XU-CSG Cabinet Minutes of Meeting - May 10

OFFICE OF THE CABINET SECRETARY

MINUTES OF MEETINGTHIRD CABINET MEETING

Date : 10 May 2014 Venue : CSG-1, Room 205, 2nd Floor, STC building Time Started : 2:53 PM Time Ended : 4:30 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)

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

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

Ruffy A Mapano (Secretary, Department of Internal Administration)

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

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

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

Special Participation: Jean Trisha V Abao (Treasurer)

Phoebe Aileen B Pahunang (Associate Secretary, Department of Budget and Finance)

Kris Pauline J. Young (Corporate Relations Director, Department of External Affairs and Corporate Relations)

Absent: Sharmaine Mae P Lobido (Vice President)

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

o represented by Alleah Grace T Kiamco (Staff, Department of Academic Affairs)

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

o represented by Geneve P. Luceñara (ONE-CDO Convener)

o represented by Cyrah C Bacoto (XU Ambassador to ONE-CDO, Department of External Affairs and Corporate

Relations)

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

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

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)

o represented by Julzon Roy T Corbeta (Associate Secretary, Department of Student Services and Campus

Development)

ORDER OF BUSINESSI. Call to OrderII. Review of the Previous MinutesIII. Unfinished Business

a. Subscriber Simb. OrSem Information Digest

IV. Departments/Special Committee Reports a. AFARM XU-CSG Task Forceb. Corporate Relations Committeec. Department of Internal Administration

V. New Business

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

Email: [email protected] | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-3116 local 3305


- Internal CSG Recruitment- Enrolment Planning- ORSEM Preparations- OYC Adopt a School NAT Program- Intramurals’ Committee Composition- Sustainability Committee Discussion- GPOA Presentation- Allocation of Funds Report

VI. AnnouncementsVII. Adjournment

TEXTCall to Order

Mr Laborte declared the meeting as quorum and started the meeting with a prayer led by the Secretary for Communications Management, Mr Arsenio Meneses III.

Review of the Previous Minutes The Cabinet Secretary presented the minutes of the previous meeting held last April

25, 2014. Mr Mapano raised a matter arising from the previous minutes. He updated the body

regarding the participation size of the upcoming BOLTS per department/unit. There should, now, only be 5 participants per Department (instead of 7delegates in the previous minutes) preferably including the Secretary, Associate Secretary and 3 other members.

Ms Luceñara raised a matter arising from the previous minutes. She informed the body that instead of the month of May, the ONE-CDO will be having its general assembly and BOLTS on June 7-8, 2014.

Mr Neri raised a matter arising from the previous minutes. He updated the body that the new schedule for the Info Digest Pictorials is changed to May 11 (Sunday) and May 13 (Tuesday).

Mr Laborte raised a matter arising from the previous minutes. Instead of having a delegation size of 10 for the Buklod Atenista this coming May 27-31, the Delegation will now be composed of 7 delegates (Laborte, Sepe, Tacubao, Acebedo, Luceñara, Balarias, and Camarin).

Unfinished Business Subscriber Sim

Mr Meneses presented the updates regarding the implementation of this idea. He also discussed his meetings with Globe and Smart and stated that there are still no further updates from them. Furthermore, the body suggested to make this subscriber sim a requirement and to coordinate about this with SACDEV.

Info DigestMr Neri announced the dates of the photo shoot for the booklet that will happen on May 11 and 13 at 2-5pm in front of the CSG office. He also suggested that the sponsors should be updated for them to be featured in the Info Digest. The distribution of this booklet will be during the ORSEM College Assembly. Mr Neri also asked the help of the Corporate Relations Committee headed by its Director, Ms Kris Pauline Young. Ms Young was to coordinate with the Info Digest Team regarding its sponsorships. Ms Young asked Mr Neri if the package of the Info




Digest is separate from the general package of the CSG’s list of activities and Mr Neri affirmed its difference.

Departments/Special Committee Reports AFARM XU-CSG Task Force

Mr Laborte presented the recent updates of the movement and discussed about the tasks and designations. He also presented the AFARM calendar of activities. He mentioned that the Task Force had changed its internal management. Ms Rotchanne Quiblat, OVP Chief of Staff, is tasked to Chair the Task Force in place of Mr Jean Marlo Sepe, XU Ambassador to Buklod Atenista, due to the latter’s unavailability. Below is the calendar of activities of the Task Force with the corresponding inclusive dates of implementation and units involved:

Corporate Relations CommitteeMs Young discussed that their committee is still waiting for the GPOA and that their list of volunteers is already complete. She also added that their communication letters are to be sent this week to update sponsors and other concerns. A list of sponsors is to be separated for the info digest. Ms Alolor also included some entities/establishments in the list of prospect sponsors. Mr Laborte reminded Ms Young that the prospect sponsors must not be limited only to business-centered units/establishments but also include some government-related or non-business units to cater to sponsorships related to the latter’s nature (e.g. DOST to sponsor Research Grant Initiative of DACA).

Department of Internal AdministrationMr Mapano discussed that the office revamp is currently on hold, but the project proposal is already prepared as well as the budget. He also announced the price of the T-Shirt, Lanyard and ID which was not yet final but is estimated to be not more than 400php. The payment for these is to be collected on May 16, 2014. He also reminded the body about the BOLTS at Mapawa Nature Park this coming May 16-




18, 2014 and added that there should only be 5 members per department to join. The letter and confirmation form deadline is on May 14, 2014.

