OFFICE OF THE EXECUTIVESECRETARY

MINUTES OF MEETINGEXECUTIVE CABINET ORIENTATION

Date : 14 March 2014 Venue : Loyola Conference Room Time Started : 4:30 PM Time Ended : 6:15 PM Presiding Officer : Harold John M Laborte

ATTENDANCE Harold John M Laborte(President)

Sharmaine Mae P Lobido(Vice-President)

Mario Alejandro Jacinto M Neri(Executive Secretary)

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

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

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

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

Xyra Mae M Bugahod(Associate Secretary, Department of Communications Management)

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

John Paul V Sale(Associate Secretary, Department of Event Management)

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

Shareiz Mei C Tiu (Culion Relations Director, Department of External Affairs and Corporate Relations)

Geneve P Luceñara(ONE CDO Convener, Department of External Affairs and Corporate Relations)

Jean Marlo B Sepe(XU Ambassador to BuklodAtenista, Department of External Affairs and Corporate Relations)

Cyrah C Bacoto(XU Ambassador to ONE CDO, Department of External Affairs and Corporate Relations)

Ruffy A Mapano(Secretary, Department of Internal Administration)

Jerika B Fusilero(Associate Secretary, Department of Internal Administration)

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

Marie Danica P Busa(Associate Secretary, Department of Organizational Support and Services)

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

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

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

Rodyard A Camarin(Associate Secretary, Department of Sector Representation)

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

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

James Patrick S Divinagracia(Associate Secretary, Department of Student Leadership and Development)

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

AGENDA Executive Branch (Cabinet) Orientation Other Concerns

TEXTExecutive Branch (Cabinet) Orientation

MrLaborte discussed the XU-CSG Mission and Vision. The mission and vision presented is aligned to the principles and mission stated on the third article of the 2005 XU-CSG Constitution.

The modified organizational structure was then discussed by the presiding officer. Changes in the executive branch were highlighted. These changes include:

a.) Institutionalizing thirteen departments from 4 departments, 4 offices, and 4 committees;

b.) Using secretary and undersecretary titles for department heads and associate heads, respectively, in parallel to the provisions of the XU-CSG Local Government Code (which was then corrected by MrLaborte in the

Room 205-206, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City 9000

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OFFICE OF THE EXECUTIVESECRETARY

XU-CSG Executive Cabinet Facebook group, referring associate heads as associate secretaries, and department heads of the college councils as undersecretaries);

c.) Using the term “Cabinet” as the official name of the XU-CSG Executive Board;

d.) Considering the inclusion of XU-URO and XCCA representatives in the executive branch;

e.) Renaming of departments to emphasize specific fields of concerns;f.) Improving the descriptions of the executive departmentsso that each unit

will be more specialized in their functions;g.) Synchronizing manpower and efforts between the local government

executive units and theXU-CSG departments) Descriptions of positions and executive units were given afterwards to provide the

attendees with a clearer picture of their roles and responsibilities in the government.

Staffs and volunteers for each department were limited towards a specific maximum number. Departments must not exceed the allowable number of manpower for their executive unit.

Some department secretaries asked MrLaborteto increase the maximum number of their department pool of volunteers and staff, yet these requests were not granted for the grounds that XU-CSG will have a cut-down of volunteers in the central government level so that volunteers and staffs in the local government level will be exhausted and maximized. Furthermore, it is deemed fitting that XU-CSG will give way for its local governments to have a wide pool of manpower because the college councils deserve a huge number of volunteers or staff for their initiatives. The number of internal volunteer or staff size are as follows:

a.) 5 Department of Internal Administration b.) 10 Department of Student Services and Campus Development c.) 5 Department of Academic Affairsd.) 12 Department of External Affairs and Corporate Relations (only ONE CDO, Culion,

and Buklod)

e.) 10 Corporate Relations Teamf.) 5 Department of Research and Statisticsg.) 10 Department of Communications Managementh.) 0 Department of Budget and Financei.) 5 Department of Social Involvementj.) 5 Department of Organizational Support and Servicesk.) 10 Department of Sector Representationl.) 5 Department of Student Leadership and Development m.)10 Department of Event Managementn.) 10 Department of Sports and Recreation

Other Matters The presiding officer emphasized that the Cabinet is composed of the President,

Vice President, Executive Secretary, Cabinet Secretary, Department Secretaries and Sector Organization Representatives. Only the mentioned posts are expected to attend in every Cabinet meeting. However, if a Department Secretary is not around, it is expected that he/she should send the undersecretary or any official representative of the said executive unit.

Weekly Cabinet meetings are scheduled throughout the year. Weekly meetings are suspended when the date falls on a moratorium week, a holiday, summer term, and semestral breaks.

Every officer must value time. Time management must be deported by any officer. Concern on food allowance allocation for underprivileged students was given to the

Department of Sector Representation.Room 205-206, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City

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OFFICE OF THE EXECUTIVESECRETARY

The presiding officer mentioned that a third XU-CSG space might be actualized. Talks with MsRichel P Petalcurin, SACDEV Coordinator, are conducted as of press time.

XU-CSG T-shirt will be produced for the Cabinet alone. XU-CSG ID with lanyard will be produced both for all the people in the organization. The XU-CSG ID is expected to be used in every event of the government during the whole year. Costs of both paraphernalia will be shouldered by the XU-CSG officers coming from their own pockets.

Letterheads and format of various business correspondences that will be circulated from the organization shall be unified. The Executive Secretary was tasked to create the guidelines of the formatting and the new design of the letterhead.

The presiding officer informed the body that a leadership retreat and a strategic meeting will be organized for the Executive Cabinet before the BOLTS. The Department of Student Leadership and Development is tasked to organize the leadership retreat while the Executive Secretary is tasked to head the strategic meeting.

Department strategic goals and initiatives must be finalized before the BOLTS. GPOA of college councils shall be integrated with the XU-CSG. The department

secretaries are tasked to consolidate the council-level initiatives through their respective undersecretaries. The Executive Secretary is tasked tocoordinate with the department secretaries as to the initiatives of their department, both in the central government and in the local governments, so that a unified calendar of activities will be created.

Department of Internal Administration is assigned to organize this year’s XU-CSG BOLTS.

The department secretaries were reminded to start scouting their pool of volunteers and to create their department’s strategic goal. List of internal pool of volunteers and department strategic goals must be brought during the first Cabinet meeting.

Prepared by Noted by

MARIO ALEJANDRO JACINTO M NERI HAROLD JOHN M LABORTEExecutive Secretary President

PHOTO DOCUMENTATION

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