NZQA registered unit standard
22309 version 3
Page 1 of 5
Title
Prepare and conduct body corporate meetings
Level
5
Purpose
Credits
3
This unit standard is for people preparing to enter into, or who
are currently working in, the real estate industry.
People credited with this unit standard are able to:
–
interpret regulatory and statutory requirements for
convening body corporate meetings;
–
prepare documentation for body corporate meetings;
–
demonstrate an understanding of making body corporate
meeting arrangements; and
–
record body corporate meeting activities and outcomes.
Classification
Real Estate > Residential and Commercial Property
Management
Available grade
Achieved
Explanatory notes
1
References
Consumer Guarantees Act 1993;
Fair Trading Act 1986;
Human Rights Act 1993;
Overseas Investment Act 2005;
Overseas Investment Regulations 2005;
Privacy Act 1993;
Real Estate Agents Act 2008;
Residential Tenancies Act 1986;
Unit Titles Act 2010;
and all subsequent amendments and replacements.
2
Definitions
AGM – Annual General Meeting.
Body Corporate Committee meetings procedures are determined by law, or are
governed by the rules and regulations under the Unit Titles Act 2010, and constitution
of the body corporate committee.
Common Law is also known as case law – judgements made by courts, rather than
laws written by parliament. Judgements relating to the duties of an ‘agent’ may be
applicable to this unit standard.
Culture/cultural pertains to a group’s commonly-held and evolving set of practices,
beliefs, and values which influence individual members’ perception of the world.
Industry requirements mean all actions must comply with relevant professional body
standards, legislation, codes of professional conduct and client care, and approved
ElectroTechnology Industry Training Organisation
SSB Code 100401
 New Zealand Qualifications Authority 2016
NZQA registered unit standard
22309 version 3
Page 2 of 5
guides. Legislation is available from http://www.legislation.govt.nz and codes of
professional conduct and client care, and approved guides are available from
http://www.reaa.govt.nz.
Approved guides mean the two approved guides developed by the Real Estate
Agents Authority covering an agency agreement and a sale and purchase
agreement. These are available from http://www.reaa.govt.nz.
EGM – Extraordinary General Meeting.
Proxy refers to a person appointed to represent another person entitled to attend a
meeting. Provision for proxy representation must be incorporated in the rules and
regulations governing the specific organisation.
Verbatim record is an accurate, word-for-word account of proceedings.
3
Performance of outcomes of this unit standard requires access to reference sources
on terminology and procedures relating to formal business meetings.
4
Assessment
This unit standard must be assessed on the basis of evidence of demonstrated
performance in the workplace or in simulated work situations designed to draw upon
similar performance to that required in the workplace.
Outcomes and evidence requirements
Outcome 1
Interpret regulatory and statutory requirements for convening body corporate meetings.
Range
Unit Titles Act 2010.
Evidence requirements
1.1
Procedures and protocols for an AGM of a parent body corporate are identified
in terms of the Unit Titles Act 2010, regulatory, and statutory rules.
Range
1.2
Procedures and protocols for an EGM of a parent body corporate are identified
in terms of the Unit Titles Act 2010, regulatory, and statutory rules.
Range
1.3
includes but is not limited to – frequency of meetings, notice of
AGM, decisions which must be made at an AGM, quorum
requirements, types of resolution, eligibility for voting.
includes but is not limited to – criteria for calling an EGM, person
eligible to call an EGM, notice of EGM.
Procedures and protocols for a general meeting of a parent body corporate
committee are identified in terms of the Unit Titles Act 2010, regulatory and
statutory rules.
Range
includes but is not limited to – frequency of meetings, appointment
of chairperson, quorum requirements.
ElectroTechnology Industry Training Organisation
SSB Code 100401
 New Zealand Qualifications Authority 2016
NZQA registered unit standard
22309 version 3
Page 3 of 5
Outcome 2
Prepare documentation for body corporate meetings.
Range
may include but is not limited to – notice of meeting, agenda, minutes, briefing
papers, action schedules.
