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Evidence Guide: LGAGENE304A - Conduct effective council meetings

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

 

LGAGENE304A - Conduct effective council meetings

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

Plan the meeting

  1. Reason for the meeting is identified and communicated to interested parties.
  2. Logistics of the meeting are identified and arranged.
  3. An appropriate and competent person is identified and requested to take minutes of the meeting.
  4. An agenda is prepared in consultation with relevant personnel , published and circulated to affected and interested parties.
  5. 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.
  6. Copies of council meeting rules, procedures and relevant legislation are available for use at or prior to the meeting.
Reason for the meeting is identified and communicated to interested parties.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Logistics of the meeting are identified and arranged.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

An appropriate and competent person is identified and requested to take minutes of the meeting.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

An agenda is prepared in consultation with relevant personnel , published and circulated to affected and interested parties.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Copies of council meeting rules, procedures and relevant legislation are available for use at or prior to the meeting.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conduct the meeting

  1. The meeting begins on time or as soon thereafter as a quorum is present.
  2. Minutes of the meeting are recorded.
  3. Meeting rules and protocols adopted by the council are followed, including deference to cultural or traditional issues.
  4. The agenda and suggested or adopted time frames for speech are followed.
  5. Participants and others recognised by the meeting are allowed the opportunity to address, listen and question when formulating and expressing their views.
  6. Issues of difficulty or conflict are moderated by the mayor/chair or delegated office bearers.
  7. Decisions that reflect agreed views are made in accordance with the rules and procedures of council.
  8. Minutes are approved by the mayor/chair, circulated and stored according to council or authority regulations.
The meeting begins on time or as soon thereafter as a quorum is present.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Minutes of the meeting are recorded.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Meeting rules and protocols adopted by the council are followed, including deference to cultural or traditional issues.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

The agenda and suggested or adopted time frames for speech are followed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Participants and others recognised by the meeting are allowed the opportunity to address, listen and question when formulating and expressing their views.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Issues of difficulty or conflict are moderated by the mayor/chair or delegated office bearers.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Decisions that reflect agreed views are made in accordance with the rules and procedures of council.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Minutes are approved by the mayor/chair, circulated and stored according to council or authority regulations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maintain confidentiality

  1. Councillors identify or are advised when confidentiality is to be observed in accordance with council procedures.
  2. Real or potential conflicts of interest are declared in accordance with council procedures and practices.
Councillors identify or are advised when confidentiality is to be observed in accordance with council procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Real or potential conflicts of interest are declared in accordance with council procedures and practices.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Follow up decisions and resolutions

  1. Decisions are monitored by delegated or appropriate officers and progress is reported to subsequent meetings according to agreed time frames to ensure accountability.
  2. Deficiencies or non-compliance relating to decisions are identified and reported according to council or authority regulations or agreed strategies.
Decisions are monitored by delegated or appropriate officers and progress is reported to subsequent meetings according to agreed time frames to ensure accountability.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Deficiencies or non-compliance relating to decisions are identified and reported according to council or authority regulations or agreed strategies.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

Overview of assessment requirements

A person who demonstrates competency in this unit will be able to perform the outcomes described in the Elements to the required performance level detailed in the Performance Criteria. The knowledge and skill requirements described in the Range Statement must also be demonstrated. For example, knowledge of the legislative framework and safe work practices that underpin the performance of the unit are also required to be demonstrated.

Critical aspects of evidence to be considered

This unit requires demonstration of having planned and conducted council meetings effectively. It includes demonstration of:

accessing and providing meeting procedures, including reference to appropriate regulations, codes of conduct and procedures governing the council or authority

ensuring clear, accountable decision-making processes are documented

ensuring conflicts of interest are identified and handled appropriately

ensuring accurate meeting minutes are recorded and kept as a record of proceedings

ensuring decisions and resolutions are followed up and stakeholders and the community are informed of events.

Context of assessment

In the workplace or a simulated work environment, possibly supported by classroom delivery, including remote or online.

Assessment may encompass multiple elements in the workplace and utilise:

role-plays

oral questioning

case studies

short exercises, including multiple choice, practical demonstrations and group activities in simulated environments.

It is anticipated that a complete assessment would involve observation of performance in the role of councillor or a similar representative role.

Relationship to other units(prerequisite or co-requisite units)

Prerequisite units: nil.

Co-requisite units: nil.

Method of assessment

The following assessment methods are suggested:

observation of the learner performing a range of workplace tasks over sufficient time to demonstrate handling of a range of contingencies

written and/or oral questioning to assess knowledge and understanding

completion of workplace documentation

third-party reports from experienced practitioners

completion of self-paced learning materials including personal reflection and feedback from trainer, coach or supervisor.

Evidence required for demonstration of consistent performance

Evidence will need to be gathered over time across a range of variables.

Resource implications

Access to a workplace, simulated environment or case studies including:

legislation and standards of practice

protocols, policies and procedures

meetings and committee proceedings

representative issues and incidents reflecting council responsibility.

Assessment and training may need to be conducted out of standard business hours.

Required Skills and Knowledge

This describes the essential skills and knowledge and their level, required for this unit

Required Skills

oral and written communication

interpersonal skills, including courtesy and respect for diversity

presentation skills

research capacity

negotiation and debating

management

self-discipline.

Required Knowledge

meeting procedures

council or authority regulations

protocols and codes of conduct

community or locality knowledge, including history and current events, traditions, customs and social issues

current communications technology.

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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 in the Performance Criteria is detailed below.

Meetings may include:

council

authority

community

subcommittee

other meetings convened on a programmed or ad hoc basis that constitute official assemblies of whole or part of the elected body

format of business, including contributions from other officers, guests or invited specialist speakers.

Logistics of the meeting may include:

venue

start and finish time

catering requirements

transport or travel

equipment.

Relevant personnel may include:

mayor

chair of the council

chief executive officer

councillors

management.

Minutes of the meeting include details such as:

attendance

apologies

discussion on motions

actions and initiatives, including accountability and time frames.

Council meeting rules and procedures may include:

reference to standard rules of meeting procedures to inform or support adopted formal rules governing council/authority meetings

codes of conduct

deference to cultural or traditional issues

courtesy and respect

address by normal or special arrangement

matters heard in closed chamber

provision for suspension of business before resolving some matters.

Confidentiality issues may include:

binding decisions

minority or dissenting points of view

confidentiality of individual views

voting

establishing precedent

reaching understanding.

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