PARLIAMENTARY PROCEDURE

PARLIAMENTARY LAW

HISTORICAL BACKGROUND

Parliamentary Law refers originally to the CUSTOMS and RULES of conducting

business in the English parliament. The term gets its name from its use in the PARLIAMENTARY
SYSTEM of government.

In 16th and 17th century, there were RULES of ORDER in the early Parliaments of
England. These rules include:
-One subject should be discussed at a time (1581)
-Personal attacks are to be avoided in debate (1604)
-Debate must be limited to the merits of the question (1610)
-Division of a question when some seem to be for one part but not the other (1640)

ROBERT’S RULES OF ORDER

The 1st edition of the book was published in February 1876 by U.S. Army Major Henry
M. Robert. Its procedures were loosely modeled after those used in the United States House of
Representatives. Robert wrote ROBERT’S RULES OF ORDER after presiding over a church
meeting and discovering that the delegates from different areas of the country did not agree about
proper procedure. The book is now in its 10th edition.

Applicable rules governing key matters of meeting and general procedures:

• Establishing a CONSTITUTION and BY LAWS for student organizations.
• Structure of the meeting AGENDA and DEBATE.
• MOTIONS; including making, seconding, debating, modifying and amending.
• Sufficient MAJORITY and simple majority which decisions are appropriate to them.
• Establishment of a QUORUM.
• Definition of MEMBERSHIP.
• VOTING rights of PRESIDING OFFICER and VOTING PROCEDURES.

In 19th century, Philippines adopted the parliamentary procedure after the advent of
American sovereignty in the Islands. Today, it is based on the rules of Philippine Senate and the
Philippine House of Representatives.

PARLIAMENTARY AUTHORITY

PARLIAMENTARY PROCEDURE is a source of parliamentary information which serves

as an organization AUTHORITY or GUIDE for declaring matters during assemblies and meetings
not found in the Articles of Cooperation and By-Laws (ACBL) or Constitution and By-Laws
(CBL) or Manual of Regulations (MOR).

RECOGNIZED SOURCES OF PARLIAMENTARY INFORMATION

The recognized sources of parliamentary information are as follows:

• Robert Rules of Order by Rachel Vixman, 1893 Edition
• J.C. Juan’s Parliamentary Guide
• Reynaldo T. Fajardo’s Principles of Parliamentary Procedures
• Notes on Parliamentary Procedures
• Coop Module by Jun Arabaca

IS PARLIAMENTARY PROCEDURE A MUST FOR COOPERATIVE OR

ORGANIZATION OR COUNCIL?

YES, it is a MUST for following reasons:

  It achieves effective and efficient meetings in an orderly manner;
 It gives everyone the opportunity to be heard;
 It develops disciplined thinking arising from brief, concise, if possible, accurate and
business-like discussions;
 It respects the will of the majority and protects the rights of the minority; and
 It enriches the value of leadership.

PARLIAMENTARIAN

Individuals WHO are proficient in parliamentary procedure are called

PARLIAMENTARIANS. Parliamentarians perform an important ROLE in many assemblies,
meetings, holding elections, or writing or amending the Articles of Cooperation and By Laws
(ACBL) of Cooperatives or Constitution and By-Laws (CBL) of Corporations and Associations or
Manual of Regulations (MOR) of Councils.

PARLIAMENTARY PROCEDURE

DEFINITION

Parliamentary Procedure refers to that body of generally accepted rules and practices
commonly employed to regulate the proceedings of deliberative assemblies. The term
parliamentary procedure is applied to the common practice of conducting business in assemblies or
meetings which, though not legislative, are deliberative in character.

PRINCIPLES

The principal aim and function of parliamentary procedure is to (1) maintain decorum, (2)
ascertain the will of the majority, and (3) facilitate the orderly and harmonious transaction of
business of the assembly, board, committee, or council.

The fundamental principles of parliamentary procedure may be summarized as follows:

1. Members have equal rights and obligations – each one has the right to vote and be voted
upon, propose motions, discuss and decide questions, and to exercise any of the
prerogatives that attach to the membership in the cooperative or association or council.

Just as important as the equality of rights is the equality of obligations. While the
payment of dues is about the only obligation of members, in some they are required to
attend a certain number of meetings during the year, and in others it is obligatory to hold
office or to serve on some board or committee.

2. Majority Rules – this is the essence of democracy. The majority has the right to decide
the action of the entire cooperative/association/council and the attending power to have its
decision carried out and respected by every member including those who may have voted
with the opposition.

The term majority ordinarily means a total of at least one-half plus one a certain
number. In some cases, however, to obtain a majority, a bigger proportion is required.

3. Minority Must be Protected – Complementary to the doctrine of majority rule principle

requiring the protection of the interest of the minority. Under this principle, the minority
has the right, among others, to speak and be heard on any measure brought before the
assembly as well as the right to employ any parliamentary device to prevent action on, or
approval of, any question to which its members are opposed.

By minority is meant either the aggregate of members who are regularly

organized to fiscalize the actions of the majority, or any member or group of members
who, though belonging to the majority group, hold a contrary view on a particular
question or issue.
 While the minority is at liberty to attack a question at issue with all the resources
at its command, it is bound by the decision of the majority at all times.

4. Singularity of Subject – This principle means that only one subject must be brought
before the assembly/meeting at a time; the reason for this is obvious. One of the principal
functions of parliamentary procedure is to maintain order and decorum during
deliberations, and nothing defeats this purpose more than the confusion that is likely to
arise when two or more different subjects or propositions are simultaneously brought before
the assembly or meeting. Besides, with the possible exception of a few, people cannot
intelligently consider two or more unrelated subjects at one time, difficult as it is to
concentrate on even one thought.

Singularity of subjects means that discussions at any one time should be centered
on a single subject, although several motions may be applied to it during its deliberation
consistent with the rules of precedence of motions.

This principle finds expression in no less than the Constitution of the Philippines
which provides that “no bill which may be enacted into law shall embrace more than one
subject which shall be expressed in the title of the bill”.

5. Full and Free Debate Must be Allowed – This principle is obviously founded on the theory
that there are at least two sides to every question, and that all sided must be heard before
any decision is made on it.

In deliberative assemblies, all questions, with the exception of a few, are entitled to a
full and free debate before they are submitted to a vote. The proponents of the question are
given as much chance to expose its faults. In this way, the entire assembly is well
enlightened on the question, and thus can vote on it intelligently.

In keeping with the function of parliamentary procedure to expedite the transaction

of business, there are, however, certain rules which, in effect, work as curtailment of the
freedom of debate, but these are simply measures designed for the general interest of the
assembly.

6. Every Motion Must be Voted Upon – with the exception of a few, all motions brought
before the assembly or meeting should be voted upon for their proper disposition.

A motion or question may be disposed of - temporarily or permanently,

affirmatively or negatively, but, in any case, it should be put to a vote because it is only
through this process that the true will of the assembly/council can be determined.

There are, however, certain parliamentary prerogatives that are classified as motions
but which, by their nature, do not require any vote because they may be disposed of by the
Chair, as when a member rises on a point of order, point of information, or point of
parliamentary inquiry.

7. Group Interest Must Prevail – Every member is an integral part of a cooperative or

association or council; each one plays a significant role in the collective efforts of the entire
group. But as such, his personality and private desires should be subordinated to that of the
cooperative or association or council.

A member may have his own ideas of how things should be done; this, he may
pursue with all the wit and energy he can muster, but he should not carry it to a point that
will tend to disrupt the proceedings. For if every member were to insist on his own personal
ideas and wishes, and in opposing the views and desires of others, the resulting lack of
harmony would seriously hamper the ability of the cooperative or association or council to
transact business and may even cause its dissolution.
 Every individual member, therefore, should strive to effect TEAMWORK with the
other members. In other words, his personality and desires should be merged into the
interest of the group.

8. Presiding Officer Must be Impartial – Presiding over an assembly or meeting is not as

easy as it may seem. The task involves great responsibilities and requires not only
parliamentary skill but also the delicate exercise of sound personal judgment, discretion,
and tact.

Aside from his duty of steering the meeting to the accomplishment of its objectives,
the presiding officer is often called upon to act as moderator in heated debates in which
personalities and opinions oftentimes clash.

Because of the delicate position he is in, the presiding officer should at all times be
impartial in the exercise of his office or duty and in his dealings with partisan groups of
the cooperative/association/council. He should not take sides in a debate, and should
volunteer information or advance his personal opinion only when necessary. As a member of
the cooperative/association/council, he is entitled to participate in the deliberation of any
question before the assembly or meeting, but this he should do only from the floor after
surrendering the Chair temporarily to some other member.

These principles are universal. Assemblies convene with the implied understanding
that their proceedings will be conducted in accordance with these fundamental rules.

QUORUM

MEANING AND IMPORTANCE

A Quorum is that number or proportion of the members which must be present at a

particular assembly or meeting for the cooperative/association/council to legally transact business.

In the absence of a quorum, no business can be transacted with legal effect even with the
unanimous consent of those present except to adopt such measures as are deemed necessary to
obtain a quorum or to adjourn.

WHAT CONSTITUTES A QUORUM?

The number or proportion of members necessary to FORM a QUORUM is purely

discretionary on the part of the COOPERATIVE/ASSOCIATION/COUNCIL as it may provide in
the ACBL, CBL or Standing Rules, or MOR.

In the absence, however, of any such provision, common parliamentary law fixes the
quorum at a majority of the members, although it is legal for a
COOPERATIVE/ASSOCIATION/COUNCIL to provide for a quorum of less than a majority of its
members. The quorum can be two third (sufficient majority), 50%+1 (simple majority), one third,
or one fourth.

IN CASES OF WALKOUTS HAPPEN

When a quorum has been duly constituted but a group thereof refuses or neglects to
meet with others, a majority of those present may transact business. However, if the bigger
number withdraws so as to leave no quorum, the minority is, in general, considered powerless to
act.

QUESTIONING THE QUORUM?

Any member who doubts the existence of a quorum at any time during an
assembly/meeting may request or ask the Chair to determine whether a quorum exists.
Mr. Chairman, is there a quorum present?
 The Chair there upon proceeds to determine the existence of a quorum by taking a physical
count of the members present or by ordering a roll call, although this is not necessary if the
presence of a quorum is obvious.

ORDER OF BUSINESS

DEFINITION

ORDER OF BUSINESS is a program or outline of activities to be done or the questions to

be taken up during a meeting. It serves as a guide of the proceedings to ensure the orderly and
efficient transaction of business.

• Call to Order
• Opening Prayer
• Singing of Pambansang Awit
• Cooperative/Association/Council Rituals
• Roll Call/Determination of Quorum
• Reading and Disposition of minutes in previous meeting
• Issues arising from minutes in previous meeting
• Reports of standing/special committees
• PRESENTATION and ADOPTION of the AGENDA
• Unfinished business
• BUSINESS OF THE DAY (Agenda)
• New Business
• Announcements
• Adjournment
• Closing Prayer

CALL TO ORDER

A MEETING is CALLED to ORDER by the PRESIDING OFFICER who, after

rapping/tapping the gavel three times, announces:

The meeting will please come to order, OR the first general assembly is now convened or
is now called to order.

RAPPING/TAPPING THE GAVEL

According to parliamentary procedure, EACH NUMBER OF TAPPING the gavel has a

MEANING.
1. There are 4 possibilities when a Chairman/Presiding Officer taps the gavel ONE time.
a. It tells the members to be seated.
b. It is used after announcing the results of the vote on a motion or item of business.
c. The members then know it is time to move on to another topic.
d. After announcing the meeting is adjourned.
2. Tap the gavel THRICE or THREE TIMES to call the meeting to order.
3. Tap the gavel TWICE, to instruct the members to stand up. (Ex. Opening Prayer or
Reciting the Cooperative Pledge).
4. Use a series of sharp taps, so as to maintain or regain order at a meeting.

INVOCATION

The invocation or prayer is customarily delivered by a priest, minister, or members of the

cooperative/association/council before the start of assembly or meeting, however, in some this is
optional. This is done after the CALL TO ORDER.

ROLL CALL
 The calling of the roll, if required, is performed by the Secretary with the members
answering “Here” or “Present” as their respective names are called.

NATIONAL ANTHEM (singing)

COOPERATIVE/ASSOCIATION/COUNCIL RITUALS
 Cooperative/Association Pledge
 Cooperative/Association Song

DETERMINATION OF QUORUM

The Presiding Officer shall ask the Secretary if quorum is obtained or present in the
assembly/meeting. The Secretary shall directly refer to the attendance sheet, then pronounce before
the Assembly or Meeting and say: that based on attendance sheet the actual attendees are 57 out of
70 members, therefore this General Assembly or Meeting is in quorum….. or has no quorum. To
make the declaration official, the Presiding Officer shall REPEAT such statement.

READING AND DISPOSITION OF MINUTES

The minutes must be corrected, if necessary, and disposed of by a majority vote in the
following manner: Upon direction of the presiding officer, the Secretary reads the minutes of the
previous meeting or, one after the other, of all regular and special meetings held since the last
reading of the minutes. After the minutes of each meeting are read, the presiding officer asks,

Are there any corrections to the minutes? If no corrections are offered, he states, there
being no corrections, the minutes stand adopted as read. Or do I hear motion for its adoption.

ISSUES ARISING FROM THE MINUTES

Duly adopted minutes shall be subject for inquiry by any member as to its progress or
status. Suggestion only: Limit the time in dealing the issues arising from the minutes.

REPORTS OF COMMITTEES

After dispensing the issues arising from the minutes, the presiding officer calls upon
concerned officers and standing committees, listed in the ACBL/CBL/MOR, Policies or Rules, to
render whatever report it may be ready to make.

ADOPTION OF THE AGENDA

The Presiding Officer shall ask the Assembly or Board/Officers if there are items to be
included in the Agenda. If there are items added then the Secretary shall note… and become part of
the Agenda, if none, then the Agenda shall remain as is. Then the Presiding Officer shall say…. do I
hear motion for its adoption.

UNFINISHED BUSINESS

The consideration of the question to register the cooperative/Association/Council under the

new name at CDA/SEC/DOLE was interrupted in the last meeting by adjournment. The secretary
will please read the corresponding motion. After reading the motion, the presiding officer
announces:

The table is now open for discussion on the motion just read.

BUSINESS OF THE DAY

 AGENDA is a list of items/issues that have to be discussed in the business of the day.
“Each agendum shall be presented, deliberately discussed, and acted upon” by the assembly,
board/officers, committee, or council.

NEW BUSINESS

NEW BUSINESS is a list of items/issues that have to be discussed in the next assembly or
meeting.

ANNOUNCEMENTS

Any announcement which the Chairman or Presiding Officer or any member may wish to
make to the Assembly, Board/Officers, or Committee should be done at this stage of the meeting.

ADJOURNMENT

A meeting may be adjourned at any time upon a motion duly approved or at a certain fixed
time if one has been previously set.

DEVIATION FROM ORDER OF BUSINESS

Order of Business is primarily intended to insure the orderly and expeditious conduct of
assemblies/meetings, however, it is not rigid or inflexible as to defeat the purpose it seeks to
achieve. So that, if, in the reading of committee reports, a special committee is ready to report
while a regular committee is not, the Presiding Officer may call upon the special committee and
then come back to the regular committee when it is ready. If the Order of Business is provided for
in the ACBL/CBL/MOR, the items of business may be taken away from their fixed order by a
two-thirds vote on a motion to suspend the rules.

MOTIONS

MEANING

MOTIONS are formal proposals that the assembly, board/officers, or council either adopt a
certain view or take a certain action on a question pending before them.

A MOTION is identified by the prefatory phrase, “I move that” which is equivalent to

saying, “I propose that”. Thus a member moves that “the holding of a Testimonial Dinner”, or
“the approval of the 2016 Annual Development Plan”.

CLASIFICATION

Motions are classified according to their general purposes into FOUR basic groups,
namely:

1. Main Motions

Main motions are subdivided into two classes:

– General main motions are those through which certain ideas are proposed to the
assembly/meeting for its consideration.
Specific main motions are those which in effect brought before the
assembly/meeting for consideration emanating from general main motion which has
been given special names or specific details.

2. Subsidiary Motions
 This class of motion is generally designed to either modify or “dispose of”
temporarily or permanently a MAIN MOTION that may be pending before the
assembly/meeting.
To lay on the table
To call the previous question
To modify the limits of debate
To postpone definitely
To commit or refer to a committee
To amend (other than ACBL and Rules already adopted)
To postpone indefinitely

3. Privileged Motions

Privileged Motions are designed to meet urgent needs of the assembly/meeting and
for this reason, they are entitled to the highest precedence. The privileged motions, arranged
in the order of their rank, are:
To fix the time to adjourn
To adjourn (if unqualified)
To take a recess (e.g. Lunch Break)
To raise on a question of privilege
To call for orders of the day

Motions under this class have the characteristics of main motions and, as a matter of
fact, they are treated as such if they are proposed when no business is pending before the
assembly/meeting.

4. Incidental Motions

These motions arise only incidentally out of the business or proceedings of the
assembly/meeting. There are ten motions under this class, namely:
To suspend the rules
To withdraw/retracting a motion
To object to the consideration of a question
To raise a point of order
To raise a parliamentary inquiry
To raise a point of information or to read the papers or the proposals
To appeal from the decision of the Chair
To call for a division of the house/assembly
Motions relating to nominations or voting

PROGRESS OF MOTIONS

Motions brought before the assembly/meeting should be clearly presented, intelligently

discussed, and properly disposed of without unnecessary waste of time and effort. To
accomplish this, PARLIAMENTARY RULES prescribe EIGHT STEPS in handling a motion,
namely:

1. Obtaining the floor. Before a member/officer is allowed to make a motion, he should first
obtain the floor. This is done by raising hand, meaning the Presiding Officer, by his title, as
“Mr. President”, or “Mr. Chair”, “Madam Chairperson”, or “Mr. Moderator”, as the
case may be. He then waits for recognition from the Chair.

2. Recognition from the Chair. A member/officer obtains the floor when the Presiding
Officer acknowledges him/her either by calling out his/her name or by addressing him as
“Mr/s. Member,” if his name is not known, or by simply pointing or nodding to him.
 3. Presentation of Motion. A motion is introduced by the phrase, “I move that,” followed by
a statement of the proposal. Or present the background of the proposal first then followed by
the phrase, “I moved that”. Examples;

I move that we send five delegates to the forthcoming national convention.

OR
I move that we dispense this item by sending delegates to the forthcoming national
convention.

4. Seconding the Motion. Before a motion can be deliberated upon it should, as a rule, BE
SECONDED; any other member/officer may do this by saying, “I second the motion”
without need of rising or obtaining the floor. A MOTION is seconded to indicate that, aside
from the PROPOSER/MOVANT, there is at least one other member/officer, the
SECONDER/SECONDANT, who is interested in bringing the question before the
assembly/meeting.

Has the motion been seconded? Or Is there a second to the motion?

5. Statement of the Motion. A motion is said to be OFFICIAL before the meeting for
consideration after it has been stated by the Chair; until then, no discussion or any other
action on the motion is in order.

It has been moved and seconded that we send five delegates to the forthcoming
national convention.

It has been moved and seconded that the following resolution be adopted:
“Resolved, That, etc.” The question is on its adoption.

6. Discussion of the Question. After the question has been stated by the Chair, it is posed
before the assembly/meeting for consideration, and it may be debated upon or modified
through amendments before action is taken on it. As a general rule, all questions are
debatable. It has been moved and seconded that we send five delegates to the forthcoming
national convention. Is there any discussion or objection?

7. Voting on the Question. After the question has been THOROUGHLY DISCUSSED
and/or AMENDED, the Chair brings it to the assembly/meeting for action, that is, for
approval, disapproval, or some other course of action for FINAL DISPOSITION of the
question.
Are you ready for the question?
As many as are in favor of the motion, say Aye….
Those opposed, say No…..

8. Announcing the Vote. After the vote has been taken, the Chair announces the result by
declaring whether the motion has been approved or not. Examples:

The motion is carried. We will send five delegates to the forthcoming national
convention.

OR The motion is carried but prior to final approval the question shall be referred to the
committee on education & membership.”

“OR The motion is lost. Or There being a failure to obtain a two-thirds vote, the motion is
lost.”

PRECEDENCE OF MOTION

PRECEDENCE means a state or quality of one thing being more important than another. It
also means priority in order or in rank. Thus, the term PRECEDENCE of MOTIONS signifies
that there are certain motions which are of higher importance or rank than others.
NECESSITY OF PRECEDENCE

In the conduct of assemblies/meetings, as they progress, motions are growing up in

number, thus we need to classify and rank them according to their relative importance. This
NECESSITY has been met by the adoption of a set of rules which serve to determine which
motions have precedence over others on the basis of their corresponding purposes and functions.

RULES OF PRECEDENCE

The PRECEDENCE OF MOTIONS is based on the principle that any motion of a rank
higher than the one immediately pending is in order; conversely, any motion of a rank lower then
that immediately pending is out of order. In other words, a motion of a higher rank may be
proposed even while a motion of a lower rank is pending, but a motion of lower rank cannot be
proposed if the motion immediately pending has a higher precedence.

CHART OF PRECEDENCE OF MOTIONS

PRIVILEGE MOTIONS
1. Fix the time to which to Adjourn
2. Adjourn (if unqualified)
3. Take a Recess
4. Raise a Question of Privilege
5. Call for Orders of the Day

SUBSIDIARY MOTIONS
6. Lay on the Table
7. Call for the Previous Question
8. Modify the Limits of Debate
9. Postpone Definitely
10. Commit or Refer to a Committee
11. Amend (unadopted questions)
12. Postpone Indefinitely

MAIN MOTIONS
13. General Main Motions

CHART OF PRECEDENCE OF MOTIONS

DEBATE

NECESSITY OF DEBATE

A DEBATE is a discussion on any subject for the purpose of elucidating the truth or
influencing action. Debates are a necessary part of the parliamentary procedure because it is only
through the medium of a free and full discussion that the members of the Assembly, Board/Officers,
or Council may be able to decide a question intelligently.

DEBATABILITY OF MOTIONS

Motions may be classified into three categories on the basis of their debatability, namely:
1. Undebatable motions
 To lay on the table
 Point of Order
 Point of Parliamentary Inquiry
 Point of information

2. Motions allowing limited debate

 To postpone definitely (date)

3. Motions allowing full debate

 To appeal from decision of the Chair
 To postpone indefinitely
 To reconsider
 To rescind or repeal

BASIC RULES OF DEBATES

RELEVANCY and DECORUM are two important requirements of DEBATE. Relevancy

means that all discussion must be related to the question at issue. Decorum means courtesy in
speech and propriety of action. The speaker should conduct himself with dignity and should always
use decent language. He should extend all respects to the Chair and to the Assembly,
Board/Officers, or Council and to any colleague whether the latter’s views are in agreements or are
contrary to his own.

INTERRUPTIONS IN DEBATES

Any member who desires to ask questions of the speaker should rise and, without
waiting for recognition, say, “Mr. Chairman, I would like to ask the speaker a question, or Mr.
Chairman, will the speaker yield to a question?”

The Chair then asks the speaker if he is willing to submit to the questions; the latter may
consent or decline, addressing his answer to the Chair, through whom the conversation must be
carried.

TIME LIMIT FOR DEBATES

Since one of the functions of Parliamentary Procedure is to expedite the transactions of

business, discussions on any question should not be allowed to prolong beyond reason.

To accomplish this objective, the COOPERATIVE/ASSOCIATION/COUNCIL generally fix

the time for debates in their standing rules.

AT CLOSE OF DEBATES

When a question appears to have been thoroughly discussed and nobody expresses a desire
to speak on it further, the Chair proceeds to put the question by asking first, Are you ready for the
question? So, let’s vote or decide.
 If, after a reasonable pause, no one claims the floor, the Chair proceeds to take the vote on
the question, and once voting has commenced no one can claim the right to debate.

REOPENING DEBATE

Subject to certain rules and conditions, a question that has been decided upon by the
Assembly, Board, or Officers may be reopened to debate by a motion for reconsideration.
This motion requires only a majority vote even though the motion to be reconsidered requires a
larger vote. Reconsideration opens the question to new discussion and vote, the same as if it were
introduced for the first time.

VOTES AND VOTING

IMPORTANCE:

As a rule, some motions are decided by the Chair, however, some motions brought before
the Assembly/Meeting can properly be “disposed of” only by the vote of the members in the
Assembly or Board/Officers.

CLASSES OF VOTES

In deliberative Assembly/Meeting, there are five (5) kinds of votes that are generally
adopted, namely:

1. Majority Vote means

a). majority of the legal votes,
b). majority of the total votes cast,
c). majority of the members present, and
d). majority of all the members
2. Percentage Vote means the proportion of a certain whole, for example, two-thirds of the legal
votes cast or three-fourths of the members present.
3. Plurality Vote means a vote larger by at least ONE over the total vote of any other candidate
or proposition. In other words, it is the number of votes that a winning candidate or proposition
has over the closest rival although it may not constitute a majority vote.
4. TIE Vote occurs when two or more candidates or proposition each receive the same number of
the highest vote thus creating a deadlock.

Breaking and Creating a TIE

The Presiding Officer or the Chair is normally a member of the Assembly or

Board/Officers and has not yet voted on a particular question, may, of his own will, cast his
vote in order to break or create a tie. He can only vote once.

Break or Create a TIE in the following cases:

a. When the vote is, say, 12 to 12, resulting in the loss of the motion, he may vote in the
affirmative but not in the negative.
b. When the vote is 13 for the affirmative and 12 for the negative, he may vote in the negative
to create a tie to defeat the motion.
c. Where a percentage vote is necessary, say, two-thirds, he may vote with the minority if it
would prevent the adoption of the motion, or he may vote with the majority if it would cause
its adoption.
d. In case of an appeal from the decision of the Chair, he can vote in the affirmative to create
a tie and thus sustain his own decision.

5. Unanimous Vote results when a candidate or a proposition obtains the total number of the legal
or valid votes cast. If the total votes cast, say, is 75, three of which are declared null and void,
and the remaining 72 valid votes are cast in favor of a candidate or a proposition, the vote is still
unanimous because blank ballots or illegal votes are not counted as part of the total votes cast.
METHODS OF VOTING

There are several methods of voting in deliberative Assembly/Meeting:

1. By Voice. VOICE VOTE OR VIVA VOCE is the most expeditious method of voting and
is generally used except where more accurate count of the votes is called for. When taking
a voice vote, the presiding officer states:

As many as are in favor of the motion, say “aye”, those against, say “no”.

2. By Show of Hands. This consists of raising the right hand, first, by the members voting in
favor of the question, then by those voting against it. The presiding officer states:

Those in favor of the motion, please raise their right hands ..… hands downs. Those
against, please do the same….. Hands down.

3. By Rising. Like the voting by show of hands, RISING VOTE is taken when an actual or a
more accurate count of the votes is required. When taking the vote by this method, the
presiding officer states:

Those in favor of the motion, please rise..… be seated. Those against, please do the
same….. be seated.

4. By Roll Call. Vote by roll call is also known as voting by “Yeas and Nays or Ayes and
Noes”. This is usually employed in the Government Congress. The presiding officer states:

Those in favor of the motion, before the House will, as their names are called, please say
Aye; those against, please say No. The Secretary will now call the roll.

5. By General Consent. The term general consent connotes unanimity of opinion. Through
this method, questions are decided without the formality of actually taking the vote. This is
used only in the disposition of routine business and non-controversial issues. The
presiding officer states:

If there is no objection, this item is carried.

6. By Ballot. The principal purpose of this method is SECRECY. It is commonly used in the
election of candidates to office and in deciding certain questions in which some
members may not wish to reveal their sentiments.

To facilitate this, the Chair usually appoints a committee of tellers, composed of three
members, to conduct the balloting which includes the distribution and collection of
ballots and the counting of the votes.

ANNOUNCING OF VOTES

The result of any voting is not considered OFFICIAL until it has been announced by the
Chair. This requirement serves not only to advise the Assembly/Board/Officers of the result of the
vote but also to make it official in the notes/minutes of the assembly/meeting the manner a motion
or question had been disposed of.
 MEETINGS
DEFINITION

Meeting denotes a gathering or assembly of the members/officers of a

Cooperative/Association/Council for any length of time during which there is unbroken deliberation
except, perhaps, for occasional and brief periods of recess.

A temporary adjournment, such as, “to meet after lunch” or “to meet in the evening”,
terminates a meeting, and when the assembly, board/officers, or council reconvenes.

KINDS OF MEETINGS

1. Regular meeting is one which is held at the time provide for in the ACBL of the
Cooperative and/or CBL of the association and/or MOR of the Council. The members are
presumed to know the regular meeting days and are usually not served with notices to the
effect.

2. Special meeting may be called from time to time either by the Chair of the
cooperative/association/council, its Board/Officers, or a certain number of the members,
depending upon the ACBL, CBL, MOR, or standing rules. No business can be transacted in
a special meeting except that which is specified in the notice which must be served every
member of the cooperative/association/council. Deliberate violation of any of these
requisites can serve to nullify the proceedings of a special meeting.

3. Adjourned meeting is merely a continuation of an original meeting in which any business

left pending when the original meeting was adjourned may be taken up.

COMMONALITIES OF MEETING

 A single official gathering of members or officers in ONE VENUE;

 Has a QUORUM PRESENT to transact business;
 People are coming together for the purpose of RESOLVING PROBLEMS or MAKING
DECISIONS;
 Has a clearly DEFINED PURPOSE summarized in an agenda;
 SOMEONE IS IN CHARGE of conducting the meeting;
 SOMEONE is responsible for TAKING the NOTES; and
 All members are notified of the meeting’s date, time and its purpose.

PREPARING FOR A MEETING

A. Inviting Participants
1. Consider travel time before you schedule a meeting;
2. Reschedule a meeting if people cannot attend; and
3. Identify RESOURCE SPEAKERS including topic on an agenda.

B. Points to Remember
1. Attendees should be informed clearly of the date, time, place and purpose of a meeting
(Notice of Meeting);
2. Attendees should understand WHAT TO contribute in the meeting;
3. Background papers should be sent before the meeting to all participants; and
4. The venue should be appropriate in size and suitably equipped.
5. Consider the cost in time for those having to travel long distances;
6. Make attendees comfortable;
7. The place must be appropriate for the purpose of meeting;
8. Find a venue that you are sure will be free from interruptions; and
 9. Arrange problematic meetings in neutral grounds.

C. NOTICE OF MEETING

6th REGULAR BOARD/COUNCIL MEETING

To : Ms. Wilma Bungar

Calinan, Davao City
Date : June 3, 2014
Time : 9:00 am – 3:30 pm
Venue : DA, Bangoy St., Davao City
Agenda :
 Land Lease Application
 Community Service
 Continuous Capital Build Up
From : Juan Dela Cruz
Chairperson

D. PREPARING AN AGENDA

AGENDA is a list of items or issues that have to be discussed in the business of the day
of the scheduled meeting. The requisites in the preparation are:
1. Keep the agenda as short and simple as possible;
2. Ensure that the Chairperson and the participants are informed of any changes in the
agenda; and
3. Try to restrict an order of business/agenda to one sheet of paper.

E. THINGS TO DO OR OBSERVE:
1. Decide which issues need to be raised at the meeting;
2. Send a DRAFT AGENDA to all attendees inviting their suggestions for other items;
3. Incorporate the suggestions if there are any; and
4. Re-circulate the agenda to all attendees and solicit/expect motion for its
adoption/acceptance.

F. POINTS TO REMEMBER
1. An agenda should contain details of the meeting’s date, time, place and purpose;
2. Should be specific as possible about the main purpose of the meeting;
3. All participants need to know exactly what is expected of them in a meeting;
4. The time devoted to each item should be indicative of its priority; and
5. Try to order topics logically and group similar items together.

G. SAMPLE:

CALMAN MULTIPURPOSE COOPERATIVE

Calinan, Davao City
6th Regular Board Meeting, June 3, 2014, 1:00 pm – 5:00 pm
CMPC Office, Calinan, Davao City

ORDER OF BUSINESS

I. Call to Order -Presiding Officer

II. Opening Prayer
III. Singing of National Anthem
IV. Cooperative Rituals
V. Roll Call/Determination of Quorum -Secretary
VI. Reading and Disposition of the Minutes of Previous Meeting
VII. Matters/Issues Arising from the Minutes of Previous Meeting
VII. Reporting of Officers and Standing Committees
VIII. Presentation and Adoption of Agenda
 IX. Unfinished Business
X. BUSINESS OF THE DAY
 Land Lease Application -Ms. Editha M. Salvosa, BOD
 Community Service -Engr. Renato B. Maza, BOD
 Continuous Capital Build Up -Ms. Bess Lim, BOD
X. New Business
XII. Announcements
XIII. Adjournment
XIV. Closing Prayer

H. AVOIDING PITFALLS IN LOCATING THE VENUE OF MEETING

1. More people attend than expected;

2. Fewer people attend than expected; and
3. Air conditioning is inadequate (if any), poor ventilation, lighting facilities, comfort
rooms, sound system, etc.

I. PRESIDING A MEETING

As a Chairperson:

1. Take responsibility for making EVERY MEETING A SUCCESS;

2. Encourage those at routine meetings to take turns as the Chairperson;
3. If one motion is lost try to find at least one area of agreement, if found really important;
4. Ensure that all views are heard; and
5. Do not interrupt other speakers—always let them have their say.

Points to Remember
1. Responsible for ensuring that any discussion is relevant to the point on a meeting’s
agenda;
2. Should repeat any motion proposed by those attending to ensure that everyone has heard
and understood it;
3. Can expel anyone who disrupts a meeting;
4. Responsible in summing up the discussion at the end of a meeting; and
5. Encourage all participants to give opinions by asking open questions.

Characteristics of an Effective Presiding Officer

D oer/decisive
E nsures that every known detail receives attention
M aximizes the RETURN OF INVESTMENT in a meeting
O pen-minded
C onsultative
R esourceful
A ble to articulate the principles of fairness, equality and common sense
T reat members with respect
I n tune with members and is able to bring out the best in them
C onstantly seeks agreement and build consensus

Roles of a Presiding Officer (between meetings)

D esigning agenda in consultation with the officers and members
E nsuring that all planning activities are carried-out
C onsensus-building on urgent issues that cannot wait until the next meeting
I nterfacing with staff, officers, directors, stakeholders, planners and others and being
available to give support/guidance
D ealing on routine and administrative decisions that do not require the involvement of the
group
E valuating minutes for accuracy

Roles of a Presiding Officer (during meetings)

 K eep the meeting on track
E stablish order and decorum
E nsure balanced participation
P romote interaction and involvement

J. PACING OF A MEETING

Points to Remember
1. Attendees are usually most receptive at the beginning of a meeting;
2. The progress of a meeting can be summarized at regular intervals;
3. Reminders should be given of how much time is left to complete the agenda;
4. Failure to end a meeting on time may antagonized attendees; and
5. Schedule meetings before lunch—it is more likely they will end on time.

K. HANDLING PROBLEMS IN A MEETING

Case 1 Participant makes excuses such as “I forgot”, or “that is not my responsibility”

when presenting an uncompleted task.

Possible Responses
1. Remind the participant in front of peers that performance of task is expected;
2. Appoint someone to supervise the participant to ensure the completion of task; and
3. Transfer the responsibility to someone else.

Case 2 Participant makes an attempt to undermine the proceedings so that the meeting
does not achieve its specified purpose.

Possible Responses
1. Isolate the ambusher by drawing attention to their tactics;
2. Adjourn the meeting if the participant continually attempts to interrupt discussion; and
3. In extreme cases, eject the ambusher from the meeting.

Case 3 Participant adopts an unnecessarily negative and hostile attitude to opinions

expressed in the meeting and provokes an argument.

Possible Responses
1. Remind the antagonist of the purpose of the meeting and the need to reach agreement;
2. Encourage participants to discuss these in a calm manner; and
3. Introduce humor to defuse the situation but not at the expense of the antagonist.

Case 4 Participant becomes abusive, unruly or even physically violent or causes the
meeting to descend into chaos.

Possible Responses
1. Call for order;
2. Ask the participant to leave, or have the participants removed; and
3. Adjourn the meeting without setting a date to reconvene.

L. CLOSING A MEETING

Things to Do
1. Summarize discussions and recap decisions by the Secretary;
2. Inform participants of the time and venue of the next meeting if it has been booked and
confirmed; and
3. Ensure that any outstanding items are noted for inclusion at the next meeting.
 MINUTES MAKING
TAKING NOTES

GUIDE IN MAKING THIS TASK EASIER:

1. Ensure that all of the essential elements are noted, such as type of assembly/meeting, date
and time started, venue, name of chair/presiding officer, officers/members present and
absent, main topics (proceedings) and the time of adjournment. Including approval of
previous minutes and all resolutions.
2. Prepare an OUTLINE based on agenda ahead of time, and leave plenty of spaces for notes.
By having the topics already written down, you can jump right on to a new topic without
pause.
3. Prepare a list of expected attendees and check off the names as people enter the room. Or,
you can pass around an attendance sheet for them to sign before the meeting starts.
4. To be sure about who said what, make a map of the seating arrangement, and make sure to
ask for introductions of unfamiliar people.
5. Don't make a mistake of recording every single comment. Concentrate on getting the GIST
OF DISCUSSION and taking enough notes to summarize it later. Think the issues
discussed, major points raised and decisions taken.
6. If you are an active participant in the meeting, be prepared! Study the issues to be discussed
and have your questions ready ahead of time. If you have to concentrate on grasping the
issues while you are making your notes, they won't make any sense to you later.
7. Use whatever recording method is comfortable for you, a notepad, a laptop computer, a
tape recorder, a steno pad, or shorthand. It might be a good idea to make SOUND
RECORDINGS of important meetings as a backup to your notes.
8. Don't wait too long to TYPE the minutes, especially while your memory is still fresh.
9. Don't be intimidated by the prospect of TAKING NOTES. Concise and coherent notes are
the mark of a professional. The very process of recording NOTES can give you a deeper
understanding of the issues faced by your cooperative along with ability to focus on what's
important

JOURNAL OR NOTE (Matrix)

MINUTES

WHY MINUTES MATTER?

MINUTES are written documents describe the, starting with events of the meeting the list
of attendees, statement of issues/concerns considered by participants, and related
responses/decisions for the issues which are prepared after the meeting. Minutes are important
because they capture the essential information of a meeting – decisions and assigned actions.
 They keep attendees on track by reminding them of their role in a project and clearly define
what happened in a meeting. If there are confusions or disagreements about what happened, with
minutes to refer to, everything is clear.

AFTER THE MEETING

1. Focus on action items, not the discussion. The purpose of minutes is to define decisions
made and to record what actions are to be taken, by whom and when.
2. Be objective. Write in the same tense throughout and avoid using people’s names except
for motions or seconds. This is a business document, not about who said what.
3. Avoid inflammatory or bloated and personal observations. The fewer adjectives or
adverbs you use, the better.
4. If you need to refer to other documents, attach them in an appendix or indicate where
they may be found.
5. When you finish typing the minutes, ask the chair to review the document for errors.
Send the final typewritten or e-copy to the chair right away. Keep a copy of
NOTES/JOURNALS for yourself in case someone wants to review them later.
6. The minutes ensure that the decisions and actions resulting from a meeting are not lost
or forgotten. By taking the time to record proper NOTES you’ll make sure the time and
effort that goes into a meeting is not wasted.

POINTS TO REMEMBER

1. Should be written in BRIEF but in CONCRETE form;

2. Prompt delivery of minutes encourages prompt action on issues raised;
3. Ensure that the order of minutes follows the order of business;
4. Use the minutes to compile a status report on “on-going issues”. Circulate it with the
order of business/agenda for the next meeting; and
5. At each meeting, verify the accuracy of attendees, and let the minutes of the previous
meeting be certified and attested.

RESOLUTIONS MAKING

DEFINITION

RESOLUTION is a formal proposal put before the Assembly, Board/Officers, or Council or

the formal expression of opinion, will, or intent by an official body or assembled group.
RESOLUTION is the formal expression of opinion by legislative body or public assembly/meeting
(Concise Oxford Dictionary).

WORDING OF RESOLUTION

Resolutions, whether they embody the decisions of the members and officers or are those
passed at meeting or assembly, should be expressed clearly and in precise terms, and not vaguely.
In a resolution all essential facts should be included and there should not be any meaningless words
or phrases or statements in it.

If it is being passed pursuant to the provisions of ACBL/CBL/MOR or Standing Rules

should be mentioned therein. Try to keep each resolution expressed only ONE SUBJECT
MATTER. As far as possible, the minutes should be fully detailed.

MOTION AND RESOLUTION

A motion is a proposal, and a resolution is the adoption of a motion duly made and
seconded. But every motion need not be followed by a resolution. A motion whether it is passed
for the closure of discussion or adjournment, etc., can be passed by an ordinary resolution unless
there is a specific provision in the ACBL/CBL/MOR.
RESOLUTION GOES WITH AUTHORITY

A cooperative/association/council is comprised of members or officers who contribute

to the fund, managed by the Board of Directors and Officers who are the representatives of the
members. The activities of the cooperatives/associations/councils are regulated by the government
to conform to the requirements set forth by its registering or supervising agencies. The compliance
of these regulations either requires certain action to be taken at the Board/Officers level by way of
Resolution, or made at the General Assembly.

RESOLUTION GIVES SANCTION TO AN ACT

If it is a Meeting of the Board/Officers - it also means the will of the

cooperatives/association/council through the exposition of the intent of the EXECUTIVE ACTION
initiated or to be initiated subject to the limiting and regulatory provisions in the ACBL/CBL/MOR.

RECORDED RESOLUTION IS EVIDENCE

A resolution is thus a decision or an exposition of opinion or consensus of a proposal

submitted before an assembly or meeting. A resolution is entered in the minutes of the particular
meeting, which represent the record of proceedings of that assembly or meeting. Minutes are
prima facie evidence of the proceedings of the assembly or meeting.

Minutes of meetings whether assembly or council or board when kept in accordance with
the provisions of ACBL/CBL/MOR will make the meeting deemed to have been duly called and
held until the contrary is proved and all proceedings thereat to have duly taken place and in
particular all appointments of directors, officers, and members made at the meeting will be deemed
to be valid.

POWERS: BOARD/OFFICERS & GENERAL ASSEMBLY

CDA/SEC/DOLE policies require certain matters to be “dealt with” during the Meeting. In
limitation of Board's/Officers’ authority, certain matters have to be dealt with only by the members
through an Ordinary (Board) Resolution. For protecting the interest of the minority, it further
provides that certain resolutions can only be passed by the members with three-fourths, two thirds,
or simple majority of the assembly, termed as Special (General Assembly) Resolution.

Any resolution passed by the Board/Officers must be ratified or must be presented for
information before the general assembly and in the said assembly the agenda, time and venue is
generally determined.

FORMAT OF RESOLUTION

Normally, RESOLUTION is passed in the Assembly or Council or Board/Officers duly

convened within the framework of the provisions of the ACBL/CBL/MOR or any approved
standing rules. As to formulation, the DRAFT shall be prepared/written by the BODs/Officers and
shall be encoded, facilitated the signing, and kept by the Secretary.

As expressly provided in the ACBL/CBL/MOR or any approved standing rules, a resolution

in writing shall follow certain format, to wit:

• COMMISSION FORMAT- signed by all the members of the Board/Officers by way of

CONCURRENCE, certified by the Secretary, and duly attested and approved by the
Chairperson.
• REGULAR FORMAT- certified by the Secretary and duly attested and approved by the
Chairperson (ordinary format).

PARTS OF RESOLUTION

PREAMBLE
 • The preamble is the first half of the resolution. It explains WHY the action in the
OPERATIVE CLAUSES should be taken. It states past action, reasons for the action
and reasons for concern.
• The first word/phrase of the PREAMBULATORY CLAUSES should set the TONE for the
statement which will follow. The tone has to do with the strength of your conviction about
the topic.

OPERATIVE CLAUSES

• The OPERATIVE CLAUSES of a resolution tell the reader what ACTION the Assembly
or Council or Board/Officers should take to solve the problem set up in the PREAMBLE.
The operative clauses should be the strongest part of your resolution.

STANDARD FORMAT

• Single spaced throughout, with double spacing between clauses;

• Clauses must begin with proper introductory words in capital letters; ex: WHEREAS,
• NOW THEREFORE, RESOLVED AS IT IS HEREBY RESOLVED,
• RESOLVED FURTHER THAT
• Each clause ends with a semi-colon (;) and
• The final clause ends with a period.

