November 28, 2014 SAMAHAN Central Board Report of Minutes

Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel No.: (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: November 28, 2014

Time: 9:00 PM

Venue: SAMAHAN Office

Attendance:

Present:

SAMAHAN Central Board:

1. Regel Kent A. Asuero President

2. Michael Zachary A. Leyson, Secretary-General

3. Allexy A. Flores Treasurer

General Assembly:

4. Sushmita Shane D. Castro GA Chairperson/ex-officio Internal Vice President

5. Dexter Jake M. Villarosa GA Internal Vice President – Late (10:17 PM)

6. Karyn Mae F. Asur GA External Vice President

Campus Clubs Organization:

7. Patrick John E. Comoda CCO Chairperson/ex-officio External Vice President

8. Kyle Elvin J. Calica CCO External Vice President – Late (10:00 PM)

Division Representatives:

9. Alexis G. Alberto Accountancy Department

10. Jeos Earl A. Casilac Business and Management Department

11. Marielle P. Banawan Computer Studies Cluster

12. Troy Stephen E. Vergara Humanities and Letters Cluster

13. Kristina Vade I. Santos Natural Sciences and Mathematics Cluster

14. Precious Kyrie “Darleen” P. Undag School of Education

15. Miguel Ian Gabriento School of Engineering and Architecture

16. Anna Franchezka B. Macrohon School of Nursing

17. Jessa Mae B. Suico Social Sciences Cluster

Absent:

1. Maryin Feliz S. Yap CCO Internal Vice President

Not Required (Ongoing Committee Integration):

Committee Heads and Appointees:

Office of the President:

1. Gwena Dale M. Caubang Executive Secretary to the President

2. Honeylene M. Abas External Affairs and Networking Director

3. Daniel Dei D. Mañacap SAMAHAN Environmental Unit





4. John D. Chin SAMAHAN Research and Development

5. John Ray S. Magbanua SAMAHAN Welfare

6. John Rhyl L. Sialmo III 31st Buklod Atenista Ambassador/OBA

7. Ivy Jane A. Torregosa, Buklod Atenista Permanent Secretariat (BAPS)

Secretary-General

8. Jacobo Luis M. Ayala Supreme Student Government Confederation

(SSGC) Ambassador

Office of the SAMAHAN Secretary-General:

1. Dennis Mark A. Casas SAMAHAN Communications

2. John Kevin N. Espino SAMAHAN Creative Team

3. Charlene J. Sumaoy SAMAHAN Productions

Office of the Treasurer:

1. Glenn A. Balaga SAMAHAN Commission on Internal Audit

2. Fhrietzl Jien L. Liboa SAMAHAN Task Force

AGENDA

1. Cheerdance Competition 2015

a. Final Presentation of Criteria and Guidelines

b. Other Clarifications

2. College Days 2015

a. Presentation of Last Year’s College Days Activities

b. Presentation of Proposed College Days 2015 Activities

c. Brainstorming Session

3. SCB 2014 – 2015 Fiscal Manual

a. Further Amendments

b. Final Approval of the SCB 2014 – 2015 Fiscal Manual

4. Resolution Crafting

a. Resolution Updates

b. Motions for Resolution Formulations

5. Other Matters

a. Pagbabahagi Activity

b. Presentation of Palarong Atenista Shirt

c. SCB – Committees Christmas Party

d. University Activities Invitation





CALL TO ORDER

Having reached a quorum, the meeting was called to order at 9:15 PM by Regel Asuero, SAMAHAN

President. Opening Prayer was led by Lunar Fayloga. The SAMAHAN President presided over the

meeting by first enumerating the agenda.

PRESENTATION AND DISCUSSION OF AGENDA

1. Reading of the Minutes of the Previous Meeting

a. A motion to read the minutes of the previous meeting was raised by Troy Vergara and

was duly seconded.

b. Anna Macrohon was not included in the names of those who said yes for the 2014

SAMAHAN Constitution. Ivy Torregosa was removed because she didn’t have a voting

power.

c. A motion to approve the minutes of the previous meeting was raised by Allexy Flores

and was duly seconded

2. Cheerdance Competition 2015

a. Final Presentation of Criteria and Guidelines

i. Regel Asuero read the final criteria and guidelines of the cheerdance

competition. It was already checked by the Ateneo Dance Theatre.

ii. Changes on the criteria and guidelines:

1. It was clarified that the minimum number of participants is 15.

2. It will be specified that props are not allowed.

3. Over-all impact (5%) was not included in the criteria for judging.

iii. The criteria and guidelines are still under approval.

iv. A motion to approve the Cheerdance Mechanics was raised by Jessa Suico and

was duly seconded by Alexis Alberto.

b. A motion to proceed to the next agendum was raised by Darleen Undag and was duly

seconded by Marielle Banawan.

