May 2, 2014 SCB Meeting Report of Minutes

Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328

E-mail: [email protected] | Website: www.samahan.addu.edu.ph Office of the SAMAHAN Secretary-General

ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions

REPORT OF MINUTES

Date: May 02, 2014

Time: 6:50 PM

Venue: SAMAHAN Office

Attendance:

1. Regel Kent A. Asuero, President

2. Patrick John Comoda, External Vice President/CCO Chairperson

3. Michael Zachary A. Leyson, Secretary-General

4. Allexy A. Flores, Treasurer

5. Alexis G. Alberto, BSA/AT Representative

6. Jessa Mae B. Suico, Social Sciences Representative

7. Ace Villanueva, Officer-in-Charge, Humanities and Letters Representative

8. Precious Kyrie “Darleen” P. Undag, School of Education Representative

9. Anna Franchezka B. Macrohon, School of Nursing Representative

10. Kristina Vade I. Santos, Officer-in-Charge Natural Sciences and Mathematics Representative

11. Mic Tabuclin, OIC, School of Engineering and Architecture Representative

12. Jeos Earl A. Casilac, Business and Management Representative 13. Marielle P. Banawan, Computer Studies Representative 14. Peter Paul Paras, Buklod Atenista Permanent Secretariat (BAPS) Secretary-General 15. Ivy Jane Torregosa, Buklod Atenista Ambassador 16. Fhritz Liboa, SAMAHAN Volunteers Committee Head 17. Cavin Cabarlo, Outgoing SAMAHAN Office of the Treasury Head 18. Jon Von “JV” Dagaang, SAMAHAN Creative Team Head

Agenda:

1. Buklod Annual Conference (10 minutes) 2. Assessment of Committees (30 minutes) 3. SAMAHAN Tagline (10 minutes) 4. Sem Starter (10 minutes) 5. Other Matters (10 minutes)

CALL TO ORDER

Having reached a quorum, Regel Asuero, the SAMAHAN President, called the order of the meeting by

6:50 PM. He then presided the meeting, first, by enumerating the agenda.




Presentation and Discussion of Agenda

1. Assessment of Committees

a. It was agreed to conduct an evaluation of committees and finalize the appointment of

committee heads before the Long Range Planning and Teambuilding. The committee

heads presented the background of their committees along with the evaluation and

giving out points of improvement for the committee.

b. Assessment of Individual Committees:

i. SAMAHAN Office of the Treasury (SoT):

1. Outgoing Committee Head: Cavin Cabarlo

2. Function:

a. To ensure liquidation reports are free from material

misstatements and everything is well accounted for

3. Structure:

4. Assessment/Evaluation:

a. Cavin Cabarlo identified success indicators within the

committee:

i. Attendance of Committee Members

ii. Effectiveness of Ensuring all Committees/Divisions are

passing Liquidation Reports on time

iii. Ensuring that SAMAHAN supplies are not stolen

b. He said that the last year’s performance of the SoT was not the

best. Some SoT members were not present. Members did not

inform their heads that they would be absent during meetings,

events, etc. He further stressed that there were a lot of aspiring

applicants (of around 40-50), but the committee only accepted

10. Some members were not doing their tasks.

c. However, the sponsorships were effective because previous

partners are willing to sponsor again.

5. Questions/Points raised by the SCB:

a. Peter Paras said:

i. Since they only accepted 10 out of the 40-50 applicants,

it meant that they were the best in the work. He

suggested that there may be something wrong in

carefully choosing the applicants. He also said that they




should be committed in attending meetings and tasks

relevant to their committee.

ii. He also said that the SAMAHAN was able to pass their

liquidation reports without the help of the SoT. He

suggested, “You can do away with the creation of SoT.

