MODULE 2 SESSION 1

Meetings & Resolution

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 Rule of Order); an individual who will be able to establish rapport with and communicate
effectively with 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. Profiling of KK members;
b. Preparing a meeting for SK and KK;
c. Participating a meeting;
d. Presiding over a meeting;
e. Keeping the minutes of a meeting; and
f. Writing a resolution

III. TOPIC AND COVERAGE

A. Topic
Meetings & Resolution

B. Coverage
1. KK Profiling
a.) Preparatory Activities
b.) Actual Conduct of Profiling and Consolidation of KK Data
c.) Updating KK Youth Profile
2. SK and KK Meetings
a.) Preparation
b.) Taking part in meetings
c.) Presiding over a meetings
 3. Minutes of the Meeting
4. Resolutions

C. Key Concepts
1. Meetings are held to bring significant individuals together to think, discuss, ad 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 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 the day of the session):
a.) Facilitator Guide
b.) Audio Visual Presentation of “SK Meeting Demonstration”, AVP Player
c.) Printed copy of:
- DILG MC 2022-33
- DILG MC 2022-32
- DBM LBC 2022-148

2. During the training:

a.) For face to face
 - Feedback Form
- Paper/ card for participants to write questions and remarks
- Slides on Meetings and Resolutions (Powerpoint material to be presented and used by facilitator)
- Audio Visual Presentation of “SK Meeting Demonstration”
- Screen, projector, laptop, speaker, laser pointer
- Flipchart paper, whiteboard markers, and eraser
- Downloaded copy video so it can be used offline.

b.) For virtual/online

- Slides on Meetings and Resolutions (Powerpoint material to be presented and used by facilitator)
- Audio Visual Presentation of “SK Meeting Demonstration”
- Laptop and internet
IV. PROCEDURES

FACILITATOR’S ACTIVITY PARTICIPANT’S ACTIVITY POWERPOINT PREVIEW

A. Motivation
Greet the participants (most preferably in
your own local dialect)

Slide: Meetings and Resolutions (Header)

Explain the learning objectives to the

participants as you proceed to expectation
setting.

Slide: Session Objectives

Say:
“In this session, we will talk about 4 key
areas. The first one is the KK Profiling, SK
and Meetings, Minutes of the Meeting, and
of course the Resolutions.”

Slide: Topic Outline

 B. Presentation
Katipunan ng Kabataan Profiling

Say:
Participants may raise their
“Who among here is familiar with KK? Or hands as response to the
Katipunan ng Kabataan?” question.
Slide: KK Profiling
“We will delve into the DILG Memorandum
Circular No. 2022-33 or also know as the KK
Profiling Guidelines. It Is vital for you to
know this because we should know or at
least have a database about the youth in
our locality. Knowing these data, will also
help us in determining the quorum of the
meeting, which is significant in conducting
KK Meetings.”
Say:

“Now in KK Profiling, we of course have a

preparatory Activities. What are the things
that you, as elected SK Officials, should do
in order to successfully conduct a KK
Profiling? First, we need to write a formal Slide: Preparatory Activities
letter to your Punong Barangay stating your
intent in conducting profiling. As you see in
the screen, this is the template to be used
in your letter. You can find this template in
the annex of the DILG MC 2022-33 which is
included in your Training Kit.”
Say:
“After drafting and sending the formal
letter to your barangay, and your PB allows
you to conduct KK Profiling, you may now
then proceed in disseminating this
information within your barangay.

Now, how can you disseminate this 1-2 participants may share
information? Do you have any idea or their ideas or answer. Slide: Preparatory Activities
strategy in mind?

That’s right. SK Secretary is responsible in

disseminating the information. He/She
should post in 3 conspicuous places within
your barangay; it may be in Court, Outside
the Barangay Hall, Public Schools, etc. Also,
we acknowledge how powerful internet is,
so we can also utilize this in disseminating
the information to your fellow KK in your
barangay”?