New Business Internal CSG Recruitment

Due to the request of some executive departments, Mr Laborte approved the recruitment process of internal volunteers for some executive departments and that the Department of Communications Management to be in-charge of promoting the internal CSG recruitment. However, it is to be noted that during the orientation of the CSG executive branch and the first Cabinet meeting, Mr Laborte reiterated that CSG must not be “loud” when it comes to its promotion that it is hiring internal volunteers because Mr Laborte is directing the government in aiming to empower recruitments of the local government units, the College Councils.

Enrollment PlanningMr Corbeta announced to the body that there is a need of volunteers for the enrolment of the school year 2014-2015, 1st semester. He also presented the plans they have made in their department. The body then suggested that a request letter should be sent to the communications office for the borrowing of TV sets to entertain the students while waiting for their SLMIS to be reactivated. Also, the department will be implementing a new system for the Registrar’s Waiting Area. The enrolment volunteers and OrSem Volunteers are given a benefit of having a fast lane enrolment but should have authentic identification. The department is to coordinate with the local governments’ equivalent departments when it comes to centralizing the system.

ORSEM preparationsMs Alolor presented the current plans for the ORSEM preparation and announced to the body the need of volunteers for the Talent Expo. It was also agreed that the officers in charge of the CSG Booth during the org trip will be Mr Ruffy Mapano (DIA Secretary) and Ms Anna Tecson (Cabinet Secretary).

OYC Adopt a School NAT ProgramMr Laborte discussed the initiative of the Oro Youth Development Council named Adopt a School NAT Program and informed the body the goal of the project: to help increase the scores of the NAT test results of the bottom 3 private and public elementary and high schools in the city. He also informed the body that the project will be lobbied to the Teacher’s Guild and the School of Education for the nature of its work. However, the CSG-DSI is assigned to monitor on the project and to give any support to the units involved. Support might come in financial or human resources depending on the former’s request.

Intramurals Committee CompositionMr Laborted informed the body that the upcoming Intramurals will be having a new “face.” He shared to the body that as a Jesuit Institution who exemplifies holistic approach in forming its students, the CSG should gear to activities that will support in creating events that will result to a holistic output. The university traditional event, Intramurals, had always been known to many as an event that encourage the spirit of teamwork and fair competition. But it is to be noted that the Intramurals focuses only on the sports category. With this, Mr Laborte introduced a proposal that might change the “face” of the traditional event. He said that in his proposal the things to expect in the upcoming intramurals, once approved: (1) Holistic




categories namely sports, literary and academic-related, and arts (sing & dance) – related competitions; (2) student-led committees; (3) Faculty/University Office coordination with the student-led committees and a (4) centralized local representation in the different committees involved in the actualization of the Intramurals. Mr Laborte then enumerated the working committees of the upcoming Intramurals, namely; Steering Committee, Secretariat Committee, Budget and Finance Committee, Corporate Relations Committee, Sports Committee, Arts Committee (Sing & Dance), Literary and Academics Committee, Special Events Committee, Tabulation and Awards Committee, Grievance Committee, Documentation Committee, Marketing and Promotions Committee, Security and Order Committee, Food and Volunteer Support Committee, Health Service Committee and Evaluation Committee. With the enumeration is the assigned student to lead the committee and the equivalent university office coordinator of the committee. Yet, Mr Laborte reminded the body that this system is a proposal and to be relayed yet to the university offices involved in the intramurals for further comments and discussions.

“Sustainability” Committee DiscussionMr Laborte discussed to the body the purpose of this discussion and assigned Mr Abapo, Secretary for Research and Statistics, to be the committee’s chairperson.

GPOA Presentation/Allocation of FundsMr Banuag presented the CSG forecasted Budget Allocation for the 1st semester and explained that some are minimized for practicability. Hence, the final budget for each department is as follows: (It is to be noted that the proposal is to be submitted yet to the 21st Directorate for a legal appropriation of the CSG Funds)

Turnover Amount Php 338, 015.77Est. Enrollees (10,100 x Php 50) 505, 000.00Estimated 1st Sem. Budget 843, 015. 77




Hence, the final budget for each department is as follows:

DACA – 50,000DBF – 20,000DCM – 20,000DEM – 65,000DEACOR – 80,000DIA – 140,000DOSS – 70,000

DRS – 5,000DSR – 10,000DSI – 40,000DSP & R – 10,000DSLD – 84,000DSSCD – 30, 000

Total for All departments: P624, 000.00

Announcements Power Crisis Forum on May 13, 2014, 3-5pm at the Little Theater BOLTS on May 16-18 at Mapawa Nature Park (5 per unit) Confirmation form for the BOLTS are to be collected until May 14 Payment for T-Shirts will be until May 16 only GPOA and Strategic Goals ASAP submission for those departments who have not yet

complied

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

Cabinet Meeting at 4:30 in the afternoon. The whole duration of the meeting was 1 hour and 37 minutes. Mr Hollanes, Secretary for Social Involvement, led the closing prayer.

Prepared by Noted by

ANNALOTTA C TECSON (SGD) HAROLD JOHN M LABORTECabinet Secretary President



Documents

XU-CSG Cabinet Minutes of Meeting - May 10