Evidence is required for an agenda and two other types of documentation for
body corporate or body corporate committee meetings.
Evidence requirements
2.1
The type and function of the meeting are established, and documentation needs
are identified.
2.2
Requirements and methods for convening a valid meeting are established in
terms of giving notice in a legally acceptable manner to every person entitled to
attend.
2.3
Documentation is produced in the required or customary form, and
requirements for giving notice, providing prescribed information, and meeting
the timeframe for circulation of information are complied with.
2.4
Documentation prepared includes supplementary papers where these are
relevant to the meeting purpose.
2.5
Production of documentation meets organisational standards in terms of
content, presentation, layout, indexing, coding, referencing, binding, and
acknowledgements.
2.6
The agenda is produced and distributed in accordance with identified needs and
preferences for content and layout.
Outcome 3
Demonstrate an understanding of making body corporate meeting arrangements.
Range
includes but is not limited to – booking physical venue, travel, car parking, audio
visual aids, electronic aids, refreshments, telecommunications, seating, heating,
ventilation, lighting.
Evidence is required for two meetings which may be body corporate or body
corporate committee meetings.
Evidence requirements
3.1
Meeting requirements and options are assessed in terms of a physical
gathering of participants.
3.2
The type and function of the meeting, and the needs of participants, are
assessed, and meeting arrangements are explained in accordance with
identified needs.
ElectroTechnology Industry Training Organisation
SSB Code 100401
 New Zealand Qualifications Authority 2016
NZQA registered unit standard
22309 version 3
Page 4 of 5
Outcome 4
Record body corporate meeting activities and outcomes.
Range
meetings may be body corporate or body corporate committee meetings.
Evidence requirements
4.1
Needs are assessed and arrangements are explained for recording meeting
activities and outcomes in accordance with identified rules and regulations, and
body corporate administration practice.
4.2
Methods of recording minutes are differentiated in terms of nature, content,
language, and format of the record and industry requirements for recording
resolutions, amendments, and consensus decisions.
includes but is not limited to – verbatim record, resolution minutes,
narrative minutes, action minutes, audio record, video record.
Range
4.3
Procedures are identified and adhered to in relation to recording attendance,
apologies, and proxy representation.
4.4
Procedures are identified and adhered to in relation to conducting and recording
results of votes and polls.
4.5
Requirements for authorisation of meeting records are identified, and
proceedings are confirmed by office holders and those holding designated
positions in accordance with requirements.
Planned review date
31 December 2015
Status information and last date for assessment for superseded versions
Process
Version Date
Last Date for Assessment
Registration
1
18 December 2006
31 December 2013
Review
2
12 February 2010
31 December 2013
Revision
3
19 July 2012
N/A
Consent and Moderation Requirements (CMR) reference
0003
This CMR can be accessed at http://www.nzqa.govt.nz/framework/search/index.do.
Please note
Providers must be granted consent to assess against standards (accredited) by NZQA,
before they can report credits from assessment against unit standards or deliver courses
of study leading to that assessment.
Industry Training Organisations must be granted consent to assess against standards by
NZQA before they can register credits from assessment against unit standards.
ElectroTechnology Industry Training Organisation
SSB Code 100401
 New Zealand Qualifications Authority 2016
NZQA registered unit standard
22309 version 3
Page 5 of 5
Providers and Industry Training Organisations, which have been granted consent and
which are assessing against unit standards must engage with the moderation system that
applies to those standards.
Requirements for consent to assess and an outline of the moderation system that applies
to this standard are outlined in the Consent and Moderation Requirements (CMR). The
CMR also includes useful information about special requirements for organisations wishing
to develop education and training programmes, such as minimum qualifications for tutors
and assessors, and special resource requirements.
Comments on this unit standard
Please contact the ElectroTechnology Industry Training Organisation
reviewcomments@etito.co.nz if you wish to suggest changes to the content of this unit
standard.
ElectroTechnology Industry Training Organisation
SSB Code 100401
 New Zealand Qualifications Authority 2016