Utilizing the Elements

and Importance in
developing Minutes of
the Meeting
CONSENS AGREEMEN
US AD T AS TO THE
IDEM SAME THING

CONSENSUS CONSENS
MAKES THE US FACIT
LAW LEGEM
 Session Objectives:

Emphasize the elements or

parts in developing the
minutes of the meeting.
 Session Objectives:

Specify the importance of the

minutes of the meeting in
writing resolutions.
 Session Objectives:

Write and Develop sample

minutes of the meeting for
Supreme Student Government
officers.
 Introduce “Look Back and
Remember

Revisit your
experience
regarding Writing
a Minutes of the
Meeting.
 ELEMENTS OF THE MINUTES
OF THE MEETING
Heading
The name of the team,
company, organization or
committee and the date, as
well as the location, and
time of the meeting.
 ELEMENTS OF THE MINUTES OF
THE MEETING

Attendees (Present and Absent)

Must include the names of all those

who came to the meeting, those who
sent their apologies because they
were unable to attend, and those
who require copies of the minutes.
ELEMENTS OF THE MINUTES OF
THE MEETING

Approval of previous minutes

This section will detail whether the

minutes of the previous meeting
were approved and list any
outstanding actions and
responsibilities.
 ELEMENTS OF THE MINUTES OF
THE MEETING
Action items
 
These items requiring action will include any
unfinished business from the previous
meeting as well as all current and new ones
that now require attention or the Agenda at
hand.
The minutes will provide a report on each
topic discussed at the meeting.
 ELEMENTS OF THE MINUTES OF
THE MEETING
Announcements

This section of the minutes reports

on any announcements made by
participants or those who sent their
apologies, including proposed agenda
items for the next meeting.
 ELEMENTS OF THE MINUTES OF
THE MEETING

Next meeting

A note on where and when the next

meeting will be held.
 ELEMENTS OF THE MINUTES OF
THE MEETING

Signature line

The name of the person who

prepared the minutes and the date they
were submitted and agreed.
 FORMAT OF MINUTES
1. Heading
2. Attendees
* Present
* Absent
3. Approval of Previous Minutes
4. Action Items
a. Unfinished Business
b. Agenda at Hand
5. Announcements
6. Next Meeting
7. Signature Line
PARA SA KABATAAN, CONNECT
MO!

THE CORPORATION
CODE OF THE
PHILIPPINES
[Batas Pambansa Blg. 68]
PARA SA KABATAAN, REVEAL MO!

TITLE VIII
CORPORATE BOOKS AND RECORDS

Sec. 74. Books to be kept; stock transfer agent. - Every

corporation shall keep and carefully preserve at its
principal office a record of all business transactions
and minutes of all meetings of stockholders or
members, or of the board of directors or trustees, in
which shall be set forth in detail the time and place of
holding the meeting, how authorized, the notice given,
whether the meeting was regular or special, if special its
object, those present and absent, and every act done or
 IMPORTANCE OF THE
MINUTES OF THE MEETING
1. Meeting minutes offer legal protection

Where recorded minutes

can best serve as basis when
conflict arises or someone
intervenes.
 IMPORTANCE OF THE
MINUTES OF THE MEETING

2. Meeting minutes provide structure

Even though there is no standardized format for

meeting minutes, make sure your minute-taker
sufficiently describes how Board members
arrived at reasonable decisions.
The minute-taker should also include the name of
the organization, the date and time of the
meeting, who called it to order, and who attended
 IMPORTANCE OF THE MINUTES OF
THE MEETING

If there’s a quorum, they should also

note all motions made, any conflicts
of interest, if any members abstained
from voting, when the meeting
ended, and who developed the
minutes. Meeting minutes must then
be approved at the next meeting by
 IMPORTANCE OF THE
MINUTES OF THE MEETING

3. Meeting minutes drive action

Good meeting minutes help drive a plan of

action for your leadership team and employees.
They clarify how, when, why, and by whom
decisions were made. They map out a plan for
the action items (which helps get the work done)
and they later provide valuable information to
those team members who aren’t able to attend
the meeting.
 IMPORTANCE OF THE
MINUTES OF THE MEETING

4. Meeting minutes act as a measuring stick

Minutes record meeting decisions,

which makes them a useful review
document when it comes time to
measure progress. They also act as
an accountability tool because they
make it clear who’s duty it was to
 IMPORTANCE OF THE
MINUTES OF THE MEETING
5. Meeting minutes state ownership
When votes are recorded and individual
names are listed alongside each vote, it
serves multiple purposes such:

1)it tells the Board and leadership team

who voted for what. This gives the Board
member some possible legal protection if
the majority approved an issue and a
 IMPORTANCE OF THE MINUTES OF THE
MEETING

2) if one particular Board

member abstained on the
decision, or voted against
the majority, it sets them
apart from the suit.
PARA SA KABATAAN, ISASAPUSO

“KUNG HINDI MO ISUSULAT,

WALA KAMING
MAIINTINDIHAN SA
NAKARAAN; KUNG HINDI
MO LALAGYAN NG
DIREKSYON, WALA KAMING
SUSUNDAN SA
 Student Government
Resolution Writing

DEPARTMENT OF EDUCATION
SANGAY NG PAGHUBOG SA
KABATAAN
Youth Formation Division
Session Objectives:
 Define resolution and explain its importance in the context of Student
Government;
 Provide practical knowledge in writing a resolution; and
 Write sample resolutions.
The Supreme Student Government

The highest governing body of the

entire studentry?
 The Vice-President

Who is the head of the Internal

Affairs Committee?
 Seven (7)

How many permanent committees

are there in the SSG?
All Elected Homeroom Class Organization Presidents of the School

Who composes the General

Assembly?
Working Time!
 What is a Resolution?

It is a formal way of stating an

intended action by a group of people
in an organization. Due to its
importance, length, or complexity, it
is submitted in writing. 
 What is a Resolution?

It is a written statement expressing an

opinion about an issue.
It is a way to outline a solution for a
problem.
 What is a Resolution?

Is the tangible product of a committee’s

deliberations.

These are the results of research, writing,

discussion, negotiation and debate.
 Writing a Resolution

• Resolutions are formal methods to address problems,

situations, or concerns that affect the organization which
require local action for solutions.

• Resolutions are an important part of the organization’s

advocacy efforts as well as program development and
implementation.
 Minutes of the Meeting compared to a Resolution

• The Minutes of Meeting is a document which shows the brief

history of what happened at a meeting and the decision(s)
that have been made.

• While a Resolution is a document which enacts all those

decisions agreed upon during the meeting.
 Why would you write a resolution?

Give a position and give recommendations.

 A way to express an opinion

 Criticize or put pressure on specific groups

 Recommend that action be taken
 Request for something
 Release of funds
 Initiate activities or programs
 Five (5) main parts of SG Resolution

Heading
Preamble
Operative Clauses
Resolved Statement
Signatories
 Heading

Is the information where it indicates the name of the

organization and its logo, excerpt minutes statement,
attendance report, resolution number and series year and the
general statement of the resolution.
 Sample Heading

Office of the Supreme Student Government

Excerpt from the Minutes of the Meeting last June 6, 2018, 2:00PM at BNHS SG Office.
Present: Absent:
Renato Amor Presiding Officer/ President Jirah Eron Peace Officer
Jorge Anito Vice-President
Anghel Reyes Secretary
Donito Arab Treasurer
Emily Langit Auditor
Negel Zamora Public Information Officer
All Grade Level Councilors
 Resolution No. 01
Series of 2017-2018

A RESOLUTION AUTHORIZING THE STUDENT GOVERNMENT TO

RELEASE AN AMOUNT OF FIFTEEN THOUSAND PESOS (PhP 15,
000.00) FROM THE SG FUND FOR THE FOUNDATION ANNIVERSARY
ON AUGUST 24-27, 2018.
 Preamble

 Describes why your resolution is important

 Legal Basis (Laws, Memorandum, SIP among others)
 Rationale of the resolution
 Sample Preamble

Whereas, as stipulated in the Approved Program of

Governance of the Student Government, SY
2018-2019 and to the approved Activity Design dated
June 25, 2018 state the Student Government will
spearhead and participate in the various activities of the
school;
 Operative Clauses

 Describe what action should be taken

 These are reasonable solutions that can enforce
 End with a semi-colon (;) and the last with a period (.)
 Sample Operative Clauses
Whereas, the organization decided to spearhead various activities for the upcoming foundation anniversary
namely: Talentadong Nationalian 2018, History Quiz and Students’ Day on August 25, 2018;
Whereas, an amount of EIGHT PESOS PESOS (PhP 8,000.00) shall be allocated for Talentadong
Nationalian 2018 expenses (sounds system rental, judges fees and decorations);
Whereas, an amount of TWO THOUSAND PESOS (PhP 2,000.00) shall used for the History Quiz activity
allocated for prizes and snacks of the participants;
Whereas, an amount of FIVE THOUSAND PESOS (PhP 5,000.00) shall be allocated for the Students’ Day
activity to defray expenses for sounds system rental and prizes;
Whereas, a total amount of FIFTEEN THOUSAND PESOS (PhP 15,000.00) shall be released from the SG Fund;
Whereas, the motion made by Jorge Anito, Vice-President duly seconded by Anghel Reyes Secretary to
release the amount for the Foundation Anniversary with their respective allocations.
 Resolved Statement