You have no control or power over a division

representative. The best thing you can do if [there are

errors] is remedy those corrections.”

iii. On SAMAHAN properties, he said that materials kept in

the office should be for the exclusive use of the

SAMAHAN. Why was there no proper system to control

the materials of SAMAHAN?

b. Cavin Cabarlo replied:

i. On Members: He said, “We believe we have the best in

technical competence since the 10 people came from

Accountancy.” He further stressed that since they also

come from Accountancy, they are also the busiest

people. It is the challenge of the future committee to

check on the applicants’ technical competence and

commitment.

ii. On Liquidation Reports: He said, “It’s important that we,

[SoT], audit first before the University Treasurer, since

there’s a tendency that there will be a mistake.” The

SoT audits it first so that when SAMAHAN passes it to

the University Treasurer, there will be no more errors.

iii. On SAMAHAN Properties: He replied, “The use of

SAMAHAN materials is based on the members who are

using it.” The role of SoT is to ensure that the things are

there but it is up to the members on how they use such

materials.

c. On the issue of transparency, Peter Paras asked if the SoT

passed a condensed report on the expenses for SY 2013-2014.

He said that in Ateneo de Zamboanga University (AdZU), they

submitted a pie chart of the expenses, budget appropriation,

etc.




i. Cavin Cabarlo said that they made a First Semester

report but not on Second Semester.

d. Allexy Flores asked if what were the functions of the SoT during

events since a lot of members were not attending the events.

i. Cavin Cabarlo replied that they were in charge in

insurance and sponsorships. He added, “When an event

happens, were the ones tasked to [take charge] in the

Memorandum of Agreement, [to ensure] that is

complied with. We have to ensure that the MOA is

followed so that in the future, [the SAMAHAN] can

make partnerships.”

ii. He added that the Treasurer is often times in charge of

certain events. Since the SoT is under the Treasurer,

they are tapped to accomplish tasks for that event, just

like the release of tickets for the event.

e. Allexy Flores asked on what the committee has done on the SS

Division issue:

i. Cavin Cabarlo responded that the malversed funds

came from the funds of the SS Division. The SoT only

takes into account funds disbursed by SAMAHAN to the

divisions. So, on matters like shirt sales, etc., they have

no responsibility over those.

f. Patrick Comoda asked if the SAMAHAN has the right to liquidate

shirt sales.

i. Allexy Flores replied that previously, in the SoT, no, they

were not required. But now, it will be required for

SAMAHAN, since it is a mandate from the OSA. She

further added, “When you pass a proposal to OSA, I will

be asking a paper saying that you will be conducting a

fund-raising activity. Whether or not the funds come

from SAMAHAN, we have the right to [intervene] in

matters like this. We should [intervene] on money

matters coming inside and outside SAMAHAN.”

ii. Alexis Alberto asked on how the Treasurer can ensure

that a division will conduct a fund-raising activity. Peter




Paras replied, “It’s too much of a job for the Treasurer,

[the division representatives] should be the ones who

shall disclose the information. Allexy should not be the

only one who shall ensure transparency.”

iii. Allexy Flores also said that we should value integrity

here in SAMAHAN. She will assign one person per

division that will audit the division funds.

g. Alexis Alberto said, “Let us not dwell on small [matters] because

it is an inherent risk… Let us give more control on matters like

receipts, cash disbursements, asset misappropriation, etc.”

h. Ace Villanueva asked if the OSA needs to know of the sponsors

that divisions partner with.

i. Allexy Flores said yes since it is (1) an external relation

and (2) OSA wants to protect its students. The OSA

should have a sponsor’s copy.

i. Patrick Comoda suggested that the role of SoT should focus on

control mechanisms like Acknowledgment Receipts, Official

Receipts, etc.

j. Allexy Flores also asked if ten members are enough in SoT.

i. Cavin Cabarlo said that it’s more than enough. During

Peter Cañete’s time, they had five members in each

committee yet there were too much. They trimmed it

down during Kathleen Peñafort’s time to 10, but still,

there were a lot of members. He suggested to trim

down the number of members to 8 but there will be

more tasks given to the members.

6. Point of Improvement:

a. Membership and Commitment Assessment

ii. SAMAHAN Volunteers

1. Incoming Head: Fhritz Liboa

Outgoing Head: Adnan Manipbel

2. Function:

a. They are the Logistics Committee of the SAMAHAN Central

Board.




b. They are mostly assigned in the backdrop of certain SAMAHAN

events.