Actual Conduct of Profiling and

Consolidation of KK Data

Say:
“Now, let’s dive into the actual
implementation of the KK Profiling”
Slide: Actual Conduct of Profiling and
Consolidation of KK Data
Say:
“For the actual implementation of the KK
Profiling, you need to prepare these 2
forms: First is the informed consent form
and the other one is the KK Survey
Questionnaire itself. These 2 forms are in
the annexes of DILG MC 2022-33. Slide: SK Officials
It is important to note, that these 2 forms
should be accomplished among KK. Of
course, do not forget to check that every
respondent answers properly the forms and
attached their signature.

OBSERVANCE OF HEALTH PROTOCOLS: In

the conduct of KK Profiling, all SK Officials
are directed to observe and comply with
the minimum health standards, other
health protocols or restrictions based of the
policies and guidelines issued by the Inter-
agency Task Force on the Management of
Emerging Infectious Disease, the
government agencies concerned or based
on enacted local ordinances to prevent the
spread of COVID-19”
Say:
“SK secretary shall consolidate all forms and
put all the data in this form. Again, this form
is in the annex of the DILG MC 2022-33.

SK Chairperson shall provide the City or

Municipal Youth Development (C/MYD) Slide: SK Officials
Officer with a copy of the accomplished
Annex 4.”

Say:
“The City or Municipal Youth Development
Officer shall receive all-accomplished Annex
4- KK Youth Profile by the SK Chairperson. It
is important to note that the submission of
the accomplished Annex 4 by ALL SK
Chairpersons within the City or Slide: C/MYDO
Municipality.”

Say:
“After collecting, receiving, and
consolidating all accomplished Annex 4
forms from SK Chairperson, the
City/Municipal Youth Development Officer
will provide the Provincial Youth
Development Officer the copy of the
consolidated Youth Profile within five Slide: C/MYDO
working days upon receipt of all the
accomplished Annex 4 forms.”
Say:
“For HUC and ICC, the same process applies
for them They will collect all accomplished
Annex 4 from all SK Chairperson in every
barangay.”
Slide: YDOs in HUC and ICC

Say:
“After collecting, receiving, and
consolidating all accomplished annex 4,
YDOs in HUC and ICC shall submit the KK
Youth Profile within five days upon receipt
of all accomplished Annex 4 to the NYC Slide: YDOs on HUC and ICC
Area Officer.”

Say:
“For the Provincial YDO, they must ensure
the whole C/MYDO should pass the KK
Youth Profile. They must consolidate and
maintain the database of all City or
Municipal KK Youth Profile within their
locality.”

Say:
“Upon consolidating all data, PYDO will now
forward the consolidated data to the NYC
Slide: PYDO
Area Officer within five working days upon
receipt of all City or Municipal KK Youth
Profile.”
Update of the KK Youth Profile

Say:
“We discussed the process in collecting KK
profiles, now we will briefly discuss on how
to update the data of your KK.”
Slide: Updating of the KK Youth Profile

Say:
“Now we must note that SK should accept
all qualified youth as member of KK. In
collecting new data or profile, the same
process still applies as we discussed earlier:
The SK secretary shall write to the punong
barangay using the annex 1. The new
member of KK shall accomplish the Annex 2
and 3. The SK Secretary shall update their Slide: SK Officials
database accordingly.”

Say:
“Now upon updating the database, SK
Secretary who is responsible in collecting
and storing all data, shall remove the name
of the overage KK member/s and update
the database. With all updating, SK
Chairperson must provide the C/MYDO with
Slide: Overage members of KK
the list of the overage KK member/s for
updating purposes.

It is important to note that all concerned

Local Youth Development Officers and NYC
Area Officers shall undertake their
respective roles as stated in the DILG MC
2022-33 in items 4.2 – 4.5 and their
respective KK Youth Profile upon receipt of
the data of the newly accepted members of
the KK and list of overage KK members.”
Katipunan ng Kabataan & Sangguniang
Kabataan Meetings

Say:
“Meetings are regular part of the life of
organizations. Based on Rule 2 Sec. 9 of the
Implementing Rules and Regulations of the Slide: KK and SK Meetings
SK Reform Act you need to meet as SK at
least once a month for your regular meeting
to discuss things regarding the
development of the youth in your
barangay.”
Say:
“Also, according to Rule 2 Sec. 6 SK IRR, you
need to convene the first KK General
Assembly not later than three months after
the proclamation of the results of the SK
elections and conduct regular assemblies at
least once every six months. Slide: Meetyings to be led by SK
Have you ever been in a meeting? Participants may raise their
hands if they attended any
meetings.