SAMPLES OF PREAMBULATORY PHRASES

 Affirming, Alarmed by, Approving, Aware of, Believing.
 Emphasizing, Expecting, Fulfilling, Fully aware, Fully alarmed, Fully believing, Further
deploring, Guided by, Having adopted.
 Keeping in mind, Noting with regret, Noting with satisfaction, Noting with deep concern,
Noting with approval, and
 Realizing, Reaffirming,

SAMPLES OF OPERATIVE PHRASES

 Accepts, Affirms, Approves, Authorizes, Calls, Calls upon, Condemns, Congratulates,
Confirms, Considers.
 Further invites, Further proclaims, Further reminds, Further recommends, Further resolves,
Further requests, and
 Regrets, Requests, Solemnly affirms, Strongly condemns

DETAILED PARTS OF RESOLUTION

 Letter Head
 Source
 Reference/Control Number
 Title or Subject
 Logical presentation of Facts (Preambulatory Clauses)
 Movant and Secondant (Operative Clauses)
 Where and Whom action is required
 Approval of Motion & Date
 Certification of correctness and signature of Secretary
 Attestation by the Presiding Officer and approval of the Chairman/President

SAMPLES OF RESOLUTION TITLE

• A RESOLUTION APPROVING ADDITIONAL BANK ACCOUNT IN ONE NETWORK

BANK CALINAN BRANCH, CALINAN, DAVAO CITY FOR BANANA MARKETING
WINDOW OF CALMAN MULTIPURPOSE COOPERATIVE.
• A RESOLUTION REQUESTING THE SECRETARY OF THE DEPARTMENT OF
AGRICULTURE FOR A FARM SUBSIDY TO ALL UPLAND FARMERS OF MARILOG
DISTRICT WHICH IS A PART OF A DAVAO WATERSHED AREA.
________________________________________________________________________________

CALMAN MULTIPURPOSE COOPERATIVE

Calinan, Davao City

EXCERPTS FROM THE MINUTES OF THE 6TH REGULAR BOARD MEETING OF THE
CALMAN MULTIPURPOSE COOPERATIVE HELD AT CMPC OFFICE, CALINAN, DAVAO
CITY ON 20 JUNE 2013

BOARD RESOLUTION NO. 2013-14

A RESOLUTION ENDORSING TO THE OFFICE OF THE SECRETARY OF DEPARTMENT OF

AGRICULTURE THE CONCEPT OF CONVERGENCE AMONG D.A. ATTACHED AGENCIES
IN DEVELOPING AN INCUBATION CENTER OR FARM COMMUNITY AS MODEL SITE

WHEREAS, presented before the 6th Regular Board Meeting of CMPC dated 20 June 2013
was a verbal proposal of the CMPC Chairperson;

WHEREAS, the challenges of food production are multi-layered and the lack of integration
of various attached agencies, and that in many cases, there are related goals and mandates even
within the attached agencies, but lead to arbitrary decision-making and/or uncoordinated
implementation by the Department;

WHEREAS, some attached agencies of the Department of Agriculture have similar

functions that duplicate with the other whereas the recipients are the same;

WHEREAS, recipients received previous projects at different implementation date,

timeframe, and limited budget from DA-RFU XI and ATI;

WHEREAS, this proposed project shall be implemented soon from 2015 to 2016 after a
convergence development plan is approved crafted by the convergence TWG;

WHEREAS, the government as a whole, since time immemorial, encouraged farmers to

develop/maintain the bayanihan spirit and by this time the RAFC XI would like to sincerely request
the Department to lead the bayanihan spirit among attached agencies by pulling its manpower,
financial, equipment, facilities, and other resources together in nurturing an incubation center or
farm community;

WHEREAS, that a section or unit shall be created to lead the convergence of all attached
agencies by designating plantilla position including staff among DA personnel in full time capacity;

WHEREAS, the possible attached agencies to converge are PCA, BPI, BAI, Bureau of
Soils, ATI, BAR, BAFPS, FPA, PhilMech, NIA, BFAR, including the LGU Agricultural Offices;

WHEREAS, a six (6) page Concept Paper about Conservation Farming Village including its
budget and Barangay Resolution from the Barangay Council of Marilog Proper are hereby attached
for the information, record, and reference of all concerned staffs of the Department of Agriculture;

NOW THEREFORE, on motion made by Mr. Dan D. Mitchao, the Chairperson, duly
seconded by Mr. Fermin Aguan, the BOD, it is RESOLVED as it is hereby resolved, to endorse
to the Office of the Secretary of Department of Agriculture the concept of convergence among
DA attached agencies in developing an incubation center or farm community as model site.
 RESOLVED FURTHER, that the Offices of DA RFU XI, City Government of Davao, and
other concerned agencies shall be furnished with copies for their record, information, and
appropriate action.
ADOPTED. 20 June 2013.
_______________________________________________________________________________
I hereby certify to the correctness of the foregoing resolution which
was duly adopted by CMPC Officers during its 2nd regular
meeting held on 20 June 2013.

VICTORIA G. AGDUYENG
Board Secretary

ATTESTED:

EDUARDO F. DEVERA
Presiding Officer/Vice Chairman

APPROVED:

DAN D. MITCHAO
Chairman

_____________________________________________________________________________
CALMAN MULTIPURPOSE COOPERATIVE
Calinan, Davao City

EXCERPTS FROM THE MINUTES OF THE 3 RD REGULAR BOARD MEETING OF

CALMAN MULTIPURPOSE COOPERATIVE HELD AT CMPC OFFICE, CALINAN,
DAVAO CITY ON MARCH 29, 2013.

PRESENT:
Mr. Dan D. Mitchao Chairperson ______________
Mr. Allan G. Macasantos BOD ______________
Ms. Lorena R. Sarino BOD ______________
Mr. Rolando V. Suico BOD ______________
Ms. Ester Bustamante BOD ______________
Mr. Eduardo F. Devera BOD ______________
Ms. Victoria G. Agduyeng Board Secretary ______________

ABSENT:
Mr. Modesto Suarez BOD ______________
Mr. Edgardo Asilo BOD ______________
Mr. Fermin Aguan BOD ______________

BOARD RESOLUTION NO. 2013-07

A RESOLUTION ENDORSING TO THE OFFICE OF THE CITY AGRICULTURIST THE

INCLUSION OF CALMAN MULTIPURPOSE COOPERATIVE AS THE PERMANENT
SECTORAL REPRESENTATIVE TO THE CITY AGRICULTURAL AND FISHERY
COUNCIL OF DAVAO CITY

WHEREAS, Calman Multipurpose Cooperative (CMPC) is an organized cooperative and

supported by the Local Government Unit of Davao City through City Agriculturist Office and the
Department of Agriculture as their private partners in countryside development and food security;
 WHEREAS, CMPC recognizes the value of the private sector’s engagement with
government in the area of development especially in the agriculture and fishery sectors and such
partnership promotes people empowerment, good governance, extension, and sustainable
development.

WHEREAS, pursuant to Section 3 of City Executive Order No. 11, Composition of CAFC,
under letter f – that sectoral representatives include farmers/fisherfolks, women, youth, and
Commodity Councils;

WHEREAS, the permanent sectoral representatives to City Agriculture Fishery Council

shall comprise the Chairpersons of Durian Council, Banana Council, Mango Council, Vegetable
Council, Cacao Council, and other rural based organizations in Davao City;

WHEREAS, that all private representations such as City Federations of P4MP, RIC, 4H
Club, and Magsasaka Siyentista (MS), and Commodity Councils shall be under the supervision of
Institutional Development Division (IDD) for proper, efficient, and effective coordination;

NOW THEREFORE, it has been moved by Mr. Allan G. Macansantos, the BOD, duly
seconded by Mr. Rolando V. Suico, the BOD, it is resolved as it is hereby resolved to endorse
to the City Agriculturist Office the inclusion of Calman Multipurpose Cooperative as the
sectoral representative to the Agricultural and Fishery Council of Davao City.

RESOLVED FURTHER, that copies of this resolution shall be furnished to City

Agriculturist Office for his information, guidance and favorable action.

ADOPTED. 29 March 2013.

CONCURRED:

Mr. Eduardo F. Devera Ms. Lorena R. Sarino

Vice Chairman BOD

Mr. Rolando V. Suico Ms. Ester Bustamante

BOD BOD

Mr. Allan G. Macansantos Mr. Modesto Suarez

BOD BOD

Mr. Edgardo Asilo Mr. Fermin Aguan

BOD BOD

________________________________________________________________________________
I hereby certify to the correctness of the foregoing resolution which was
duly adopted by CMPC Board during its 3rd regular board meeting
held on 29 March 2013.

VICTORIA G. AGDUYENG
Board Secretary

ATTESTED/APPROVED:

DAN D. MITCHAO
Chairman
 LA UNION FARMERS ASSOCIATION
La Union, San Isidro, Davao Oriental

KABAHIN SA MINUTAS SA PAGTAPOK SA LA UNION FARMERS ASSOCIATION (LUFA)

NGA GIPAHITABO SA LA UNION FARMERS BUILDING NIADTONG SEPTIEMBRE 4, 2017
ALA UNA SA HAPON

RESOLUSYON NUMERO 4
Serye 2017

RESOLUTION NGA MANGAYO ANG LA UNION FARMERS ASSOCIATION (LUFA) UG

USA KA TRACTOR NGADTO SA DEPARTAMENTO SA AGRICULTURA XI

TUNGOD KAY, ang LUFA usa ka rehistradong asosasyon ubos sa pagdumala sa

Department of Labor & Employment (DOLE), naay rehistrasyon numero DOLE No. 2344 ug
nakarehistro katong Abril 18, 2016.

TUNGOD KAY, ang Barangay La Union usa nga giila nga kamaisan sa Municipalidad sa
San Isidro, Davao Oriental nga may kalay-on nga 22 kilometros gikan sa Poblacion.

TUNGOD KAY, ang Barangay La Union adunay 720 ka ektarya nga kamaisan patag kini
hangtod rolling ang condisyon sa kayutaan.

TUNGOD KAY, ang LUFA nagkinhanglan ug usa ka equipo sama sa Tractor para mapadali
ug mapadaghan ang abot ug mapaubsan ang galastohanan sa mag-uuma.

TUNGOD KAY, ang DA nga usa ka ahensiya sa gobyerno nga gitahasan sa pagtabang sa
mga panginahanglan sa mag-uuma aron mapalambo sa kamaisan tibuok nasod;

TUNGOD KAY, ang magadumala ug magamentina sa kini nga equipo mao ang LUFA aron
mapapaspas ang pag dispatsa ubos sa pamaagi nga gitawag nato nga “management in place” ug
ubos sa supervision sa MAO;

TUNGOD NIANA, giduso ni BOD Flor Eron ug gisigundahan ni BOD Erlinda Torion,
nagkauyon sa gikauyunan nga mangayo ang LUFA ug usa ka Tractor sa DA XI.

SA KATAPUSAN, gikauyunan gayod nga hatagan ug kopya sa resolusyon ang DA XI para

sa ilang kasayuran.

AMONG PAG – UYON:

________________________ _____________________ ______________________

Vice chairman BOD BOD

_____________________ _________________________ _____________________

BOD BOD BOD

Ako nagmatuod sa kining resolusyon

_______________________________
Secretario
Nagmatuod ug naga approvar
_______________________
Chairman
KONSEHO SA SITIO PANIPASAN
Panipasan, Marilog, Marilog District, Davao City

KABAHIN SA MINUTAS SA PAGTAPOK SA KONSEHO SA SITIO PANIPASAN NGA

GIPAHITABO SA SITIO HALL BUILDING NIADTONG OKTOBRE 03 2017
ALA UNA SA HAPON

RESOLUSYON NUMERO 2
Serye 2017

RESOLUSYON NGA MOHANGYO ANG KONSEHO SA SITIO PANIPASAN SA OPISINA

SA ATONG HALANGDON MAYOR INDAY SARA Z. DUTERTE AGI SA OPISINA SA
CITY ENGINEERS UG SA KONSEHO SA BARANGAY MARILOG SA PAGREHAB SA
“PANIPASAN FARM TO MARKET ROAD” NGA NAAY GILAY-ON NGA DOS (2)
KILOMETROS

TUNGOD KAY, ang kinatibuk-an sa Sitio Panipasan naay gilay-on nga tres (3) kilometros
gikan sa Highway ug naay dos (2) kilometros nga “graveled road” ug usa (1) kilometro nga
sementado;

TUNGOD KAY, ang Sitio Panipasan naay otsenta (80) kapin ka balay ug naay populasyon
nga 400 kapin ug naay 300 ka ektarya kapin nga natamnan sa nagkalainlain nga mga tanom;

TUNGOD KAY, ang Sitio hapit na kini masudlan sa Davao Light Power Company (DLPC)
ug sa pagkakaron naga ugsok na cila ug mga poste aron ma instolan kini sa primary ug secondary
lines;

TUNGOD KAY, ang “bajada o sobeda nga dalan” (road) sa Sitio BAG-O LANG NA
REHAB (Septiembre 2017) pinaagi sa grading o grader ug pipila lang ka truck load nga filling
materials, wala kini maganid, ug naa pay mga bahin sa dalan nga dili maagihan sa sakyanan ug wala
kini canal, ug sa pagkakaron (Nobiembre 2017) dili na gyud maagihan;

TUNGOD KAY, ang mga residente makanonayon naga assister gyud sa taga gobyerno
sama sa “road rehab ug uban pa” tabang mi pinaagi sa labor, pagkaon (snacks o paniudto), ug
matagbulan naga pentakasi kami para sa pagmintinar sa dalan;

TUNGOD KAY, ang tanan nga residente sa Sitio mapasalamaton sa mga opisyal sa
gobyerno sama sa Barangay ug sa Ciudad sa tanang proyekto (dalan, material, ug financial man)
nga gitunol ug kami malipayon kaayo;

TUNGOD KAY, ang Sitio Council of Women, Rural Improvement Club, 4-H Club, PTA
Officers, Panipasan Elementary School, PSL uban sa opisyales sa simbahan, ug Panipasan
Multipurpose Cooperative naga uyon sa paghangyo ug nagasuporta sa Konseho sa Sitio Panipasan
sa pag HANGYO ngadto sa atong halangdon Mayor;

TUNGOD KAY, ang dalan (road) nga gi rehab unta makahatag ug malahutayon nga
serbisyo sa tanang residente, unta mabutangan kini sa filling materials, ma compact sa compactor,
ug ma kanalan sa back hoe sa matagkilid;

TUNGOD NIANA, giduso ni Kagawad Ronnie P. Mercado ug gisigundahan ni Kagawad

Vicente R. Darato, nagkauyon sa gikauyunan nga mohangyo ang Konseho sa Sitio Panipasan sa
Opisina sa atong halangdon Mayor Inday Sara Z. Duterte agi sa Opisina sa City Engineers ug sa
Konseho sa Barangay Marilog sa pagrehab sa “Panipasan Farm to Market Road” nga naay gilay-on
nga dos (2) kilometros;
 SA KATAPUSAN, gikauyunan gayod nga hatagan ug kopya sa resolusyon ang Opisina sa
Mayor, City Engineers Office, ug Barangay Council.

AMONG PAG – UYON:

________________________ _____________________ ______________________

Vice Sitio Leader Kagawad Kagawad

_____________________ _________________________ _____________________

Kagawad Kagawad Kagawad

Ako nagmatuod sa kining resolusyon

_______________________________
Secretario
Nagmatuod ug naga Approvar:

_______________________
Sitio Leader