May 2, 2014 SCB Meeting Report of Minutes

Lower G/F, Finster Hall, Ateneo de Davao University, E.
Jacinto Street, Davao City 8016

Tel: (082) 285-4961 | (082) 221-2411 local 8328
E-mail: samahan@addu.edu.ph | 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: May 02, 2014
Time: 6:50 PM
Venue: SAMAHAN Office

Attendance:
1. Regel Kent A. Asuero, President
2. Patrick John Comoda, External Vice President/CCO Chairperson
3. Michael Zachary A. Leyson, Secretary-General
4. Allexy A. Flores, Treasurer
5. Alexis G. Alberto, BSA/AT Representative
6. Jessa Mae B. Suico, Social Sciences Representative
7. Ace Villanueva, Officer-in-Charge, Humanities and Letters Representative
8. Precious Kyrie Darleen P. Undag, School of Education Representative
9. Anna Franchezka B. Macrohon, School of Nursing Representative
10. Kristina Vade I. Santos, Officer-in-Charge Natural Sciences and Mathematics Representative
11. Mic Tabuclin, OIC, School of Engineering and Architecture Representative
12. Jeos Earl A. Casilac, Business and Management Representative
13. Marielle P. Banawan, Computer Studies Representative
14. Peter Paul Paras, Buklod Atenista Permanent Secretariat (BAPS) Secretary-General
15. Ivy Jane Torregosa, Buklod Atenista Ambassador
16. Fhritz Liboa, SAMAHAN Volunteers Committee Head
17. Cavin Cabarlo, Outgoing SAMAHAN Office of the Treasury Head
18. Jon Von JV Dagaang, SAMAHAN Creative Team Head
Agenda:
1. Buklod Annual Conference (10 minutes)
2. Assessment of Committees (30 minutes)
3. SAMAHAN Tagline (10 minutes)
4. Sem Starter (10 minutes)
5. Other Matters (10 minutes)
CALL TO ORDER

Having reached a quorum, Regel Asuero, the SAMAHAN President, called the order of the meeting by
6:50 PM. He then presided the meeting, first, by enumerating the agenda.

Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016
Tel: (082) 285-4961 | (082) 221-2411 local 8328

Presentation and Discussion of Agenda
1. Assessment of Committees
a. It was agreed to conduct an evaluation of committees and finalize the appointment of
committee heads before the Long Range Planning and Teambuilding. The committee
heads presented the background of their committees along with the evaluation and
giving out points of improvement for the committee.
b. Assessment of Individual Committees:
i. SAMAHAN Office of the Treasury (SoT):
1. Outgoing Committee Head: Cavin Cabarlo
2. Function:
a. To ensure liquidation reports are free from material
misstatements and everything is well accounted for
3. Structure:
4. Assessment/Evaluation:
a. Cavin Cabarlo identified success indicators within the
committee:
i. Attendance of Committee Members
ii. Effectiveness of Ensuring all Committees/Divisions are
passing Liquidation Reports on time
iii. Ensuring that SAMAHAN supplies are not stolen
b. He said that the last years performance of the SoT was not the
best. Some SoT members were not present. Members did not
inform their heads that they would be absent during meetings,
events, etc. He further stressed that there were a lot of aspiring
applicants (of around 40-50), but the committee only accepted
10. Some members were not doing their tasks.
c. However, the sponsorships were effective because previous
partners are willing to sponsor again.
5. Questions/Points raised by the SCB:
a. Peter Paras said:
i. Since they only accepted 10 out of the 40-50 applicants,
it meant that they were the best in the work. He
suggested that there may be something wrong in
carefully choosing the applicants. He also said that they
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should be committed in attending meetings and tasks
relevant to their committee.
ii. He also said that the SAMAHAN was able to pass their
liquidation reports without the help of the SoT. He
suggested, You can do away with the creation of SoT.