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

meeting.

Now, who among you have conducted a Participants may raise their
meeting? Are you ready to conduct your SK hands if they agree.
Meetings? If you believe you are ready,
raise your hand.”

Determination of KK Quorum
Say:
“As I have said earlier, it is necessary for us
to have database or KK Profile. Why so?
Because of this. We will use that data in
determining the Quorum during your KK
Meetings or Assemblies.” Slide: Determination of KK Quorum

Say:
“Now before we discuss this table. Let us 1-2 participants may share
know first, what is quorum? their knowledge or answer to
the plenary.
Right! The quorum is the minimum number
of members of an assembly or society that
must be present at any of its meetings to Slide: Regular and Special KK Assemblies
make the proceedings of that meeting valid.

Base on the data gathered through our KK

Profiling, we can now determine the
baseline data of our Youth, for this instance,
the number of KK members you have in
your barangay.

With that we can easily identify if we have a

quorum or not, using this table.

To determine the quorum for regular and

special KK Assemblies, a minimum number
of KK members who are physically present
at the time of the roll call must be met
based on the list of registered KK members,
under the custody of the SK Secretary.
Participants may raise their
hand to answer. You can call
1 or 2 participants to state
their answer.

For like example, the total KK member you

have in your barangay is 1500, how many
KK members you should have in a meeting
to know if you have quorum?

Right! Base on this table you should at least

140 members in a meeting to be able to
have a quorum and proceed with the
meeting. “

Say:
“Now we know, due to various reasons, the
KK Assemblies can be done virtually.

Depending on the quarantine status of the

LGU, Regular and Special KK Assemblies
may be done virtually or blended approach. Slide: Virtual or Blended Assemblies
For the required number, as indicated in
matrix, to constitute quorum of those who
are virtually and/or physically present must
be observed.

In the conduct of a Regular or Special KK

assemblies, all SK Officials and KK members
shall observe and comply with minimum
health standards, other health protocols or
restrictions based on the policies and
guidelines issued by the government
agencies concerned or based on enacted
local ordinances to prevent the spread of
COVID-19 or any diseases.”

Say:
“Now that we have laid down a clear
foundation on how to determine a quorum,
now we will proceed in meeting proper. I
ask earlier, who among here already
attended or presided a meeting, right? To
give us a quick demonstration on how a
Slide: SK Meeting AVP
meeting is being conducted we will be
seeing a sample meeting video. Now, I want
you to watch intently and write down your
observations.”

All participants shall watch

this AVP and write down
their observation.
AVP: SK Meeting Demonstration
Introducing the Basic Guidelines on
Conducting Meetings

Say:
“Now, let us analyze what we have just
watched by going through the whole
process of preparing, conducting, and Slide: Conducting a Meeting
documenting a Sangguniang Kabataan or
Katipunan ng Kabataan meeting.

We shall discuss all the things you need to

do before, during, and after the meeting.”
Before the meeting
Say:
“As observed in the video, what do you 1-2 participants will give their
think would have to be prepared before observations:
conducting a meeting?” Expected answers:
a. Purpose of Meeting
b. Agenda Slide: Before the meeting
c. Venue
d. Time and Date
e. List of Attendees
f. Notice of Meeting

“In summary of your answers, when

preparing to a meeting, we must consider Slide: What to prepare?
the following:
 a. Purpose of Meeting
b. Agenda
c. Venue
d. Time and Date
e. List of Attendees
f. Notice of Meeting

Let us discuss them one by one:

What was the purpose of the meeting in the 1 participant will answer: The
video? purpose of the agenda was….

The purpose of the meeting must clearly

state the needs and wants which must be
satisfied by the meeting.

Can you give the agenda in the video? 1 participant will answer: The
agenda was….
Agenda are things to be done, matters to be
acted or voted upon by the members.

Do you think they had a good and suitable 1 participant will answer:
venue? Why do you say so? Yes. The venue was
comfortable and of adequate
size and was set up
appropriately.

