Elements and Performance Criteria
- Plan the meeting
- Reason for the meeting is identified and communicated to interested parties.
- Logistics of the meeting are identified and arranged.
- An appropriate and competent person is identified and requested to take minutes of the meeting.
- An agenda is prepared in consultation with relevant personnel , published and circulated to affected and interested parties.
- Meeting papers and background or supporting information are circulated in time to allow sufficient preparation before the meeting and any statutory periods of notice are observed.
- Copies of council meeting rules, procedures and relevant legislation are available for use at or prior to the meeting.
- Conduct the meeting
- The meeting begins on time or as soon thereafter as a quorum is present.
- Minutes of the meeting are recorded.
- Meeting rules and protocols adopted by the council are followed, including deference to cultural or traditional issues.
- The agenda and suggested or adopted time frames for speech are followed.
- Participants and others recognised by the meeting are allowed the opportunity to address, listen and question when formulating and expressing their views.
- Issues of difficulty or conflict are moderated by the mayor/chair or delegated office bearers.
- Decisions that reflect agreed views are made in accordance with the rules and procedures of council.
- Minutes are approved by the mayor/chair, circulated and stored according to council or authority regulations.
- Maintain confidentiality
- Follow up decisions and resolutions
- Decisions are monitored by delegated or appropriate officers and progress is reported to subsequent meetings according to agreed time frames to ensure accountability.
- Deficiencies or non-compliance relating to decisions are identified and reported according to council or authority regulations or agreed strategies.