3. Structure:

a. Under the SAMAHAN Volunteers Head, there were five

subcommittee heads, (1) Finance Head, (2) Logistics Head, (3)

Secretariat Head, and (4) Creative Head.


a. They had a hard time identifying their specific tasks since they

were not given the proper scope and limitation.

b. The old members should be present in the deliberation of new

applicants for the committees but a change of schedule was

made by their committee head and the old members were not

properly informed.

c. From 26 members at the school year, many resigned; thus, only

15 members were left, with only five (5) active members in the

committee.

d. The committee felt that they were not supported by the

SAMAHAN Central Board.

5. Points of Improvement:

a. Intensify membership application. The commitment of each

applicant for the committee should be questioned.

b. Fix the internal problems within the committee.

6. Questions/Points were raised by the SCB:

a. Peter Paras shared to the SCB that in Xavier University – Ateneo

de Cagayan, they do not have a preset number of volunteers,

rather they create ad hoc committees when there are upcoming

events. Those members within the committee were given

incentives such as IDs, slings, shirts, etc. Members of the ad hoc

committee are outsourced three (3) weeks before the event. He

said that this initiative is nice since people are not “boxed” in

participating in SAMAHAN activities. He also said that it is also

nice for SAMAHAN to consider this suggestion.

b. Precious Undag supported Peter Paras’ suggestion but said that

there should be a fixed core group for SAMAHAN events.

iii. SAMAHAN Creative Team (SCT)




1. Outgoing Committee Head: Regel Asuero

Incoming Committee Head: Jon Von “JV” Dagaang

2. Function:

a. They are the creative solutions of the SAMAHAN Central Board.

They provide pictures, videos, and posters during events.

3. Structure:

a. The committee is divided into three groups.

b. Currently, Kaizen does not exist in SCT.

c. There are 18 members, with less than 12 of them are active.


a. JV Dagaang said that based on last year, they were doing okay.

The team did its best.

b. On the members, he said that there are members who did not

show up during meetings. On the relationship among its

members, they were okay with it. Sometimes, it was better to

work in one place, while other members prefer to work alone.

c. On the dedication of the members, he said that most of the

members were dedicated at first, but after some time, they do

not show up.

d. There were moments when the SCB gave them rush projects.

He said that rush projects may affect the output of the material

they are tasked to do.

e. Their external collaborations were limited.

f. There were a lot of photographers in the committee but they

lacked graphic designers.

g. What went right:

i. During the Fiesta, many commented that the materials

were nice. People loved their designs. However, the

quality control of their projects were not closely

monitored since there were rush projects being asked

and most of the members of the committee were busy.

ii. During the College Days, there were also praises coming

from the people except for the College Days Shirts and

Emblems.




iii. On other events, he said that they also did great. They

released excellent videos, photographs, etc.

h. What went wrong:

i. There a lot of members who are absent during

meetings, projects, and events.


a. Membership process

b. Committee dialogue

c. Careful planning

d. Avoid rushed projects

e. Improve internal relations

f. Create a subcommittee that will handle online matters

iv. SAMAHAN Communications

1. Committee Head: Dennis Casas

Assessment Presented by: Jessa Suico

2. Function:

a. Public Relations

b. Archiving

c. Documentation

3. Structure:

a. The committee is divided into three:

i. Documentation – to document every event that

happened.

ii. Archiving

iii. Public Relations – they were able to send sponsorship

letters during Fiesta, communication letters for CADAC


a. On Members:

i. From 17 members, only three (3) were active.

ii. The members did not follow the subcommittees

created.

iii. Others were inactive since many were part of their

Student Executive Councils, clubs, etc.




iv. There were moments that they were given rush works

such as concept papers, letters, etc; but, they know that

was a given in the committee.

v. There was overlapping of work since many were

inactive.

vi. They had a hard time documenting events. Example of

which was the Constitution Readings.

vii. Lack of manpower and commitment

b. There was lack of manpower during the ViewFinder.

c. What went right: Tasks can still be done despite its lack of

manpower.


a. Increase manpower.

b. Assess the commitment of the committee members.


a. Peter Paras asked Jessa Suico if there are chances for SAMAHAN

Communications “to immortalize” the events that had

transpired during the previous semester or the previous school

year.