3. College Days 2015

a. Presentation of Last Year’s College Days Activities

i. Regel Asuero presented the College Days Activities last school year.

ii. February 17, 2014

1. College Days Mass

2. Araw ng mga Gabay

3. Utakan

iii. February 19, 2014





1. ViewFinder Student Summit

2. Sinetenista 2014 Film Screening

iv. February 21, 2014

1. Voice Out Debates

v. February 22, 2014

1. Cheerdance Competition

2. Awarding Ceremony

3. College Days Party

b. Michael Leyson said that dance practices are still not approved because Ma’am Theresa

Eliab needs the final decision of the board whether to include the Palarong Atenista

Awards Night during the Cheerdance Competition or College Days.

c. Regel Asuero asked if the board has any contentions on placing the Palarong Atenista

Awards Night during the Cheerdance Competition. Since there were no contentions

from the SCB, it was agreed to hold the Cheerdance Competition and the Palarong

Atenista Awarding in one event.

d. Presentation of Proposed College Days 2015 Activities

i. Research Congress

1. Recognition and presentation of the best thesis, business proposal, and

feasibility study from each department/cluster/school.

2. The event is not a competition but certificates will be given to

participants/presenters.

3. There will be a possibility in coordinating with the University Research

Council.

ii. Course Fair

1. Divisions will set up booths exhibiting their expertise.

iii. Sir Lunar Fayloga raised that if possible, there will be an alternative for the

Cheerdance Competition.

1. Sir Lunar Fayloga raised to create a theatrical show.

2. Alexis Alberto raised to create a film festival where each division has an

entry. There will be awarding like best actor, best actress and such.

3. Michael Leyson said that according to last year’s minutes, a variety

show was thought to be the replacement of the Cheerdance

Dompetition.

iv. Michael Leyson asked if the debate and extemporaneous speaking will still be

exclusively for the first years. A votation was done to determine the decision

1. Debate – exclusive for 1st years





a. Majority of the votes said yes.

i. Yes – (12 votes) Accountancy, BM, CS, SEA, SOE, SON,

SS, GA Chairperson, CCO Chairperson, GA IVP,

Secretary-General, Treasurer, CCO EVP

ii. No – (1.5 votes) HumLet, GA EVP

2. Extemporaneous speaking – exclusive for 1st years

a. Majority of the votes said yes.

i. Yes – (11.5 votes) Accountancy, BM, CS, SEA, SOE, SON,

SS, CCO Chairperson, Secretary-General, Treasurer

ii. No – (2 votes) GA IVP, GA EVP, GA Chairperson

3. The board decided to limit the Debate and Extemporaneous speaking

to the first years.

e. The board was asked to think of other activities for the College Days 2015

i. Jessa Suico raised puzzle games like Human Chess, Rubik’s Cube, Sudoku and

the like.

ii. Alexis Alberto raised spelling bee.

iii. Troy Vergara raised essay writing contest.

iv. Regel Asuero raised Mural Painting.

v. Darleen Undag raised Sayawit.

vi. Michael Leyson raised to conduct TedX. This would be inviting big speakers to

the school to talk about a certain topic.

f. Committee heads will be the one who will conceptualize and the board will approve it.

g. A motion to extend for 15 minutes was raised by Allexy Flores and was duly seconded by

Alexis Alberto.

h. Darleen Undag said that it would be hard to think of activities without a theme. Regel

said that atleast, there will be choices for the activities.

i. It was agreed to carry on these events:

i. Sinetenista

ii. Araw ng mga Gabay

iii. Debate and Extemporaneous Speaking

iv. Utakan

j. Present the final concept paper next week.

k. Motion to proceed to the next agendum was raised by Michael Leyson and was duly

seconded by Allexy Flores.

