MODULE 2 SESSION 1

Meetings & Resolutions

 MODULE 2 SESSION 1
Meetings & Resolutions
I. FACILITATOR
A mature individual who is familiar with the arrangements required in
preparing for meetings, with taking part in meetings, with presiding over
meetings, with authoring the minutes of meetings; an individual who is,
preferably, familiar with parliamentary procedure (Robert‘s Rules of Order);
an individual who will be able to establish rapport with and communicate
effectively with the participants he will be handling

II. OBJECTIVES
At the end of this session, the participants should be able to explain the
importance of and describe the steps in:
a. preparing for a meeting;
b. participating in a meeting;
c. presiding over a meeting;
d. keeping the minutes of a meeting; and
e. writing a resolution.

III. TOPIC AND COVERAGE

A. Topic
Meetings & Resolutions

B. Coverage
1. Meetings
a. Preparation
b. Taking part in meetings
c. Presiding over a meeting
2. Minutes of meetings
3. Resolutions

C. Key Concepts
1. Meetings are held in order to bring significant individuals together to
think, discuss, and decide together regarding matters which will
enable the organization to attain its objectives.

2. The task of every participant at a meeting is to speak, act, and

behave so as to assist in moving the meeting forward to attain its
objectives.

3. The task of the one charged with preparing for the meeting is
therefore to attend to whatever is required to better prepare would-be
participants to take part in the meeting in circumstances conducive to
productive thinking, discussion, and decision making.

4. The task of the one who presides over the meeting is to ensure that
individuals and groups present stay involved in order to bring the
meeting forward towards the attainment of its objectives.

5. The task of the one designated to take and prepare the minutes of the
meeting is to ensure that actions which impact the business of the
organization are duly documented, reviewed, and approved.
D. Materials

1. For facilitator (at least a week before day of session):

a. SK OM
b. Facilitator Guide
c. Audio Visual Presentation: ―SK Meeting Demonstration‖, AVP
Player

2. At venue:
a. Feedback form
b. Paper / cards for participants to write questions, remarks on
c. Audio Visual Presentation: ―SK Meeting Demonstration‖, AVP
Player
d. Meetings & Resolutions slides (PowerPoint for use by facilitator)
e. Screen, projector, computer, laser pointer for use by facilitator
f. Flipchart paper, whiteboard markers and eraser
g. Downloaded copy of video so it can be used offline

3. For participant (at venue upon registration):

a. SK OM
IV. Procedures

FACILITATOR’S ACTIVITY PARTICIPANTS’ ACTIVITY POWERPOINT PREVIEW

A. Motivation

Greet the participants (most preferably in your

local dialect)

Slide: Meetings and Resolutions (Header)

Meetings are regular part of the life of

organizations. Based on Rule 2 Sec. 9 of the
Implementing Rules and Regulations of the SK
Reform Act you need to meet as Sangguniang
Kabataan at least once a month for your regular
meeting to discuss things regarding the
development of the youth in your barangay.

Slide: SK and KK meetings (section header)

Also, according Rule 2 Sec. 6 SK IRR you need to
convene the first KK general assembly not later
than three (3) months after the proclamation of
the results of the SK elections, and conduct
regular assemblies at least once every six (6)
months.

Ask the participants: Have you ever been in a

meeting? Those who have already participated Participants will raise their
in a meeting, raise your right hand. hands
Slide: Meetings to be led by SK
Scenario 1: (Most participants raised their hands)

Great! All/Almost all of you have been in a

meeting.

Who among you have conducted a meeting? Participants will raise their
Are you ready to conduct your SK meetings? If hands
you believe you are ready, raise your hand.

Scenario 2: (Few participants raised their hands)

Don‘t worry! In this session, we will learn how to
conduct a meeting properly and effectively.
I will be showing to you a demonstration video of
a Sangguniang Kabataan meeting. As we watch
the video, pay attention not only on the topic
being discussed but also on the manner they are
conducting their meeting. Now, let‘s watch this
video and write down your observations in your
notepad.

Show video.

