Meetings are the main form of activity for an IDP Council. To ensure these are effective, it’s important to follow the regulatory framework.
These instructions are based on the Model Regulation on the IDP Council, approved by Cabinet of Ministers Resolution No. 812 dated August 4, 2023.
This instruction was made as part of the Support to the Capacity of Government Institutions and Local Communities to Strengthen Social Protection Systems in Ukraine project, implemented with the support of UNHCR, the UN Refugee Agency in Ukraine.
Part 1
What types of IDP Council meetings exist?
1. By frequency:
- Regular (at least once per quarter)
- Extraordinary (convened by the Chair of the Council at the request of at least one-third of its members)
2. By format:
- Online. According to the Model Regulation, the Chair of the Council may decide to hold a meeting in real time using appropriate technical tools, including the Internet.
- Offline. All members of the IDP Council are physically present.
- Hybrid. Some members of the IDP Council are physically present, while one or more may participate online at the Chair’s discretion.
3. All meetings of the IDP Council, according to the Model Regulation, must be open, allowing participation by anyone interested, including through online broadcasts. This ensures transparency and the involvement of a broad range of stakeholders.
Part 2
Preparing for an IDP Council Meeting
The responsibility for organizing the meeting and keeping the minutes lies with the Secretary of the IDP Council.
- Draft a proposed agenda for the meeting, especially if issues were not agreed upon at the previous meeting. Topics can be initiated by Council members, local authorities, NGOs, IDPs, and community residents.
- Set the date, time, and location of the meeting, depending on its format (offline, online, or hybrid).
- Prepare the necessary materials and documents for review during the meeting.
- Notify each IDP Council member of the meeting and send the materials for review no later than five working days before the meeting.
- Ensure that information about the upcoming meeting is published on the official website of the local authorities.
- Ensure the meeting venue’s accessibility (e.g., open access) and technical readiness (in case of an online or hybrid format).
Please note: The IDP Council may be terminated early if no meetings are held for two consecutive quarters.
Useful Documents:
Part 3
Meeting Procedure
Conducting an IDP Council Meeting
The role of the Chair of the IDP Council is central during the meeting. The Chair leads the session, invites speakers to present, and announces the outcomes of agenda items.
Opening
- Announce the opening of the meeting (by the Chair of the IDP Council, or in their absence, the Deputy).
- Announce the names of present and absent members of the IDP Council, as well as any invited participants.
Please note: The meeting is considered valid if more than half of the Council members are present.
- Announce the agenda. All members must vote to approve the agenda or propose changes to it.
Please note: The Secretary of the IDP Council must keep minutes throughout the meeting.
Meeting Proceedings
- Listen to the speakers’ presentations according to the agenda, as well as others who wish to comment on the discussed topics.
- Propose holding votes on decisions for each discussed item. For example, “take note of the information,” “approve the proposed recommendations,” “approve the work plan/activity report of the IDP Council,” etc.
- Announce the voting results (number of votes “for,” “against,” and “abstained”) and the decision made for each agenda item.
Please note: A decision is considered adopted if more than half of the present members vote in favor. In the event of a tie, the vote of the person presiding over the meeting is decisive. If a member of the Council does not support the adopted proposals or recommendations, they may submit a written dissent, which will be attached to the minutes.
Taking Minutes
- The minutes must reflect all stages of the meeting: its opening, proceedings, voting results, and decisions adopted by the members of the IDP Council.
- If IDPs or community residents attended the meeting, indicate their number in the minutes along with any questions or suggestions they raised.
- Additional materials must be attached to the minutes, such as the approved work plan or activity report of the IDP Council, or any recommendations or proposals adopted by the IDP Council.
- The minutes must be signed by the Secretary of the IDP Council and the person who presided over the meeting.
Example: Minutes of the IDP Council meeting under the Kyiv City State Administration
Part 4
Summing Up
- Assign responsibility for the implementation of adopted decisions.
Set the date for the next meeting and list the topics to be discussed.
Documentation and Reporting
- Prepare the minutes of the IDP Council meeting and submit them to the local authorities within three working days.
Please note: The local authorities must review the proposals and recommendations adopted by the IDP Council within 10 days.
- Ensure the publication of the meeting minutes with attachments, as well as the proposals and recommendations adopted by the IDP Council, on the official website of the local authorities.
Monitoring the Implementation of Decisions
- Monitor how the local authorities handle the proposals and recommendations adopted by the IDP Council.
- Maintain regular communication with the responsible parties regarding the implementation of tasks defined during the meeting.
This publication was made with the support of UNHCR, the UN Refugee Agency in Ukraine. The content of the publication is the sole responsibility of the Charitable Organization “Charity Foundation “Stabilization Support Services” and does not reflect the views of UNHCR.