You have no control or power over a division
representative. The best thing you can do if [there are
errors] is remedy those corrections.
iii. On SAMAHAN properties, he said that materials kept in
the office should be for the exclusive use of the
SAMAHAN. Why was there no proper system to control
the materials of SAMAHAN?
b. Cavin Cabarlo replied:
i. On Members: He said, We believe we have the best in
technical competence since the 10 people came from
Accountancy. He further stressed that since they also
come from Accountancy, they are also the busiest
people. It is the challenge of the future committee to
check on the applicants technical competence and
commitment.
ii. On Liquidation Reports: He said, Its important that we,
[SoT], audit first before the University Treasurer, since
theres a tendency that there will be a mistake. The
SoT audits it first so that when SAMAHAN passes it to
the University Treasurer, there will be no more errors.
iii. On SAMAHAN Properties: He replied, The use of
SAMAHAN materials is based on the members who are
using it. The role of SoT is to ensure that the things are
there but it is up to the members on how they use such
materials.
c. On the issue of transparency, Peter Paras asked if the SoT
passed a condensed report on the expenses for SY 2013-2014.
He said that in Ateneo de Zamboanga University (AdZU), they
submitted a pie chart of the expenses, budget appropriation,
etc.
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i. Cavin Cabarlo said that they made a First Semester
report but not on Second Semester.
d. Allexy Flores asked if what were the functions of the SoT during
events since a lot of members were not attending the events.
i. Cavin Cabarlo replied that they were in charge in
insurance and sponsorships. He added, When an event
happens, were the ones tasked to [take charge] in the
Memorandum of Agreement, [to ensure] that is
complied with. We have to ensure that the MOA is
followed so that in the future, [the SAMAHAN] can
make partnerships.
ii. He added that the Treasurer is often times in charge of
certain events. Since the SoT is under the Treasurer,
they are tapped to accomplish tasks for that event, just
like the release of tickets for the event.
e. Allexy Flores asked on what the committee has done on the SS
Division issue:
i. Cavin Cabarlo responded that the malversed funds
came from the funds of the SS Division. The SoT only
takes into account funds disbursed by SAMAHAN to the
divisions. So, on matters like shirt sales, etc., they have
no responsibility over those.
f. Patrick Comoda asked if the SAMAHAN has the right to liquidate
shirt sales.
i. Allexy Flores replied that previously, in the SoT, no, they
were not required. But now, it will be required for
SAMAHAN, since it is a mandate from the OSA. She
further added, When you pass a proposal to OSA, I will
be asking a paper saying that you will be conducting a
fund-raising activity. Whether or not the funds come
from SAMAHAN, we have the right to [intervene] in
matters like this. We should [intervene] on money
matters coming inside and outside SAMAHAN.
ii. Alexis Alberto asked on how the Treasurer can ensure
that a division will conduct a fund-raising activity. Peter
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Paras replied, Its too much of a job for the Treasurer,
[the division representatives] should be the ones who
shall disclose the information. Allexy should not be the
only one who shall ensure transparency.
iii. Allexy Flores also said that we should value integrity
here in SAMAHAN. She will assign one person per
division that will audit the division funds.
g. Alexis Alberto said, Let us not dwell on small [matters] because
it is an inherent risk Let us give more control on matters like
receipts, cash disbursements, asset misappropriation, etc.
h. Ace Villanueva asked if the OSA needs to know of the sponsors
that divisions partner with.
i. Allexy Flores said yes since it is (1) an external relation
and (2) OSA wants to protect its students. The OSA
should have a sponsors copy.
i. Patrick Comoda suggested that the role of SoT should focus on
control mechanisms like Acknowledgment Receipts, Official
Receipts, etc.
j. Allexy Flores also asked if ten members are enough in SoT.
i. Cavin Cabarlo said that its more than enough. During
Peter Caetes time, they had five members in each
committee yet there were too much. They trimmed it
down during Kathleen Peaforts time to 10, but still,
there were a lot of members. He suggested to trim
down the number of members to 8 but there will be
more tasks given to the members.