Is a clear statement of agreement

May start with a statement-NOW,THEREFORE BE IT
RESOLVED AS IT IS HEREBY RESOLVED (COPY THE
TITLE), BE APPROVED.
 Sample Resolved Statement

NOW, THEREFORE BE IT RESOLVED, AS IT IS

HEREBY RESOLVED THAT A RESOLUTION
AUTHORIZING THE STUDENT GOVERNMENT TO RELEASE
AN AMOUNT OF FIFTEEN THOUSAND PESOS (PhP 15,
000.00) FROM THE SG FUND FOR THE FOUNDATION
ANNIVERSARY ON AUGUST 24-27, 2018, BE APPROVED.
 Tips in Writing a Resolution

• Identify your issues/concerns – keep it simple

• Practice “due diligence” in researching your

issues/concerns
 Tips in Writing a Resolution

• The “Whereases” should support the “Resolved”

statements

• Make sure the information clearly supports the statements

and statistics used to support the “Resolved” statements.
 The “Whereases”

• The “Whereases” is the first half of the resolution. It

explains WHY the action in the “Resolved” clauses should
be taken. It states past action, reasons for the action and
reasons for concern.
 The “Whereases”

• The first word, of the “Whereases” clause sets the "tone"

for the statement, the stronger the conviction about an
issue, the stronger the first word.
 The “Resolve” Statements

• The “Resolved” clauses of a resolution tells the reader what

ACTION should be taken to solve the problem set up in the
“Whereases”. The “Resolved” clauses should be the strongest
part of your resolution.
• Each operative clause should end with a semi-colon (;). The
last resolved clause should be followed by a period (.).
 The “Resolve” Statements

Some possible initiating words for the resolved clauses:

Accepts, Adopts, Affirms, Appeals, Appreciates, Approves,
Calls upon, Commends, Concurs, Condemns, Confirms,
Declares, Designates, Directs, Promotes, Recognizes,
Recommends, Seeks, Suggests, Supports, Urges, Authorizes
 Example of A Resolution

RESOLUTION NO. 2017-01

________________________________________________
A RESOLUTION APPOINTING Ms. LUZVIMINDA A.
PILIPINAS AS SANGGUNIANG KABATAAN
SECRETARY OF BARANGAY BUNGAD, QUEZON CITY
________________________________________________
___________________
 1st Whereas Statement

WHEREAS, the Republic Act No. 10742 also known as the

Sangguniang Kabataan Reform Act of 2015 provides in
Chapter 2 Section 13 paragraph (f) states that the
Sangguniang Kabataan Chairperson, with the concurrence of
the Sangguniang Kabataan, has the power to appoint among
the members of the Katipunan ng Kabataan a secretary and
treasurer;
 2nd Whereas Statement

WHEREAS, Republic Act 10742 further provides for the following

qualifications of an SK Secretary:
• must be a citizen of the Philippines, a qualified voter of the
Katipunan ng Kabataan;
• a resident of the barangay for not less than one (1) year
immediately preceding the day of the elections;
• at least eighteen (18) years but not more than twenty-four (24)
years of age on the day of the elections;
 2nd Whereas Statement

• able to read and write Filipino, English, or the local dialect;

• must not be related within the second civil degree of
consanguinity or affinity to any incumbent elected national
official or to any incumbent elected regional, provincial, city,
municipal, or barangay official, in the locality where he or she
seeks to be elected; and
• must not have been convicted by final judgment of any crime
involving moral turpitude.
 3rd Whereas Statement

WHEREAS, from among the Katipunan ng Kabataan members

of Barangay Bungad, Quezon City, the Chairman recommended
Ms. Luzviminda A. Pilipinas for the position of SK Secretary
after due consideration of her qualifications and finding her to
possess the necessary skills and experience required for the
position as SK Secretary;
 4th Whereas Statement

WHEREAS, as SK Secretary, Ms. Luzviminda A. Pilipinas shall

perform the following duties as stated in the Sangguniang
Kabataan Reform Act of 2015.
- Keep all the records of the Katipunan ng Kabataan, including the
list of its qualified members, youth policies, studies, research and
registry of youth and youth-serving organizations in the barangay,
if any;
- Prepare and keep all the minutes of all assemblies of the
Katipunan ng Kabataan and of all the meetings of the
Sangguniang Kabataan;
 4th Whereas Statement

