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Evidence Guide: BSBATSIL408C - Manage a board meeting

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

BSBATSIL408C - Manage a board meeting

What evidence can you provide to prove your understanding of each of the following citeria?

Plan a board meeting

  1. Identify type of meeting to be conducted and any rules, cultural protocols, policies and procedures that affect its planning and conduct
  2. Prepare an agenda that reflects the business of the meeting, with consultation between the chair, secretary and manager
  3. Determine the date, time and location of the meeting taking into consideration all relevant rules, cultural protocols, policies and procedures
  4. Issue invitations to members and guests in a timely manner that will maximise attendance
  5. Plan and implement transport and other arrangements to maximise attendance
  6. Circulate background papers prior to the meeting in an appropriate form and with adequate time for members to prepare for the meeting
Identify type of meeting to be conducted and any rules, cultural protocols, policies and procedures that affect its planning and conduct

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare an agenda that reflects the business of the meeting, with consultation between the chair, secretary and manager

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine the date, time and location of the meeting taking into consideration all relevant rules, cultural protocols, policies and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Issue invitations to members and guests in a timely manner that will maximise attendance

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Plan and implement transport and other arrangements to maximise attendance

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Circulate background papers prior to the meeting in an appropriate form and with adequate time for members to prepare for the meeting

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conduct a board meeting

  1. Ensure a quorum is present before commencing meeting
  2. Follow rules and cultural protocols
  3. Follow meeting agenda and timeframes
  4. Provide opportunities for participants to listen and speak, and show respect for different views
  5. Manage difficult situations that arise in a respectful and sensitive manner
  6. Use agreed decision-making processes to ensure decisions reflect participants' views
  7. Develop an action plan to implement decisions
Ensure a quorum is present before commencing meeting

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Follow rules and cultural protocols

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Follow meeting agenda and timeframes

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Provide opportunities for participants to listen and speak, and show respect for different views

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage difficult situations that arise in a respectful and sensitive manner

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Use agreed decision-making processes to ensure decisions reflect participants' views

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop an action plan to implement decisions

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify confidential business

  1. Advise board members when to observe required confidentiality
  2. Seek declarations of potential and real conflict of interest
Advise board members when to observe required confidentiality

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Seek declarations of potential and real conflict of interest

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure minutes are taken

  1. Appoint a minute taker
  2. Review minutes to ensure they contain required information
  3. Approve minutes and provide them to members and guests as appropriate
  4. Ensure procedures are in place to store minutes adequately and with appropriate access
Appoint a minute taker

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Review minutes to ensure they contain required information

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Approve minutes and provide them to members and guests as appropriate

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure procedures are in place to store minutes adequately and with appropriate access

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor the implementation of decisions

  1. Communicate decisions to relevant people
  2. Monitor the action plan to ensure completion
  3. Present reports of outcomes of implementation at board meetings
Communicate decisions to relevant people

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor the action plan to ensure completion

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Present reports of outcomes of implementation at board meetings

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the ability to:

apply constitutional provisions relating to the planning and conduct of board meetings

plan for a meeting to maximise its effectiveness

prepare and follow the meeting agenda.

Context of and specific resources for assessment

Assessment must ensure:

participation on an actual or simulated board

access to examples of issues worked with by boards of governance

access to examples of relevant documents

knowledge and performance are assessed over time to confirm consistency in performance.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

observation of performance on a board or simulated board

direct questioning combined with reflection of practical board performance by the candidate

analysis of responses to case studies and scenarios

demonstration of techniques

observation of presentations and group discussions

oral or written questioning to assess knowledge

observation of performance in role plays

analysis of feedback from the community and stakeholders about operations.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

BSBATSIL411A Undertake the roles and responsibilities of a board member

BSBATSIL413A Review and apply the constitution.

Required Skills and Knowledge

Required skills

communication, teamwork and negotiation skills to work cooperatively with other board members, management and staff of the organisation, members, community and key stakeholders

culturally appropriate communication skills to relate to people from diverse backgrounds and with diverse abilities

delegation skills to identify appropriate people to take minutes and implement action plans

evaluation and decision-making skills to monitor and review information presented to the board and enact decisions

leadership skills to ensure the meeting remains on track and participants contribute to discussions and have their views treated with respect by others

problem-solving skills to identify and manage potential and real conflict of interest between parties

planning and organisational skills to prepare for the meeting

Required knowledge

board meeting procedures, including documentation requirements

board member roles and responsibilities

concept of community control of organisations and how it may impact on conduct of meetings

conflict of interest

constitution provisions regarding conduct of meetings

cultural context in which Aboriginal and Torres Strait Islander boards operate, including their role in upholding traditional and cultural values, and how that can impact on the conduct of meetings

cultural processes and protocols relevant to the conduct of meetings

decision-making processes

geographic, social, economic and political contexts in which particular organisations operate and how these may impact on the conduct of meetings

organisational policies and procedures relevant to the conduct of meetings

provisions of federal, state or territory legislation and funding body requirements that influence board decisionmaking

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Type of meeting may include:

annual general meeting

regular board meeting

special general meeting

subcommittee meeting.

Cultural protocols may include:

acknowledgement

men's and women's business

order of speaking

providing interpreters

role of Elders

subject matters for discussion

welcome to country.

Guests may include:

community members

Elders

government representatives

representatives of other organisations

traditional owners.

Rules may include:

constitution requirements

cultural protocols

meeting procedures

organisational policy.

Decision-making processes may include:

consensus

decision by authority

decision by majority.

Action plan may include:

who does what

when it is to be done

what is to be achieved

what is to be reported back.

Required confidentiality may include:

commercial in confidence

financial

legal

personal.

Required information may include:

meeting date, time and location

apologies

people present

items discussed

details of discussion

motions

mover and seconder

votes

decisions made

action plans

who is responsible

time meeting closed

next meeting date.

Relevant people may include:

board members

community members

committees

funding bodies

partner organisations

staff

visitors.

Reports of outcomes may include:

evaluation reports

information reports

progress reports

research reports.