6. Point of Improvement:
a. Membership and Commitment Assessment
ii. SAMAHAN Volunteers
1. Incoming Head: Fhritz Liboa
Outgoing Head: Adnan Manipbel
2. Function:
a. They are the Logistics Committee of the SAMAHAN Central
Board.
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b. They are mostly assigned in the backdrop of certain SAMAHAN
events.
3. Structure:
a. Under the SAMAHAN Volunteers Head, there were five
subcommittee heads, (1) Finance Head, (2) Logistics Head, (3)
Secretariat Head, and (4) Creative Head.
a. They had a hard time identifying their specific tasks since they
were not given the proper scope and limitation.
b. The old members should be present in the deliberation of new
applicants for the committees but a change of schedule was
made by their committee head and the old members were not
properly informed.
c. From 26 members at the school year, many resigned; thus, only
15 members were left, with only five (5) active members in the
committee.
d. The committee felt that they were not supported by the
SAMAHAN Central Board.
5. Points of Improvement:
a. Intensify membership application. The commitment of each
applicant for the committee should be questioned.
b. Fix the internal problems within the committee.
6. Questions/Points were raised by the SCB:
a. Peter Paras shared to the SCB that in Xavier University Ateneo
de Cagayan, they do not have a preset number of volunteers,
rather they create ad hoc committees when there are upcoming
events. Those members within the committee were given
incentives such as IDs, slings, shirts, etc. Members of the ad hoc
committee are outsourced three (3) weeks before the event. He
said that this initiative is nice since people are not boxed in
participating in SAMAHAN activities. He also said that it is also
nice for SAMAHAN to consider this suggestion.
b. Precious Undag supported Peter Paras suggestion but said that
there should be a fixed core group for SAMAHAN events.
iii. SAMAHAN Creative Team (SCT)
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1. Outgoing Committee Head: Regel Asuero
Incoming Committee Head: Jon Von JV Dagaang
2. Function:
a. They are the creative solutions of the SAMAHAN Central Board.
They provide pictures, videos, and posters during events.
3. Structure:
a. The committee is divided into three groups.
b. Currently, Kaizen does not exist in SCT.
c. There are 18 members, with less than 12 of them are active.
a. JV Dagaang said that based on last year, they were doing okay.
The team did its best.
b. On the members, he said that there are members who did not
show up during meetings. On the relationship among its
members, they were okay with it. Sometimes, it was better to
work in one place, while other members prefer to work alone.
c. On the dedication of the members, he said that most of the
members were dedicated at first, but after some time, they do
not show up.
d. There were moments when the SCB gave them rush projects.
He said that rush projects may affect the output of the material
they are tasked to do.
e. Their external collaborations were limited.
f. There were a lot of photographers in the committee but they
lacked graphic designers.
g. What went right:
i. During the Fiesta, many commented that the materials
were nice. People loved their designs. However, the
quality control of their projects were not closely
monitored since there were rush projects being asked
and most of the members of the committee were busy.
ii. During the College Days, there were also praises coming
from the people except for the College Days Shirts and
Emblems.
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iii. On other events, he said that they also did great. They
released excellent videos, photographs, etc.
h. What went wrong:
i. There a lot of members who are absent during
meetings, projects, and events.
a. Membership process
b. Committee dialogue
c. Careful planning
d. Avoid rushed projects
e. Improve internal relations
f. Create a subcommittee that will handle online matters
iv. SAMAHAN Communications
1. Committee Head: Dennis Casas
Assessment Presented by: Jessa Suico
2. Function:
a. Public Relations
b. Archiving
c. Documentation
3. Structure:
a. The committee is divided into three:
i. Documentation to document every event that
happened.
ii. Archiving
iii. Public Relations they were able to send sponsorship
letters during Fiesta, communication letters for CADAC
a. On Members:
i. From 17 members, only three (3) were active.
ii. The members did not follow the subcommittees
created.
iii. Others were inactive since many were part of their
Student Executive Councils, clubs, etc.