• Cause the posting, in the barangay bulletin board and in at least

three (3) conspicuous places within the jurisdiction of the barangay,
and if possible including the use of traditional and nontraditional
media, and make available for any person with legal purpose, all
resolutions approved by the Sangguniang Kabataan, the annual and
end-of-term reports of the programs and projects implemented by
the Sangguniang Kabataan, the Comprehensive Barangay Youth
Development Plan and Annual Barangay Youth Investment Program
and the dissemination of the same to concerned offices, institutions
and individuals; and
 4th Whereas Statement

• Perform such other duties and discharge such other

functions as the Sangguniang Kabataan chairperson may
prescribe or direct.
 Resolved Statement

NOW, THEREFORE BE IT RESOLVED, AS IT IS HEREBY

RESOLVED BY THE SANGGUNIANG KABATAAN to
approve the appointment of Ms. Luzviminda A. Pilipinas as
Secretary of the Sangguniang Kabataan of Barangay Bungad,
Quezon City;
 Signatories

Prepared by: SECRETARY SG

Ok as to funds: SG Treasurer
Noted: SG President
Recommending Approval: SG Adviser
Approved: SCHOOL PRINCIPAL
Do’s and Don’ts in Writing a
Resolution
 Do’s:

Write the correct heading (be particular with all the details)
Use different sources to support your point
Look at the problem from different point of view
Present realistic solutions in your resolution
 Don’ts:

Use inappropriate abbreviations

Don’t use “I” when referring to yourself; say “we”
or “the department of_______”
Don’t make a resolution very long, but be specific
when giving solutions
 Congratulations!
You are now ready to write a resolution.
 Excerpts from the meeting last June 17, 2019, 12:30 P.M. at the CNHS SSG Office.

Present: Absent:

CAMILLE ERIKA C. BUTAS Presiding Officer/President NONE

RESHELLA MAE C. ONGKIT Vice-President

ARSHAYNE ASHLEY G. PUNO Secretary

JHAYZEL A. DELPOSO Treasurer

CLAIRE ANGELINE C. CORVERA Auditor

FERNANDO ENTERA P.I.O

JACKIELOU AMAD P.O.

All Grade Level Representatives

 RESOLUTION NO. 01
SERIES OF 2019-2020
A RESOLUTION REQUESTNG THE PRINICPAL I OF CAWAYAN NATIONAL HIGH SCHOOL,
DR. ROLDAN C. ROSALES TO PROVIDE A COMPUTER SET INTENDED FOR THE SUPREME STUDENT
GOVERNMENT.

WHEREAS, in Section 2, Article III of its Constitution and By-laws of the Supreme Student Government states to
uphold and adhere with the Mission Statement of the Department of Education “to protect and promote the right of
every Filipino to quality, equitable, culture-based and complete basic education where students learn in a child-
friendly, gender-sensitive, safe, and motivating environment;

WHEREAS, as stipulated in the Article VII Section 2 of the Constitution and By-laws of the Supreme Student
Government, stating that the SSG should ensure fair, efficient and effective delivery of services to student body;
WHEREAS, as stated in the Approved Action Plan of the Supreme Student Government, S.Y. 2019-2020
state that the Supreme Student Government will be opening a Service Center to the students of
Cawayan National High School that includes encoding and printing of school projects;

WHEREAS, having a set of computer is very necessary in making reports announcements and updates
of the SSG Bulletin Board;

WHEREAS, to make all these plans come into realization, the Supreme Student Government needs at
least one set of computer;

WHEREAS, the Supreme Student Government doesn’t have any available funds to purchase such item;
WHEREAS, upon the motion of Reshella Mae C. Ongkit the SSG Vice-President and seconded by Jhayzel Delposo the SSG Treasurer to
request Dr. Roldan C. Rosales to provide a computer set intended for the Supreme Student Government.

NOW, THEREFORE BE IT RESOLVED, AS IT IS HEREBY RESOLVED, THAT A RESOLUTION REQUESTNG THE PRINICPAL I OF
CAWAYAN NATIONAL HIGH SCHOOL, DR. ROLDAN C. ROSALES TO PROVIDE A COMPUTER SET INTENDED FOR THE SUPREME
STUDENT GOVERNMENT,BE APPROVED.
Prepared by: ARSHAYNE ASHLEY G. PUNO
SSG Secretary
Noted by: CAMILLE ERIKA C. BUTAS
SSG President
Recommending Approval: MAE C. TANGPOS
SSG Adviser
Approved by: ROLDAN C. ROSALES, Dev.Ed.D.
Principal I
 Resolution Subjects:

1. Release of 10,000 funds

2. Support zero plastic implementation
3. Change of signatories in the bank account
4. Appointment of committees for foundation anniversary
5. Present solution for waste segregation
6. Nomination of SG Adviser
7. Recognize honest student
Resolution Writing
 Maraming
Salamat Po!

DEPARTMENT OF EDUCATION