(Play the video)

B. Abstraction and Conceptualization
Introducing the Basic Guidelines on Conducting
Meetings
Now, let us analyze what we have just watched
by going through the whole process of preparing,
conducting and documenting a Sangguniang
Kabataan/Katipunan ng Kabataan meeting.

We shall discuss all the things you need to do

before, during and after the meeting.

Slide: Header (Conducting a Meeting)

A. Before the Meeting

As observed in the video, what do you think 1-2 Participants will give their
would have to be prepared before conducting a observations.
meeting? Expected answers:
a. Purpose of Meeting
Scenario: If the participants do not come up with b. Agenda
all the expected answers. Supply the necessary c. Venue
information. d. Time and Date
e. List of Attendees
f. Notice of Meeting
Slide: BEFORE THE MEETING (section header)
In summary, when preparing for a meeting, we
must consider the following:

a. Purpose of Meeting
b. Agenda
c. Venue
d. Time and Date
e. List of Attendees
f. Notice of Meeting
Slide: What to prepare?
Let us discuss them one by one. Turn to section V
of your SK Operations Manual: MEETING
FACILITATION
1 participant will answer.
a. What was the purpose of the meeting in the The purpose of the meeting
video? was …

The purpose of the meeting must clearly state the

needs and wants which must be satisfied by the
meeting

b. What was their agenda in the video? The agenda was…

Agenda are things to be done, matters to be

acted or voted upon by the members.

c. Do you think they had a good and suitable Yes. The venue was
venue? Why do you say so? comfortable and of adequate
size and was set up
appropriately.
d. How can we ensure availability of attendees? By setting a fixed schedule for
regular meeting and setting it
on a day agreeable to all.

e. Who should be in the list of attendees? The SK Chairman, SK Members,

Secretary and Treasurer should
be in the list of the attendees.

Other officials and resource persons may be

invited by the Sangguniang Kabataan during
their meetings.

We also said that the notice of meeting is To inform the people involved
essential in preparing a meeting. What is the in the said meeting
purpose of a ―Notice of Meeting‖

Let us look at an example of a notice of meeting. 1 participant will answer: The

What are the important items that should be important items that should be
included in the notice? included in the notice of the
meeting are:
1. nature of the meeting;
2. date, time and venue;
and
3. agenda

Slide: Notice of Meeting Example (2 slides)

Note: Facilitator should point out the contents of the Notice of
Meeting which contains all the listed items to be prepared
Ask : How do we send the Notice of Meeting to 1-2 Participants will give their
the attendees? opinion.
By the use of creative and
appropriate media: traditional
(e.g. flyers, tarpaulin, local
newspaper, and letters) or non-
traditional (e.g. e-mail, social
media - Facebook, twitter,
etc.) Slide: How do we inform the attendees? (section header)

Say you are to convene the KK General Assembly By posting a written notice of
and there are hundreds of participants, how can meeting in at least three (3)
we show them the notice? noticeable or prominent places
within the barangay.
As SK officials, it‘s your duty to notify the
members/attendees of the meeting at least
three (3) days before the conduct of a regular
meeting and at least one (1) day before the
conduct of a special meeting.

Slide: How do we inform the attendees?

 Traditional & Non-traditional Media
 Posting
We must also be reminded to furnish a copy of
notices of regular and special meetings and the
minutes of the meetings thereof to the
sangguniang barangay and the Municipal or
City Youth Development Council (M/CYDC).

Slide: Reminder! Furnish copies of Notice and Minutes of the

Meetings to M/CYDC and SB

B. During the meeting

Now, let us look into the things we need to

consider during the meeting.

Slide: During the Meeting (section header)

Ask the following: 1 person per question will

1. Who are the important persons to be present answer.
in a meeting? 1. The persons involved in
the meeting were the SK
Chairman as presiding
officer, the SK members,
the SK Secretary, and
the SK Treasurer.
2. What is the role of the Chairman or presiding 2. The SK Chairperson
officer? presides and facilitates
the meeting.