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iv. There were moments that they were given rush works
such as concept papers, letters, etc; but, they know that
was a given in the committee.
v. There was overlapping of work since many were
inactive.
vi. They had a hard time documenting events. Example of
which was the Constitution Readings.
vii. Lack of manpower and commitment
b. There was lack of manpower during the ViewFinder.
c. What went right: Tasks can still be done despite its lack of
manpower.
a. Increase manpower.
b. Assess the commitment of the committee members.
a. Peter Paras asked Jessa Suico if there are chances for SAMAHAN
Communications to immortalize the events that had
transpired during the previous semester or the previous school
year.
i. Jessa Suico responded that there were plans before to
implement the SMAHAN Gazette in the website.
b. Mike Leyson asked if the SAMAHAN Communications was
effective on the previous school year.
i. Jessa Suico replied that yes, they were effective in some
way, especially during the Fiesta and through
information dissemination. However, the activeness in
the dissemination of information was difficult to
maintain.
c. Peter Paras said that there should be a follow-up and
maintenance on the issues raised during the ViewFinder by the
SAMAHAN Central Board.
d. It was clarified that on the conceptualization of promotions, the
message should be created by the SAMAHAN
Communications and the design from the SAMAHAN Creative
Team.
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v. Office of the Buklod Ambassador (OBA)
1. Buklod Ambassador: Ivy Jane Torregosa
2. Function:
a. It is the office under the Buklod Ambassador where they are to
aid the ambassador in complying with the resolutions.
3. Structure:
a. Buklod Ambassador
b. Secretary-General
c. Finance Officer
d. Committees:
i. Publicity
ii. Creative
iii. Logistics
a. On members:
i. At the start of the semester, the office comprised of 12
members. There were some who resigned. Eight (8)
members still remain at the end of the semester, in
which seven (7) are active.
ii. They also expressed the same sentiments with the
other committees on members and their commitment.
b. What went right:
i. All resolutions were started and done.
ii. They only lack a research team especially for (1) Anti-
Political Dynasty Bill and (2) Anti-Mining Bill
iii. They were able to tap SAMAHAN Committees during
their events especially during Pray For Zamboanga
movement.
a. More members for Data Research
b. Increase the budget
i. There were moments when they partnered with
different offices, such as the University Community
Engagement and Advocacy Council (UCEAC), Office of
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the President, and SALAM, since there was a lack of
funds.
c. Bring at least one member from OBA to Buklod Atenista Annual
Conference
i. Ivy Torregosa said that although members from
SAMAHAN are responsive in the discussion, what they
lack is the implementation.
a. Ivy Torregosa gave much appreciation to the previous
administration since they were very supportive of its endeavors.
b. Peter Paras asked the SCB if there was excess money from the
past administration.
i. Allexy Flores said yes.
ii. Peter Paras raised a follow-up question asking if why did
OBA had to outsource if there was excess money in
SAMAHAN.
iii. Ivy Torregosa responded that the process of asking
money from SAMAHAN is very lengthy. They also had a
problem with their Finance Officer.
c. Regel Asuero asked Ivy Torregosa if there was a partnership
with the divisions through the Division Representatives.
i. Ivy Torregosa replied that the partnership they had with
the Division Representatives was through information
dissemination.
vi. Ecotenista Advocacy
1. Outgoing Committee Head: Lem Manalo
Assessment Presented by: Precious Undag
2. They were previously called as the SAMAHAN Environmental Unit.
3. Members:
a. They have 45 members in the committee, with many of its
members come from the School of Education.
a. They conducted a lot of activities, but the problem was they
were also the only ones who knew of the events they join.
b. They cannot feel the support of the SAMAHAN.
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c. One of their activities was the Ocean Awareness Week.
d. Their goal was to inform other people of the environmental
issues in the community.
a. Collaboration of Committees and Divisions
b. Participate and Initiate Proper Solid Waste Management
a. Regel Asuero asked Precious Undag if the committee also
carried out police function.
i. Precious Undag said yes but they lack enforcement.
b. