the minutes in a designated location or electronic database for future reference and compliance purposes. Consider any legal or regulatory requirements regarding the retention of WHS committee meeting minutes.
Remember that the specific requirements for minutes may vary depending on the organization and any applicable regulations. It's essential to familiarize yourself with the specific guidelines provided by the relevant workplace health and safety regulatory authority in Australia.