How can we ensure availability of 1 participant will answer: By

attendees? setting a fixed schedule for
regular meeting and setting it
on a day agreeable to all.
Who should be in the list of attendees? 1 participant will answer: The
SK Chairman, SK Members,
Secretary, and Treasurer
should be in the list of
attendees.

Other officials and resource persons may be

invited by the Sangguniang Kabataan during
meetings.”

Say:
“We also said that the notice of meeting is 1 participant will answer: To
essential in preparing a meeting. What is inform the people involved in
the purpose of a ‘Notice of Meeting”? the said meeting.

1 participant will answer: The

Let us look at an example of a notice of important items should be
meeting. What are the important items that included in the notice of
should be included in the notice? meeting are:
1. Nature of the meeting
2. Date, time, and
Venue; and Slide: Sample- Notice of Meeting
3. Agenda
Say: 1-2 participants will give their
“How do we send the Notice of Meeting to opinion.
the attendees?

Right! Use of creative and appropriate

media. For traditional it can be flyers,
posters, tarpaulin. For non-traditional, it Slide: How do we inform the attendees?
can be through email, social media
postings.
1-2 participants will give their
Say you are to convene the KK General opinion.
Assembly and there are hundred
participants, how can we show them the
notice?

Right! By posting a written notice of Slide: How do we inform the attendees?

meeting in at least 3 noticeable or
prominent places within the barangay.

As SK Officials, it’s your duty to notify the

members/attendees of the meeting at least
3 days before the conduct of regular
meeting and at least 1 day before the
conduct of a special meeting.”
Say:
“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. Slide: Reminder
During the Meeting
Say:
“Now, let us look into the things we need to
consider during the meeting”

Slide: During the Meeting

Facilitator will ask the following: 1 participant will answer the
questions:
1. Who are the important persons to 1. The persons involved
be present in a meeting? in a meeting were the
SK Chairperson, as
presiding officer, the
SK Members, the SK Slide: Who should be present?
Secretary, and the SK
Treasurer.

2. What is the role of the Chairperson 2. The SK Chairperson

or presiding officer? presides and
facilitated 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 Meeting.
 4. What is the role of treasurer? 4. SK Treasurer reports
the financial status of
the SK Fund.

Say:
“The SK is composed of 8 members 1 participant will answer: No.
including the Chairperson. What if only 4 They cannot proceed.
were present in the meeting, can they
proceed in the discussion of the agenda?
1 participant will answer:
Why can they not proceed? What is They cannot proceed Slide: Quorum
lacking? because they lack quorum.

Right! If there is no quorum, the presiding

officer may adjourn the meeting. However,
the chairperson and the members present
may also decide to conduct the meeting
without quorum. However, actions and
decisions promulgated during such a
session shall not be final and will be
subjected 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? Participants may raise their
hands.
Right! As we have discussed earlier the
meaning of quorum. So, in SK Meetings,
there should be at least 5 officials present
so that the meeting can proceed.”

Say:
“Aside from the attendees, what do you 1 participant may answer:
think are other essential elements in a Another important element
meeting? in a meeting is the agenda.

Slide: During the Meeting

So, what is agenda? Agenda is a schedule of
the 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

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

Say:
“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 Slide: Example of Agenda
succeeding meetings, the appointed SK
Secretary will sign the Notice of Meeting.”

Facilitator may call someone to read the 1 participant will read the
Agenda for the First SK Meeting. example agenda.

Say: 1 participant will read the

“How about the agenda for the First KK example agenda.
Meeting?”
 Slide: Example Agenda
After the Meeting

Say: 1 or 2 participants may

“What do you think are the expected answer:
documentary outputs after the meeting?” 1. Minutes of the Meeting
2. Resolution
Slide: After the Meeting
Documentary Outputs
Say:
“The expected Documentary Outputs after
a meeting are the Minutes of the Meeting
and the Resolutions.”

Slide: Documentary Outputs

Minutes of the Meeting
The Facilitator will ask the participants: 1 or 2 participants may
“What are MINUTES OF THE MEETING? answer: Minutes of the
Meeting refer to the
complete set of notes taken
during the meeting
regarding: Slide: Minutes of the meeting
 - time, date, attendees and
proposed and agreed-upon
agenda;
- points discussed and the
issues raised; and
-plans, solutions,
agreements, and
compromises reached during
the meeting.

