Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

BSBATSIL408C Mapping and Delivery Guide
Manage a board meeting

Version 1.0
Issue Date: May 2024


Qualification -
Unit of Competency BSBATSIL408C - Manage a board meeting
Description This unit describes the performance outcomes, skills and knowledge required to plan for and conduct a regular board meeting and ensure outcomes of the meeting are implemented.Some aspects of governance activities may be subject to legislation, rules, regulations and codes of practice relevant to different job roles and jurisdictions.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit applies to individuals who need to conduct board meetings in their role of monitoring and guiding the activities of Aboriginal and Torres Strait Islander organisations.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites
Competency Field Regulation, licensing and risk - ATSI governance
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Plan a board meeting
  • Identify type of meeting to be conducted and any rules, cultural protocols, policies and procedures that affect its planning and conduct
  • Prepare an agenda that reflects the business of the meeting, with consultation between the chair, secretary and manager
  • Determine the date, time and location of the meeting taking into consideration all relevant rules, cultural protocols, policies and procedures
  • Issue invitations to members and guests in a timely manner that will maximise attendance
  • Plan and implement transport and other arrangements to maximise attendance
  • Circulate background papers prior to the meeting in an appropriate form and with adequate time for members to prepare for the meeting
       
Element: Conduct a board meeting
  • Ensure a quorum is present before commencing meeting
  • Follow rules and cultural protocols
  • Follow meeting agenda and timeframes
  • Provide opportunities for participants to listen and speak, and show respect for different views
  • Manage difficult situations that arise in a respectful and sensitive manner
  • Use agreed decision-making processes to ensure decisions reflect participants' views
  • Develop an action plan to implement decisions
       
Element: Identify confidential business
  • Advise board members when to observe required confidentiality
  • Seek declarations of potential and real conflict of interest
       
Element: Ensure minutes are taken
  • Appoint a minute taker
  • Review minutes to ensure they contain required information
  • Approve minutes and provide them to members and guests as appropriate
  • Ensure procedures are in place to store minutes adequately and with appropriate access
       
Element: Monitor the implementation of decisions
  • Communicate decisions to relevant people
  • Monitor the action plan to ensure completion
  • Present reports of outcomes of implementation at board meetings
       


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

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.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

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

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.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Identify type of meeting to be conducted and any rules, cultural protocols, policies and procedures that affect its planning and conduct 
Prepare an agenda that reflects the business of the meeting, with consultation between the chair, secretary and manager 
Determine the date, time and location of the meeting taking into consideration all relevant rules, cultural protocols, policies and procedures 
Issue invitations to members and guests in a timely manner that will maximise attendance 
Plan and implement transport and other arrangements to maximise attendance 
Circulate background papers prior to the meeting in an appropriate form and with adequate time for members to prepare for the meeting 
Ensure a quorum is present before commencing meeting 
Follow rules and cultural protocols 
Follow meeting agenda and timeframes 
Provide opportunities for participants to listen and speak, and show respect for different views 
Manage difficult situations that arise in a respectful and sensitive manner 
Use agreed decision-making processes to ensure decisions reflect participants' views 
Develop an action plan to implement decisions 
Advise board members when to observe required confidentiality 
Seek declarations of potential and real conflict of interest 
Appoint a minute taker 
Review minutes to ensure they contain required information 
Approve minutes and provide them to members and guests as appropriate 
Ensure procedures are in place to store minutes adequately and with appropriate access 
Communicate decisions to relevant people 
Monitor the action plan to ensure completion 
Present reports of outcomes of implementation at board meetings 

Forms

Assessment Cover Sheet

BSBATSIL408C - Manage a board meeting
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

BSBATSIL408C - Manage a board meeting

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: