xu-csg cabinet minutes of meeting - june 11

OFFICE OF THE CABINET SECRETARY

MINUTES OF MEETINGFOURTH CABINET MEETING

Date : 11 June 2014 Venue : CSG-1, Room 205, 2nd Floor, STC building Time Started : 1:20 PM Time Ended : 4:24 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)

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)

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

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

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

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

Absent: Sharmaine Mae P Lobido (Vice President)

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

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

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

o represented by Danielle Alexandra Villano (Staff, Department of Event Management)

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

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

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

- CSG Mission-Vision Summary- CSG Website and Gmail Account- 31st Buklod Atenista Resolutions- General Evaluation Form 2014- Le Maste Congress- May 24 Output: Special Cabinet Session- 1st Semester CSG Budget Allocation Presentation- CSG Latest Expenditure Report- CSG Financial Process- Office Management- Cabinet Meeting Regular Schedule

IV. AnnouncementsV. Adjournment

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

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TEXTCall to Order

Mr Laborte declared the meeting as quorum and started the meeting with a prayer led by the Secretary for Sector Representation, Mr Ron Bryan G Balarias.

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

10, 2014.

New Business CSG Mission-Vision Summary

Mr Neri facilitated the summarizing of the CSG Mission and Vision. Mr Neri discussed firsthand the CSG Vision and presented that it would be better if we get ideas from the CSG UTOPIA 2014 created by the CSG BOLTS participants. During this agendum, the body considered the ideas from the constitution, the Vision statements of other colleges and the university’s vision as well. Mr Neri encouraged the body to come up with a Vision that is deep but is easy to understand by the readers. Furthermore, he also clarified that the Vision needs not to be complicated but simple; it has to be ambitious but attainable. Mr Neri stated to the body: “When we create a mission and vision, we can actually make it to something simple. Kanang masabtan nato in one shot.” From this, Mr Dapanas suggested that a specific year may be added in the Vision. After a few suggestions and ideas from the body, the first draft of the CSG Vision states: “In 2034, XU-CSG is the premier student government organization in Southeast Asia, grounded on the principles of Ignatian Leadership.” After further discussions about the first final drafted Vision, Mr. Dapanas suggested to omit “organization” from the Vision. Hence, the approved final Vision of XU-CSG is: “In 2034, XU-CSG is the premier student government in Southeast Asia, grounded on the principles of Ignatian Leadership.” Mission statements are retained.

CSG Website and Gmail AccountSince no one from DCM was present during the meeting, Mr Neri updated the body that CISO hasn’t responded yet about the concern. With regards to the CSG website, Mr Neri stated that it can’t be updated without the website.

31st Buklod Atenista Approved ResolutionsMs Tacubao presented to the body the approved resolutions from the 31 st Buklod Atenista Summit that happened last May 27-31, 2014 at Ateneo de Naga University, Naga City. The approved resolutions are the following:Ateneo De Davao University

– A Resolution Calling the Student Governments of the Five Ateneo Universities to Initiate Information Drives Relative to Climate Change Adaptation and Sustainable Environmental Protection

– A Resolution Calling the Student Governments of the Five Ateneo Universities to Disseminate Information, As Well As, to Create A Program That Will Promote Mindanao Strategic Development Framework

– A Resolution for the Student Governments of the Five Ateneo Universities to Conduct a Satellite Voters’ Registration Booth Through their Local Commission on Election (COMELEC) in their Respective Universities

– A Resolution on the Mandatory Endorsement of All Organizational Files, Technical Trainings, and Workshops of the Outgoing Officers To The New Set Of Officers Of The Central Student Government, Student Councils, And Other Organizations Of Xavier University And Samahan Ng mga Mag‐Aaral Ng Ateneo De Davao University



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– Resolution Encouraging All Ateneo Publications to Launch Ateneo BeatAteneo De Naga University

– Resolution for reconstructing and standardizing the faith formation clusters of all umbrella organizations in all Ateneo Schools

Xavier University- Ateneo de Cagayan– A Resolution Requesting Ateneo de Naga, Ateneo de Zamboanga and Xavier

University – Ateneo de Cagayan to Conduct Social Outreach Initiatives for the Loyola College of Culion

– A Resolution Mandating Buklod Atenista Member Schools to Raise Further Awareness of the HIV/AIDS Cases in the Philippines for 2014

– A Resolution Mandating Buklod Atenista Member Schools to Raise Awareness Regarding the Current Power Supply Crisis in Mindanao

– A Resolution Adopting Buklod Atenista Resolution No. 2013-011, “A Resolution Calling on the Buklod Atenista Member Schools to Externalize the Efforts of Buklod Atenista”

Ateneo De Zamboanga University– A Resolution Establishing an “Ateneo Historical Research Center” on all

Ateneo Universities in the Philippines

These resolutions are to be assigned to the departments that are appropriate for the action to be done. Below are the departments/units assigned:

Resolutions from Ateneo De Manila:Departments in charge: Department of Social Involvement, Office of the Vice President and Department of Research and StatisticsResolutions from Ateneo de Davao:Departments in charge: Department of Social Involvement, Office of the Vice President, Department of Research and Statistics and Department of External Affairs and Corporate RelationsResolution from Ateneo de Naga:This resolution is not applicable to Xavier University – Ateneo de Cagayan given that the university already has a faith formation cluster.Resolution from Xavier University – Ateneo de Cagayan:The 1st Resolution is automatically assigned to the Department of Social Involvement; specifically the ELECTION 2014.The 2nd Resolution will be given to CONUS (Nursing)The 3rd Resolution will be given to ACES (Engineering)

A concern was raised by Mr Dapanas (Academic Affairs Secretary) about the resolution from Ateneo de Davao regarding the promotion of Mindanao Strategic Development Framework. Mr Dapanas stated that there should be a uniform assessment or research tool used for the conducting of research for this promotion. He also added that if the assessment tools used by every Ateneo school are different from each other, it already debunks the reliability of the data and it would be difficult to consolidate all the results. This concern was yet to be presented during the next Buklod Atenista Summit. Moreover, the main Department tasked to monitor all the assigned departments will be the Department of External Affairs and Corporate Relations.

General Evaluation Form 2014Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City

9000Email: [email protected] | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-

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Mr Abapo presented the revised format of the new General Evaluation form. This form is highly recommended to be used in every project implemented by any department. Mr Abapo explained that this is for the reason that these forms are to be consolidated at the end of the semester. He also added that it would be easier to consolidate uniform evaluation forms for archiving. Furthermore, Mr Abapo discussed that the participants of certain projects will be using the SACDEV evaluation forms, these forms are then consolidated for archiving as well. During the discussion, Mr Neri announced that there are changes regarding the documentation entries and the updated files are on Google drive. Mr Abapo then ended the discussion with a reminder that these evaluation forms are highly recommended to be used for any project.

Le Maste CongressMr Laborte presented the details regarding the Le Maste Congress that will happen on August 2014 here in Cagayan de Oro City. He also added that since it is hosted by CDO, the congress needs manpower from all the student/youth organizations in the city. In this congress, he explained that 3,000 youth delegates are to be gathered from all over the country. He further explained that Le Maste is a new national concept for training in socio-civic, arts and corporate leadership. Mr Laborte added that the congress’s main venue is at LimKetKai Atrium, August 16-17, 2014.

May 24 Output: Special Cabinet SessionDuring the special Cabinet session conducted last May 24, a final GPOA (General Plan of Action) per department was discussed. The departments prepared their GPOA with each activity and a corresponding date of implementation and estimated budget.

1st Semester CSG Budget Allocation PresentationMr Banuag presented the Final 1st Semester CSG budget allocation. A concern regarding the Students’ Insurance Fee commissioned to CSG was raised. Mr Laborte tasked DBF to investigate the matter.

CSG Latest Expenditure Report (June 6)Mr Banuag presented the expenditures incurred by CSG as of June 6, 2014; that is, P268,550. Some concerns regarding the intramurals budget were raised and discussed. The body also agreed that if there are any extra money from the budget of implemented projects, it will automatically go to contingency. Furthermore, the XUCPFA concern is again raised to be investigated for extra budget for other important events.

CSG Financial ProcessMr Banuag presented additional liquidation procedures and proposed a new rule for liquidation results which is a certain fine to be paid for late finances returned. Further financial concerns were discussed and terms were agreed upon.

Office ManagementMr Mapano reported the first phase of their project: Office Refurbishment. He also reminded the body to maintain the cleanliness and order of supplies and important things inside the offices. He discussed the weekly cleaners and asked for cooperation from all the department heads and their respective teams. Concerns about the new tables for the offices were also discussed and decided upon. Mr Mapano also reminded the body about the payment of the t-shirts and IDs.

Cabinet Meeting Regular ScheduleRoom 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City

9000Email: [email protected] | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-

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Mr Laborte proposed a schedule for regular meetings of the cabinet. It was agreed upon that the Cabinet Regular meeting will happen every Friday, 7:30pm onwards.

Announcements CSG Rooms 205-207 will be renamed in honor of Jesuit Saints or personalities Courtesy Calls to the different XU Administrators AFARM Chalk Art Activity

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

Cabinet Meeting at 4:24 in the afternoon. The whole duration of the meeting was 3 hours and 4 minutes. Mr Opada, Secretary for Sports and Recreation, led the closing prayer.

Prepared by Noted by

ANNALOTTA C TECSON HAROLD JOHN M LABORTECabinet Secretary President



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xu-csg cabinet minutes of meeting - june 11

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