XU-CSG Cabinet Minutes of Meeting - June 20

OFFICE OF THE CABINET SECRETARY

MINUTES OF MEETINGFIFTH CABINET MEETING

Date : 20 June 2014 Venue : (a) Loyola Conference Room, 2nd Fl, Magis Student Complex

(b) CSG-2, Room 206, 2nd Floor, STC building Time Started : 7:45 PM Time Ended : 10:30 PM Presiding Officer : Harold John M Laborte

ATTENDANCEPresent:

Harold John M Laborte (President)

Mario Alejandro Jacinto M Neri (Executive Secretary)

Annalotta C Tecson (Cabinet Secretary)

Alton Melvar M Dapanas (Secretary, Department of Academic Affairs)

Camilo Jan G Banuag (Secretary, Department of Budget and Finance)

Arsenio F Meneses III (Secretary, Department of Communications Management)

Maria Theresa Augusta M Alolor (Secretary, Department of Event Management)

Katherine Mae O Tacubao (Secretary, Department of External Affairs and Corporate Relations)

Ruffy A Mapano (Secretary, Department of Internal Administration)

Dawn C Acebedo (Secretary, Department of Organizational Support and Services)

Ron Bryan G Balarias (Secretary, Department of Sector Representation)

Cyril Vince S Opada (Secretary, Department of Sports and Recreation)

Pauline Giani B Montellano (Secretary, Department of Student Leadership and Development)

Niel Diamond E Naga (Secretary, Department of Student Services and Campus Development)

Absent: Sharmaine Mae P Lobido (Vice President)

o represented by Maryza Rotchanne D Quiblat (Chief of Staff, Office of the Vice President)

Albert Ralph Vincent T Abapo (Secretary, Department of Research and Statistics)

o represented by Erlyn Grace P Aguilar (Associate Secretary, Department of Research and Statistics)

Carlo Angelo M Hollanes (Secretary, Department of Social Involvement)

ORDER OF BUSINESSI. Call to OrderII. Review and Approval of the Previous MinutesIII. Department UpdatesIV. Other MattersV. Adjournment

TEXTCall to Order

Mr Laborte declared the meeting as quorum and started it with a prayer led by the Executive Secretary, Mr Neri.

Review and Approval of the Previous Minutes The Cabinet Secretary presented the minutes of the previous meeting held last 11

June 2014. The Cabinet, then, unanimously approved the previous minutes.

Department UpdatesFor this agendum, the secretary for each Department will present updates of their ongoing, to be implemented and already implemented projects. They will present to the body what is happening so far in their respective departments.

Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City 9000

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Department of Internal AdministrationMr Mapano presented to the body their projects, namely:

- Office Refurbishment – still ongoing, more tables are yet to arrive in the CSG office and maintenance by the officers is needed

- 100 days – is still on the process of planning, project proposal is to be passed on Monday. During this activity, the Departments are to give a 100 days report about how their department is doing during their first 100 days of service. A uniform template is to be used. The deadline of the 100 days report is on 5 July 2014. 12 July 2014 is the celebration of the 100 days.

- CSG Run – all CSG officers are invited to join. Instead of 26 June 2014, it was moved to 12 July 2014 due to hectic schedules. This run will happen at Pelaez Sports Center.

After the secretary presented their projects, the body then raised their concerns and suggestion regarding the department’s projects.

Department of Student Services and Campus DevelopmentMr Naga presented to the body their projects, namely:

- Locker Rental Service – it is ongoing and the department has already made arrangements with the locker owners. More lockers will arrive soon.

- Calculator Rental, Bible Rental and Baggage Counter – is delayed but the department is working on it and will be implemented as soon as possible

- Scholars’ Food Subsidy – list of scholars is not yet complete and will be updated next week

After the secretary presented their projects, the body then raised their concerns and suggestion regarding the department’s projects. Mr Neri also suggested that the rentals should be worked on as soon as possible because the need of the students should be addressed first. He also suggested to all the departments to create beforehand a sketch or sample of the announcements or posters that they want to advertise on facebook for convenience to the communication department.

Department of Academic AffairsMr Dapanas presented to the body their projects, namely:

- Literature and Language Workshop Series – the project is ongoing, the department has already made arrangements with XELLO and XUSELICS for the success of this project.

- Curriculum Reform – the department secretary already got the support from the Academic Affairs Vice President and the department is going to lobby it to the Political Science Department chairperson.

- The DACA is still representing the student body to the University Academic Council in which they will meet once a month.

- Book Bazaar – this will happen next week until 1 July 2014. Book Bazaar project heads per council are already gathered for the event. The department is also planning to do a room-to-room campaign in which they will tap the college councils for the manpower.

Department of External Affairs and Corporate RelationsMs Tacubao updated the body that their department is still on the process of giving packages for sponsorships.

- For Culion relations, the next day the department will continue their interviews of their applicants and the final list of officers will be ready by evening.