Say:
“The parts of the minutes of a meeting
indeed are:
- time, date, attendees and proposed and
agreed-upon agenda;
- points discussed and the issues raised; and
-plans, solutions, agreements and Slide: Minutes of meeting
compromises reached during the meeting

Facilitator will show an example of the

Minutes of the Meeting.

Say:
“Who prepares the minutes?” 1 participant will answer: SK
Secretary
Right! If the SK Secretary is absent, who will
take notes and prepare the minutes?
DBM-Local Budget Circular 148-2022
Say:
“Now, we know, through RA 11768, that SK
have honoraria. It is important to note that
one of requirements in claiming the
honoraria for the SK is minutes of meeting.
We can see in DBM- Local Budget Circular
No. 148 Series of 2022 that the monthly
The SK secretary, or in
her/his absence, any KK
member designated by the
presiding officer shall serve
as secretary. The designated
KK member should discharge
the duties of the secretary
during the SK meeting and
turn over the minutes of the
meeting to the SK secretary.
Slide: Example of Minutes of Meeting
Slide: DBM-LBC 148-2022
honoraria of the SK Officials shall be subject
to their attendance at SK Meetings.
Therefore, one of the attachments to be
included for the Means of Verification is
Minutes of Meeting.”

Resolutions

Say:
“Another meeting output is the resolution. 1 participant will answer:
What are Resolutions?” Resolutions are used for
executing propriety functions
and private concerns. Slide: Resolution
Resolutions may also be used
to express ideas, opinions, or
requests.

Slide: Resolutions

Say: 1 or 2 participants may read

“How is a Resolution different from the the powerpoint slide.
minutes?”

“As SK Officials, it is your duty to prepare

resolutions which can be adopted during
your SK meetings. So, listen closely as we go Slide: Minutes of Meeting vs Resolutions
through the parts of a resolution.”
Facilitator will show an example of a
Resolution.

Slide: Example of Resolution

Say:
“Let us study the example resolution on the
screen. Title- The title must appropriately
reflect the intent.

Can someone read the title in the 1 participant will read the
example?” title.

Slide: Title

“Whereas statements provide the

rationale for the course of action. It should
lead the reader to the conclusion.
(resolved)”

“What does the 1st – 3rd whereas clause Slide; 1st Whereas Statement
tell the reader?”

“1st- 3rd whereas statement tells about

how and why the resolution was formed.
This includes earlier resolutions that served
as bases for the current resolution.”

“What does the 4th whereas clause tell the
reader? Can you guess?”
Slide: 2nd Whereas Statement
Slide: 3rd Whereas Statement
1 participant will answer: 4th
whereas statement states
the importance of the
proposal/ program/ project/
activity.
Slide: 4th Whereas Statement
“Will someone read the resolved 1 participant may read the
statement?”. resolved statement
presented in the screen.

Slide: Resolved Statement

A. Wrapping- Up
Say:
“Let us have a quick review of what we
have discussed in this session.”

Say:
“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.”

Slide: Wrap Up

Facilitator will call 1 participant per 1 participant will answer per

question: questions:

1. Who are the participants in an SK 1. The SK Chairperson,

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

2. The majority of the SK

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

3. Agenda
3. What do we call the list of things to
be discussed in a meeting?
4. The Minutes of
4. What is the difference between Meeting is a
minutes and 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 5. The Secretary

prepares a resolution? prepares the minutes
of the meeting while
the Sangguniang
Kabataan Chairperson
or members prepare
the Resolution.

Activity per barangay group:
Say:
“With your group, prepare for your 1st SK
Meeting following the guidelines on how to
conduct a 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.
Each group will plan for their
1st SK meeting.
Slide: Activity per Barangay Group
1 representative (from each
of the two groups) will
present the group output.
Say:
“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 Slide: Mind Mapping
of the Meeting?
c. What is the purpose of a resolution?
B. Question and Answer

Depending on the time, the facilitator may 5-10 participants can raise
entertain 5-10 questions from the their hands and ask questions
participants. based on the session
discussed.

Slide: Q and A
C. Post-session Activities

Participants requested to fill up feedback

forms