i. Jessa Suico responded that there were plans before to

implement the SMAHAN Gazette in the website.

b. Mike Leyson asked if the SAMAHAN Communications was

effective on the previous school year.

i. Jessa Suico replied that yes, they were effective in some

way, especially during the Fiesta and through

information dissemination. However, the activeness in

the dissemination of information was difficult to

maintain.

c. Peter Paras said that there should be a follow-up and

maintenance on the issues raised during the ViewFinder by the

SAMAHAN Central Board.

d. It was clarified that on the conceptualization of promotions, the

“message” should be created by the SAMAHAN

Communications and the design from the SAMAHAN Creative

Team.




v. Office of the Buklod Ambassador (OBA)

1. Buklod Ambassador: Ivy Jane Torregosa

2. Function:

a. It is the office under the Buklod Ambassador where they are to

aid the ambassador in complying with the resolutions.

3. Structure:

a. Buklod Ambassador

b. Secretary-General

c. Finance Officer

d. Committees:

i. Publicity

ii. Creative

iii. Logistics


a. On members:

i. At the start of the semester, the office comprised of 12

members. There were some who resigned. Eight (8)

members still remain at the end of the semester, in

which seven (7) are active.

ii. They also expressed the same sentiments with the

other committees on members and their commitment.

b. What went right:

i. All resolutions were started and done.

ii. They only lack a research team especially for (1) Anti-

Political Dynasty Bill and (2) Anti-Mining Bill

iii. They were able to tap SAMAHAN Committees during

their events especially during Pray For Zamboanga

movement.


a. More members for Data Research

b. Increase the budget

i. There were moments when they partnered with

different offices, such as the University Community

Engagement and Advocacy Council (UCEAC), Office of




the President, and SALAM, since there was a lack of

funds.

c. Bring at least one member from OBA to Buklod Atenista Annual

Conference

i. Ivy Torregosa said that although members from

SAMAHAN are responsive in the discussion, what they

lack is the implementation.


a. Ivy Torregosa gave much appreciation to the previous

administration since they were very supportive of its endeavors.

b. Peter Paras asked the SCB if there was excess money from the

past administration.

i. Allexy Flores said yes.

ii. Peter Paras raised a follow-up question asking if why did

OBA had to outsource if there was excess money in

SAMAHAN.

iii. Ivy Torregosa responded that the process of asking

money from SAMAHAN is very lengthy. They also had a

problem with their Finance Officer.

c. Regel Asuero asked Ivy Torregosa if there was a partnership

with the divisions through the Division Representatives.

i. Ivy Torregosa replied that the partnership they had with

the Division Representatives was through information

dissemination.

vi. Ecotenista Advocacy

1. Outgoing Committee Head: Lem Manalo

Assessment Presented by: Precious Undag

2. They were previously called as the SAMAHAN Environmental Unit.

3. Members:

a. They have 45 members in the committee, with many of its

members come from the School of Education.


a. They conducted a lot of activities, but the problem was they

were also the only ones who knew of the events they join.

b. They cannot feel the support of the SAMAHAN.




c. One of their activities was the Ocean Awareness Week.

d. Their goal was to inform other people of the environmental

issues in the community.


a. Collaboration of Committees and Divisions

b. Participate and Initiate Proper Solid Waste Management


a. Regel Asuero asked Precious Undag if the committee also

carried out police function.

i. Precious Undag said yes but they lack enforcement.

b. Allexy Flores asked if the committee lack funds.

i. Precious Undag replied that if they rely funds from OSA

and SAMAHAN, the funds would not suffice. They tap

externally, like companies who are in support of the

advocacy.

c. Regel Asuero asked if there were policies raised to the board

based on the committee’s recommendations.

i. Precious Undag said no.

ii. Mike Leyson responded that there was a board

resolution drafted during the previous administration

on the responsible use of tarpaulins.

