Creating Youth Advisory Councils KPCO_CreatingYouthAdvisoryCouncilsToolKit_April201 | Page 14

UTILIZING COUNCIL MEETINGS

2 . CLARIFYING ROLES AND ESTABLISHING MEETING STRUCTURE

The meeting structure and roles of youth and adults can vary depending on the needs of the group . Here are some suggestions to start out .

Facilitation .

• Choose a Youth Facilitator who will :

• Send out the pre-meeting reminder .

• Maintain control of the meeting , keeping things moving and on time .

• Select a notetaker , consider asking them to facilitate the next meeting .

• Plan and conduct team building activities during the meeting . See examples of teambuilding activities created by youth for their peers :

Notes .

• Elementary ReciPeace Activities .

• Secondary ReciPeace Activities .

• The notetaker should :

• Take notes directly into the online agenda ( this will save time so they don ’ t have to type notes later as homework ).

• Become next meeting ’ s facilitator .

Agenda ( see examples ).

• Maintain a monthly online agenda ( use Google Docs ) and make it a regular practice for all meetings .

• An online agenda helps locate information , allows for easy search functions for documentation , reporting , notes , etc .; it ' s also an accessible , historical document when there is a change in team members .

• Reserve time during the meeting to work on the agenda and include a notes section and action plan tables for each team / subcommittee .

Action planning document .

• Create an action planning document once project ( s ) have been vetted and selected .

• Use this document to help structure meetings . It can be used as a guide for the direction of projects and to track and organize the work .

Example of an Action Planning Document Action Team : Education Members : Emily , Juan , Allie

Action steps to achieve GOAL

14 CREATING YOUTH ADVISORY COUNCILS