4. SCB 2014-2015 Fiscal Manual





a. The Fiscal Manual was presented by Allexy Flores. The Fiscal Manual will standardize any

monetary exchange and such of the SAMAHAN.

b. Further Amendments

i. It was clarified that a cover letter was required in passing a budget request.

ii. On the Comprehensive budget map and auditing procedures: The fiscal manual

is meant for the departments. Allexy Flores asked if the auditing procedures and

CIA should be included.

iii. The board agreed to include the auditing procedures in the manual.

c. Marielle Banawan asked this should be first consulted with the Treasurers since the

Treasurer knows more of the processes.

d. Alexis Alberto also asked if the Division Office Funds should be included in the fiscal

manual for declaration purposes.

i. It was resolved that Division Office Funds should be stated in the Fiscal Manual.

e. On the Approval of the Fiscal Manual:

i. There will be a meeting conducted with the Finance Officers of Divisions.

ii. The approval of the Fiscal Manual will be through the Division Representatives.

f. Motion to proceed to the next agendum was raised by Alexis Alberto and was duly

seconded by Allexy Flores.

5. Resolution Crafting

a. Resolution Updates

i. The Office of the President has already given their response. The administration

is currently working on the tasks as of this moment. Letters were already given

to Mr. Stephen Fundador, Physical Plant Office Director and Engr. Michelle

Soledad, Chairperson of the Ecoteneo Advisory Board.

b. Motions for Resolution Formulations

i. Alexis Alberto asked if there are those instances of double and triple parking.

1. The issue/concern is already raised to the administration.

ii. Marielle Banawan volunteered to create a resolution on temporary

covered/tents and pathways at the following areas:

1. Jacinto Gate

2. Jubilee Hall to Finster Hall

3. Dotterweich Hall to Wieman Hall

4. Roxas Grounds Parabolic Tents for events

Michael Leyson will co-author the resolution.

iii. Alexis Alberto volunteered to create a resolution on the Declaration of SEC

Funds from Division Offices. Allexy Flores will co-author the resolution.





6. Other Matters

a. Pagbabahagi Activity

i. The Arrupe Office of Social Formation invited the SCB to attend the launchin on

December 1, 4:00 PM, Roxas Grounds.

ii. Patrick Comoda, SAMAHAN’s pointperson on Pagbabahagi updated the

SAMAHAN Central Board.

1. There will be a collection of funds.

2. The proceeds will be given to the children and families of Adecor

Elementary School at Barangay Kaputian, IGACOS.

3. Determination of Gift Packs:

a. The Grade School Unit will determine the gift packs to be given

since there will be tutorial sessions to be conducted with the

students.

4. Important Dates to Remember:

a. November 21 (Last Friday) – School visit; Photos and video clips

were taken.

b. December 1 – Launching

c. December 1-13 – Collection Dates

5. Pagbabahagi is a partnership between Arrupe and SAMAHAN.

SAMAHAN is in charge of the publicity materials. Patrick Comoda

already consulted John Espino on the matters needed to be done.

SAMAHAN is already tapped to help in the actual distribution of the

goods on December 14, 2014, Morning. As of now, only 5 people can be

catered to go there.

6. This activity is also in partnership with EASEC through the donation of

shoe boxes.

7. There are 260 students from Day Care, Preschool, and the Grade School.

b. Presentation of Palarong Atenista Shirt

i. John Espino and JV Dagaang still haven’t had any updates on the shirts.

c. SCB-Committees Christmas Party

i. Temporary Date: December 12 or 13, 2014, at F213.

d. University Activities Invitation

i. December 5, 2014 -- Meeting with Ma’am Theresa Eliab on College Days

Activities at C301.

ii. December 6, 2014 – Conference on the Role of Migrants at 8:30 AM onwards.





iii. December 1, 2014 – Conversations on Interreligious Dialogue by Fr. Patrick

Riordan, SJ

iv. December 3, 2014 – Pakig-ambitay para sa Kalinaw sa Mindanao by Arrupe

Office

v. December 10, 2014 – Launching of SAMAHAN Welfare, Activity Period, Thibault

Grounds.

NEXT MEETING

The schedule of the next meeting will be on December 5, 2014, 9:00 PM at the SAMAHAN Office.

MEETING ADJOURNED

Motion to adjourn the meeting was raised by Vade Santos and was duly seconded by Michael Leyson.

There being no more matters to be discussed, the meeting was adjourned at 11:59 PM.

Prepared by:

(Sgd.)

TRISTAN JOSEPH ANGELES MICHAEL ZACHARY A. LEYSON

Documenter Secretary-General

SAMAHAN Communications SAMAHAN Central Board

Approved by:

REGEL KENT A. ASUERO

President

SAMAHAN Central Board

November 28, 2014 SAMAHAN Central Board Report of Minutes

Documents

Transcript of November 28, 2014 SAMAHAN Central Board Report of Minutes