2. Buklod Atenista Annual Conference

a. Finalization of Delegates

i. Peter Paras reiterated what he discussed in the previous meeting relating to the

annual conference to be held in Ateneo de Naga University (AdNU) on May 27-

31, 2014.

ii. Regel Asuero informed the SCB that they have to consider again five (5)

delegates for Buklod Atenista, instead of the six (6) delegates agreed upon the

previous meeting.

1. Based on Allexy Flores’ computation, the total number of expenses for

five (5) delegates is already Php 67,000.00. Expenses cover

transportation expenses and registration fee only.

2. The transportation expenses listed above covers the estimated expense

on a ticket from Davao to Manila (and vice versa) via Cebu Pacific and a

bus ride from Manila to Naga (and vice versa).




iii. Ivy Torregosa raised to the SCB that Michael Leyson’s function is to aid the BAPS

in presiding over the Conference. He asked Peter Paras if it is possible that BAPS

will carry over Michael Leyson’s expenses.

1. Peter Paras replied that if that’s the case, there will be an increase of

around Php 500.00 per delegate per school. They base the registration

fee on the external efforts of the sponsorships coming from AdNU.

iv. Allexy Flores asked Peter Paras the final amount for the registration fee. Peter

Paras said that the maximum registration fee is Php 5,500.00. Peter Paras will

ask AdNU of their final decision on Sunday.

v. Regel Asuero told the board that they have to finalize the list of delegates for

Buklod Atenista. He asked the Division Representatives and the Treasurer if they

willing to join the Conference. No one answered. Thus, it was settled that there

will be five (5) delegates for Buklod Atenista.

b. Topics to Discuss in Buklod Atenista Annual Conference

i. Peter Paras explained to the board of the process of discussing issues and

creating of resolutions in the conference.

1. Each Ateneo school will choose one issue to discuss for one (1) hour. It

may be an internal issue or a national issue. The student governments

usually raise issues present during the previous administration or even

pressing issues in school. Through this discussion, it explains the kind of

lens the student government has. After the discussion of the issue, they

are to solicit opinions from different student governments. Resolutions

will be drafted afterwards.

ii. Regel Asuero asked the board to identify relevant issues in the University,

especially in Davao and Mindanao. The following were raised by the board:

1. Mindanao Power Crisis

2. Implementation of Bangsamoro

3. ASEAN Integration 2015

4. Mindanao 2020

5. Student Apathy

6. Solid Waste Management

7. SAMAHAN Constitution

8. K-12 Implementation

9. Teacher Incompetence (Teaching Methods)

10. Issue on Integrity




a. Good Governance, Money-Handling

3. SAMAHAN Tagline

a. The SCB was asked if they have taglines in mind.

b. This will be further discussed during the Long Range Planning (LRP).

4. Sem-Starter Activity

a. The SCB identified the goals for the activity:

i. To inform the students of where we will be leading them this school year.

ii. To inform them of the activities of the year

iii. To introduce the officers

iv. To let them know that the SAMAHAN is approachable and accommodating

v. To inform the students of their rights and responsibilities.

b. Allexy Flores suggested to assign heads for the activity. It was agreed that Troy Vergara

and Jeos Casilac will be the heads for the Sem Opener Activity.

c. The deadline of the Proposal from the event heads will be on May 7, 2014.

d. This will be further discussed on the next meeting, May 10, 2014.

5. Other Matters

a. Ateneo Migration Center

i. They tapped the SAMAHAN to inform the students of their program, “Unity for

Empowerment: Sessions on Financial Literacy, Leadership, and Social

Entrepreneurship, Training Program for Families of Overseas Filipinos”.

ii. The payment for the sessions is Php 3,000.00. Students may opt to pay per

session, amounting to Php 100.00 per session.

NEXT MEETING

The schedule of the next meeting will be on May 10, 2014, 6 PM at the SAMAHAN Office.

MEETING ADJOURNED

There, being no more matters to be discussed, the meeting was adjourned at 11:02 PM.




Prepared by: Noted by:

MICHAEL ZACHARY A. LEYSON REGEL KENT A. ASUERO

Secretary-General President

SAMAHAN Central Board SAMAHAN Central Board

May 2, 2014 SCB Meeting Report of Minutes

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Transcript of May 2, 2014 SCB Meeting Report of Minutes