Room 200 MVP Student Leadership CenterAteneo de Manila University, Loyola Heights sanggusecgen@gmail.com SANGGUNIAN SECRETARIAT CB MEETING Date: June 19, 2015 Venue: MVP 217-218 Time: 4:30pm to 7:30pm AGENDA (underlined = to be continued, italics = postponed/deferred): 1)Privilege Speech c/o Camille Joy Leong (15 minutes) 2)DropBox Implementation c/o Railey Montalan (5 minutes) 3)Resolution on Cap Cost Updates (5 minutes) 4)Resolution on School Board Liaisons (5 minutes) 5)Grassroots Empowerment Act (5 minutes) 6)Budget Hearing a.OrSem b.SOSE c.DSWS d.SOSS e.DPR f.SOM g.DIA h.SOH i.ConCon ATTENDANCE (underlined = absent, italics = late/early departure, * = non-voting): President SOH Chairperson JGSOM Chairperson Vice-President 4 SOH Central Board Rep 4 JGSOM Central Board Rep Secretary-General Franco Quilatan Ejay Domingo (Proxy) 3 SOH Central Board Rep 3 JGSOM Central Board Rep Finance Officer 2 SOH Central Board Rep 2 JGSOM Central Board Rep Iesous Hernandez Pocholo Espina (Proxy) COA President 1 SOH Central Board Rep 1 JGSOM Central Board Rep Richard Milante ARSA President Luigi Del Rosario SOSE Chairperson SOSS Chairperson Therese Francesca Bonifacio 4 SOSE Central Board Rep 4 SOSS Central Board Rep 3 SOSE Central Board Rep 3 SOSS Central Board Rep Jann Railey Montalan 2 SOSE Central Board Rep 2 SOSS Central Board Rep 1 SOSE Central Board Rep 1 SOSS Central Board Rep Room 200 MVP Student Leadership CenterAteneo de Manila University, Loyola Heights sanggusecgen@gmail.com SANGGUNIAN SECRETARIAT OTHER ATTENDEES: Camille Joy Leong Outgoing Buklod Ambassador Richard Tee 4 SOM Executive Officer Angel Yap3 AB Literature Course Representative Jasmine Olang DSWS Finance Officer Neicy Pilarca 2 SOSE Executive Officer Mela Suarez4 LM Course Representative DIA Finance Officer Johannes Unana DSWS Lockers Officer Carmela Vinzon SOSE Secretary-Treasurer Andrea Angulo 4 Mgt OIC Course Representative May Espanol DSWS PMD Head Pocholo Espina ConCon Finance & Logistics Head Michelle Dioquino SOH Night Finance Officer Saje MolatoDEA Chairperson Licianne Go2 Block O2 Representative Lisanne TumangSOM Night Project Head Kristoni Go DEA Deputy Chairperson Wesley Dela Cruz 2 Block T1 Representative Joseph Bautista Constituent Julia LiDEA Member JA Rodriguez 2 Block T4 Representative Mark Legaspi Constituent Dasha Uy DPR Chairperson Jastine Legaspi 2 Block X Representative Room 200 MVP Student Leadership CenterAteneo de Manila University, Loyola Heights sanggusecgen@gmail.com SANGGUNIAN SECRETARIAT MINUTES 1)Privilege Speech c/o Camille Joy Leong i.Camille is the outgoing Buklod ambassador ii.She is alarmed by the issues regarding ambassadorship iii.As ambassador & delegate for 3 years, she knows how to protect the best interests of Buklod and the Sanggunian iv.She has recommendations which may be relevant and must be taken seriously v.Consider, study and adopt the following: 1.Short run a.Open applications for ambassadorship to the student body b.Allow Camille to access the applications and to recommend who to choose as trainees to be ambassadors c.Keep the applications in full confidentiality d.Do NOT assure trainees of slots at the next Buklod meeting i.AdMUs academic calendar shift makes it difficult to assure Sanggus attendance at this years midyear meeting ii.Budget for ambassadors is over 10k each; Sanggu does not have the luxury of sending delegates above the regular number (3) iii.Lack of participation in Buklod is not a disadvantage; case in point, Ray Gomez did well in Buklod despite having no prior experience e.Include priority officers in training f.Should you decide to include trainees in this years Buklod delegation, you can opt not to subsidize 2.Long run a.Institutionalize the Office of the Buklod Ambassador (OBA) in Sanggu; add it under the Office of the President b.Polish protocols and systems including sponsoring and receiving Buklod resolutions c.Consult with Camille throughout the year d.Pass a resolution regarding Buklod changes at the end of the SY 2)DropBox Implementation c/o Railey Montalan a.There is a problem of how information flows through the system; its too compartmentalized b.Theres an obvious lack of transparency between Sanggu units, which is causing more harm than good c.We partly address this issue through DropBox implementation d.Sanggu DropBox is for: i.Internal file dissemination ii.Collaboration and transparency iii.File back-up & management; easier transitioning e.Internal purposes only f.Only for the top 52 (SBs, CBs, department chairs, etc.) g.We need to connect people to the DropBox h.File management protocols i.All files must be uploaded to the cloud 1.Minutes, project & budget proposals, project flows, evaluations, promos 2.Compile files (ex. Put together all files relating to the same project) ii.Upload files to respective unit folders iii.Do NOT tamper with the files of the other units iv.Follow the simple file naming formats i.File dissemination Room 200 MVP Student Leadership CenterAteneo de Manila University, Loyola Heights sanggusecgen@gmail.com SANGGUNIAN SECRETARIAT i.No need to upload minutes & other files to FB groups; upload them to DropBox then share the link to your unit 1.For example, budget proposalsmust be uploaded to CB >> Budget Proposals 2 weeks before the hearing ii.Upload ALL your promos to Departments >> DPR 3 days before blast (inform DPR Chair that you uploaded something for approval) iii.Issue of space: Expansion of DropBox c/o Railey Montalan; use .zip files iv.Constitution, Magna Carta, CIP, directory & branding/finance kits are all under Important Files 3)Resolution on Cap Cost Updates c/o Railey Montalan a.Cap costs are used to make sure money is not spent improperly; i.e. we cant spend above cap costs b.Cap cost is already inappropriate due to inflationc.The last cap cost resolution was passed on April 5, 2013. Were going to update this d.Cap cost pricing (then & now): ThenNow BreakfastP80P100 Lunch & dinnerP100P120 AccomodationsP350 per head per dayP500 TransportationP200 per head per wayP200 TokensP200P200 TarpaulinsP25 per sq. ft.P25 per sq. ft. e.Exceptions to the cap costs listed above will require a 2/3 majority vote for approval i.Whether or not a situation is an exception shall be deliberated upon by CB ii. Costs of these exceptions shall be up for discussion f.Voting deferred (quorum not reached) 4)Resolution on SB Liaisons c/o Railey Montalan a.In the absence of SB chairpersons for SOM, SOH & SOSS, these SBs cannot function well b.Thus, we shall appoint SB liaisons who will act like chairs: i.Spokesperson to the dean & additional functions ii.Representation of the SB to the CB iii.Facilitating SB meetings & planning of projects iv.NO legislative abilities outside of the aforementioned v.No ability to appoint executive officers & central board officers vi.No ability to endorse reps to CBfor appointing to top officershipc.The mandate shall last until the seats of SOM, SOSS & SOH chairpersons or secretary-treasurers are filledd.SOH SB Liaison Ejay Domingo (SOH DIA Chairperson) e.SOSS SB Liaison Dasha Uy (3 SOSS AB Dip IR Course Rep) f.SOM SB Liaison Richard Allen Tee (4 SOM Executive Officer) 5)Grassroots Empowerment Act c/o Railey Montalan a.Bill allows students to propose bills & resolutions to the CB in the spirit of holding up participatory democracy b.The bill helps to acknowledge the rights of the students to make recommendations of the Sanggunian c.Eligiblei. Undergraduates taking the minimum requirement or more, whether on probation or not, are eligibleii.Cross-registered students are not allowed d.Process i.Student may raise the resolution and forward it to the SecGen (email or personally),ii.SecGen forwards it to CB Room 200 MVP Student Leadership CenterAteneo de Manila University, Loyola Heights sanggusecgen@gmail.com SANGGUNIAN SECRETARIAT iii.CB will decide on whether to approve the bill or not iv.Bill gets forwarded to CB committee v.Committee votes e.Committee structure i.The committee voting on the bill will be composed of the CB committee & 2 magistrates of the SJC f.It is part of the constitution that students can pass resolutions, but there is no set process; this addresses it g.Some people dont know how to write resolutions Resolution writing workshop h.Voting deferred (quorum not reached)