- For ONE CDO, she explained that she already met with Sir Rupert and they decided to cancel the BOLTS because they still have to create their Mission and Vision and they still have to build a strong foundation before they start implementing projects.



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- For Buklod Atenista, they have already started distributing resolutions to DSI and they are still on the process of making letters but they have already informed the Culion Vice President that the other resolutions are given to some college councils i.e., CONUS and ACES.

- For the sponsorships, Ms Tacubao asked for the brief description of all the projects that need sponsors from every department. Deadline is on 27 June 2014.

Office of the Vice PresidentMs Quiblat updated the body that the OVP will have a Legislative Seminar this coming 28 June 2014 in preparation for the Xavier Congress that will happen on the last week of July. She also added that as of now they are still organizing their people and they are still working on some resolutions. Old files are still on the process of turning over.

Department of Communications Management- AFARM is still ongoing. More activities will happen soon and other details

will be announced this week. It is still mobilizing and the department is planning on doing a room to room campaign. The booth is still ongoing and the team is asking for more signatures from friends.

- The Chalk art will happen the next day and the culminating will happen on Wednesday, 25 June 2014.

- CSG @ 30 video and TV – the team is still meeting up with people who will participate and is still planning on what the concept will be. The video shoot will start on the 1st week of July.

Department of Research and StatisticsMs Aguilar discussed to the body about their Basic Orientation Skills and Training Seminar (BOSTS) last 7-10 June, 2014. She also added that ACES and TG did not join because of some schedule conflicts. The department met last 18 June 2014 about the Xavier Youth Agenda (XYA) to be implemented on 23 June 2014.

Department of Budget and FinanceMr Banuag updated the body about the following:So far, there had been 16 project proposals that they have checked, the project implementation for dummies is already complete but is still subject for modification by Mr Neri. Posters for the cash flow (informal) will be released at the end of June. The rule about fines and the freezing of accounts is already final for transparency. The XUCPFA controversy is still on the process. The Department Secretary and the University treasurer had already met and discussed things about financial processes and agreed upon some important matters.

Department of Organizational Support and Services- Monthly cluster consultation will start on August.- AECO BOLTS will happen 27-29 June 2014. First phase will happen here at

XU and the remaining phases will take place at Stargate, Dream Vacation Resort.

- OrgTrip planning is still on the process but the tagline will be: “The valley of possibilities” (Coachella Valley). The team is still meeting up from time to time and letters are already drafted.

- Opening of the OrgTrip is the Uni-wide Gen Assembly which will be handled by the Events Management Department.

- The Orgtrip map will be ready on 30 June 2014 and it will also be the start of the registration for the Orgtrip and reservation of tents. This 25 June 2014 is the meeting for OrgTrip.

Department of Sector Representation- Mr Balarias explained after the courtesy calls, they have made connections

with OSFA and CM. On 2 July 2014, there will be a meeting with XU Scholars’ Guild to discuss important matters. On 16 July 2014 will be the meeting with the new scholars. On 23 July 2014, there will be an assembly of



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scholars. Other meetings with other sectors are still on the process of planning and agreement.

Department of Student Leadership and Development- Ms Montallano has already met with Mr Savior, XCCA Director, regarding

the projects that can be in partnership with CSG. She already added that they have agreed on doing the project for one year with DSLD e.g., Artekultura and others.

- KYLA Grand Camp is on 19 July 2014. Letters and other documents are still on the process of checking and revising and will then be distributed. The list of schools is already complete

- The Xavier University Representation fund is on the process of finalizing. Department of Events Management

- Ms Alolor announced to the body that their recruitment wave one is already done and wave two is still ongoing because they need more staff for the OrgTrip and the General Assembly.

- ORSEM 2014 was a success; the liquidation reports are already cleared.- The department is still on the process of planning and working on the

implementation of the General Assembly.- More updates about the GA will be presented soon.

Department of Sports and Recreation- Mr Opada shared the initiative of putting banigs at the soccer field for

students to rest and relax during siesta time and the like. This will happen every Friday and monitoring is done by duty assigning.

- Planning for the Intramurals is still on the process and volunteers are still needed.

Other Matters Mr Neri: Final templates of all project management files are already uploaded on

Google Drive. He also announced the courtesy calls schedules. And also, the Jesuit names of the offices have been finalized: CSG 1 – Fr Richard Michael Fernando, CSG 2 – St Pedro Calungsod and CSG 3 – Fr Francisco Araneta. Furthermore, the Directory of Officers is announced and updated.

Mr Mapano asked for help in maintaining the cleanliness of the offices. He also added other details about the cleaners per week.

Adjournment Having covered all items for discussion, Mr Laborte formally adjourned the Fifth

Cabinet Meeting at 10:30 in the evening. The whole duration of the meeting was 2 hours and 45 minutes.

Prepared by Noted by

ANNALOTTA C TECSON HAROLD JOHN M LABORTECabinet Secretary President



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Documents

XU-CSG Cabinet Minutes of Meeting - June 20