Presentation by Ms. April G. De La Cruz of the Centrist Democracy Political Institute at the Institute for Autonomy and Governance - Konrad Adenauer Stiftung training on political party building attended by senior leaders of the Moro Islamic Liberation Front | Intramuros, Manila | March 28-31, 2014

1. The Essentials in Conducting Local
Founding Activities for Party Chapters
Facilitator: April G. De la Cruz
Education and Training Coordinator
Centrist Democracy Political Institute (CDPI)

2. WORKSHOP
 Instructions
 Divide the group of participants into two
 Simulate a role play on conducting a meeting in a district
 The groups will be given 20 minutes to do
brainstorming/rehearsal.
 They will be given 10 minutes to present.

3. The Essentials in Conducting Local Founding
Activities for Party Chapters
 Sending invitations
 Drafting meeting agendas
 Conducting elections
 Moderating meetings
 Drafting minutes
 Establishment of Membership Data Lists

4. Sending Invitations (Notice of meetings)
 Time
 Agenda
 People
 Hierarchy / Structure
 Communication Structure / Protocol
 Courtesy
 Follow up
 K.I.S.S.

5. Drafting Meeting Agendas
 Refer to the previous minutes of the meeting
 Refer to the feedback of the invitees
 Consult your counterpart (considering your
hierarchy/protocols)

6. Conducting Elections
 Always refer to your Constitution and By-Laws
 Quorum
 Make sure that the decisions being made have been
through the proper process or being voted upon
 Record each proceedings

7. Moderating Meetings
 A good facilitator is the key to an effective and
efficient meeting
 Practice the basics of parliamentary system in
conducting/moderating meetings
 Stick to the agenda
 Be time conscious
 Cover all the agenda before entertaining additional
concerns
 Start on time and end on time

8. Drafting Minutes
 Assign a documenter (secretary or the deputy) to
take note of the minutes
 Use a designated template (to add professionalism
and uniformity)
 Be very vigilant with details especially in matters
concerning decision-making
 Back up your notes with audio-recorded materials
 Note the important details only unless you are told to
do a journal of the meeting

9. Establishment of Membership Data Lists
 Primary role of the district secretary (but not limited
to appoint a committee on membership)
 All members should have signed the membership
form (check the contact details if they are working)
 Indicate the date of membership for each member
and the amount of payment made
 Adhere to the party’s system on membership data
list (CDP uses Wave Accounting System)
 You may use your own local system but always
collaborate with the National’s requirements
 Always make sure to prepare attendance sheets in
each meeting and have all the members sign

10. Meetings versus Local Founding Activities