6)Budget Hearings a.Since there is no quorum, units will just present, the present CBs will just give comments and suggest amendments to the budget b.OrSem i.Objectives 1.Familiarization of freshmen to the LS Campus & to the departments 2.Orient the freshmen with regards to rules 3.Orient the freshmen with regards to the schools history, student govt & extracurricular activities 4.Bonding with blockmates & other fresmen ii.OrSem takes care of the general welfare of students; it is a student service & thus, an extension of Sanggunians mandate iii.Last years budget P 195,000 iv.This years budget P 207,000 v.There are 2,503 confirmed freshmen; were expecting more vi.OrSem budget was lowered from P550 each person to P500 so we have more constraint on our budget c.SOSE School Board i.Total budget P 267,120 ii.Operational budget 1.Includes USB for archiving 2.SOSE Website domain 3.P 15,400 iii.SOSE Camp 2015 1.Previous SOSE Nighta.Budget P 198,227 b.Actual disbursement P 120,000 c.No of freshmen 550 2.SOSE Camp 2015 a.700-800 SOSE freshmen b.912-1,012 people all in all c.Proposed budget P 251,720 d.DSWS i.Total budget proposed P 639,236.50 ITEMBUDGET General FunctionsP1,720 Secretary GeneralP1,790 HR General FunctionsP3,460 RecWeekP2,525 General AssemblyP4,135 FinanceP112 ITP41,000 CarpoolingP19,200 Room 200 MVP Student Leadership CenterAteneo de Manila University, Loyola Heights sanggusecgen@gmail.com SANGGUNIAN SECRETARIAT LoansP9,690 LockersP6,544 Lost and FoundP3,400 Leadership Training SeminarP132,600 PMDP1,009 SSTP289,277 Sales & RentalsP2,385 PlanSemP28,950 PlevSemP35,200 a.DPR ii.Bulletin boards 1.Including the big one beside Berchmans, 4 along EDSA walk & 1 at MVP landing 2.Contents for bulletin boards will be up to SB but the background should be the same 3.Total P 2,447.50 iii.Sanggu room materials (secretariat) 1.Includes all materials to be used for the year and beyond, including a stapler, paper, computer, printer ink, whiteboard markers, etc. 2.For adding (suggestion from Railey Montalan) P20k budget for computer 3.Signal boosters for the Sanggu room must be ordered from providers (Globe, Sun, Smart) 4.Total P 3.900.50 iv.Sanggu ASCC/FAQs site (sang.gu/ascc?) 1.Means for constituents to reach Sanggu & resolve concerns2.Can be expanded to an all-inclusive Sanggu site (in the future) 3.P12,000 for web domain & design e.SOSS School Board i.Aliwan: SOSS Night 2014 1.2-3 hour event 2.Blue Eagle Gym 3.700 students 4.Budget P90,000+ ii.Biyahe: SOSS Camp 2015 1.Day long event (8AM 4PM) 2.Henry Lee Irwin theater, CovCourts, various classrooms 3.700+ students 4.Total proposed budget P 197,724.75 f.SOM School Board i.SOM Night 1.Guardians of the Galaxy, The SOM Universe 2.1,000 freshmen 3.Total budget P187,710 g.DIA i.Projects 1.Project for school trainings, freshman training, induction, RegCom + Sanggu 2.Total P64,200 ii.Operational expenses 1.Sanggu IDs & calling cards 2.Total P4,500 iii.Total budget P68,700h.SOH School Board i.Past budget P44,005 ii.Proposed budget P114,702 Room 200 MVP Student Leadership CenterAteneo de Manila University, Loyola Heights sanggusecgen@gmail.com SANGGUNIAN SECRETARIAT iii.Details:1.High school covered courts 2.Talent fee P30,000 3.Bigger venue, better food 4.Likha (give people the essence of the humanities) i.ConCon i.Total budget proposal P514,691 ITEMBUDGET ConCon LaunchP22,500 Inside ConConP3,000 Press ConConP10,000 FormSem (incl. speakers who are experts in their field) P157,000 ConConventionP54,872.75 Marketing (For the ConCon primer, photoshoot, posters, etc.) P246,300 Externals (tokens, honorariums, etc.)P8,000 SecretariatP1,018.25 Operational (buffer funds)P12,000 i.Suggestions from CB 1.Lessen business cards (especially since there are already cards in the budget of DIA) 2.Distribution of primers? GUIDON 3.Remove contingency budget; everyone has a 10% contingency fund (but try not to use it) ii.This is an inflated budget; without the extra costs, it will only amount to about P490k j.The budgets are unapproved; voting will be deferredk.Reminder to everyone to spend SAF properly i.Prudence when making expenses ii.Important to spend students money properly MEETING ADJOURNED PREPARED BY: Dasha Marice Sy Uy Chairperson Department of Public Relations Sanggunian ng mga Mag-aaral ng mgaPaaralang Loyola ng Ateneo de Manila