3. What is the role of the secretary? 3. SK Secretary records

major actions, decisions
and agreements during
the meeting. The
Secretary also prepares
the Minutes of the Slide: During the Meeting
WHO SHOULD BE PRESENT? (section header)
meeting.

4. What is the role of the treasurer? 4. SK Treasurer reports the

financial status of the SK
Fund.

The SK is composed of 8 members including the No, they cannot proceed.

Chairman. What if only 4 were present in the
meeting, can they proceed in the discussion of
the agenda?

Why can they not proceed? What is lacking? They cannot proceed because
they lack quorum.

If there is no quorum, the presiding officer may

adjourn the meeting. However, the chairperson
and the members present may also decide to Slide: During the Meeting
conduct the meeting without quorum. However, QUORUM
actions and decisions promulgated during such a
session shall not be final and will be subject to
approval at the subsequent duly constituted
meeting.
Note that in order for agreements in a meeting to
be binding, there has to be a quorum.

Who among you knows what a quorum is? 1 participant will answer.
A majority of the SK members
including the SK chairperson
shall constitute a quorum.
So, in SK meetings, there should be at least five
officials present so that the meeting can
proceed.

Aside from the attendees, what do you think are Another important element in a
other essential elements in a meeting? meeting is the agenda.

What is Agenda? Agenda - is a schedule of the Slide: During the Meeting (Agenda)
order of business, noting details.
These details indicate items of
business, reports, programs,
appointments, resolutions and
such other specific features as
the presiding officer may need
to ensure an orderly and
courteous transition from item
to item in the conduct of
business.
Slide: AGENDA
An agenda of a meeting has different parts. Let
us identify them.

Slide: PARTS OF AGENDA

Show example agenda.

Point to the different parts of the agenda in turn. Participants will say aloud the
Participants will identify each part pointed to by part of the agenda that you
saying the part‘s name aloud. point to on the screen

Slide: Example agenda (2 slides)

1st Sangguniang Kabataan Meeting
The examples we analyzed are the suggested
meeting agenda for the 1st SK Meeting

In the first SK Meeting, the Chairperson will issue

the Notice of Meeting. But in the succeeding
meetings, the appointed SK Secretary will sign the
Notice of Meeting.

Call someone to read the Agenda for the First SK 1 participant will read the
Meeting. example agenda

How about the agenda for the First KK Meeting? 1 participant will read the
example agenda
 Slide: 1st KK General Assembly Agenda
After the Meeting

What do you think are the expected 1. Minutes of the Meeting

documentary outputs after the meeting? 2. Resolution

Slide: After the meeting (section header)

DOCUMENTARY OUTPUTS
The expected Documentary Outputs after a
meeting are the Minutes of the Meeting and the
Resolutions.

Slide: Documentary Outputs

 1 person to answer.
MINUTES OF THE MEETING Minutes of the Meeting refer to
Ask: What are MINUTES OF THE MEETING? the complete set of notes
taken during the meeting
regarding:
- time, date, attendees and
proposed and agreed-upon Slide: Minutes of the meeting (section header)
agenda;
- points discussed and the
issues raised; and
-plans, solutions, agreements
and compromises reached
during the meeting.

The parts of the minutes of a meeting indeed are:

- time, date, attendees and proposed and
agreed-upon agenda; Slide: Minutes of Meeting
- points discussed and the issues raised; and
-plans, solutions, agreements and compromises
reached during the meeting

SHOW EXAMPLE MINUTES OF THE MEETING.

This is an example of a minutes of a meeting. The
minutes reflects what transpired during the
meeting.
Quickly browse the example minutes in the slides.

Ask: Who prepares the minutes? The SK Secretary.

If the SK Secretary is absent, who will take notes The SK secretary, or in her/his
and prepare the minutes? absence, any KK member
designated by the presiding
officer shall serve as secretary.
The designated KK member
should discharge the duties of Slide: Example minutes of the meeting
the secretary during the SK
meeting and turn over the
minutes of the meeting to the
SK secretary

RESOLUTIONS

Another meeting output is the resolution.

What are Resolutions? 1 Participant will answer:

Resolutions are used for
executing propriety functions
and private concerns.
Resolutions may also be used
to express ideas, opinions or
requests.

Slide: RESOLUTIONS (section header)

 Slide: RESOLUTION - Resolutions are used for executing propriety
functions and private concerns. Resolutions may also be used to
express ideas, opinions or requests.

How is a Resolution different from the minutes?

Ask a participant to read the slide. The Minutes of Meeting is a

document which shows the
brief history of what happened
at the meeting and the
decision(s) that have been
made.
While Resolution is a document
which enacts all those Slide: MINUTES OF THE MEETING vs RESOLUTION
decisions agreed upon during
the meeting.

As SK Officials, it is your duty to prepare

resolutions which can be adopted during your SK
meetings. So listen closely as we go through the
parts of a resolution.
SHOW RESOLUTION EXAMPLE.

Let us study the example resolution on the Slide: EXAMPLE OF RESOLUTION

screen.
1. Title. The title must appropriately reflect the 1 participant will read the title.
intent.

Can someone read the title in the example?

Slide: Title

2. Whereas statements – provides the 1st- 3rd whereas statement tells

rationale for the course of action. It should about HOW and WHY the
lead the reader to the conclusion resolution was formed. This
(resolved) includes earlier resolutions that
served as bases for the current
resolution

Slide: 1st whereas

What does the 1st – 3rd whereas clause tell the
reader?

Slide: 2nd whereas

Slide 3rd whereas

What does the 4th whereas clause tell the 4th whereas statement states
reader? the importance of the
proposal/program/project/acti
vity.

Slide: 4th whereas

Will someone read the resolved statement? The resolved statement

provides the conclusion or the
course of action adopted by
the Sangguniang Kabataan or
the Katipuna ng Kabataan.

Slide: Resolved statement

C. Wrapping Up
Let us have a quick review of what we have
discussed in this session.

Slide: WRAPPING UP (section header)

We have discussed how to conduct meetings
and the documents that have to be prepared
before, during and after an SK or KK meeting.
Now it‘s time for a quick review.

Call 1 participant per question: 1 participant will answer per

1. Who are the participants in an SK Meeting? question:
How about in KK General Assembly? Who 1. The SK Chairperson, SK
presides over these meetings? Members, Secretary and
Treasurer should attend the SK
Meeting.
The SK Chairperson, SK
Members, Secretary, Treasurer
and all fifteen to thirty years old
residents of the barangay
Slide: QUICK REVIEW:
should attend the KK general
assembly.
The SK Chairperson presides
 over both meetings.

2. What is a quorum? Are the agreements in a 2. The majority of the SK

meeting with a quorum binding on all members? members including the SK
chairperson shall constitute a
quorum.
Yes, the agreements in a
meeting with a quorum binding
on all members.

3. What do we call the list of things to be 3. Agenda.

discussed in a meeting?

4. What is the difference between minutes and 4. The Minutes of Meeting is a

resolution? document which shows a brief
history of what happened at
the meeting and the
decision(s) that were made.
On the other hand, a resolution
is a document which enacts all
those decisions agreed upon
during the meeting.

5. Who prepares minutes? Who prepares a 5. The Secretary prepares the

resolution? minutes of the meeting while
the Sangguniang Kabataan
Chairperson or members
prepare the Resolution.
Activity per barangay group:

With your group, prepare for your 1st SK Meeting Each group will plan for their 1st
following the guidelines on how to conduct a SK meeting.
meeting (before, during and after). Make sure to
include the schedule of your first KK Assembly in
your agenda.

Ask 2 volunteer groups to present their output. 1 representative (from each of

the two groups) will present the
group output.

You may now continue will the mind mapping

activity. The following are your Guide Questions:

a. What is the purpose for holding meetings?

b. What is the purpose of having a Minutes of the
Meeting?
c. What is the purpose of a resolution?

D. Q & A

E. Post Session Activity

Participants requested to fill up feedback forms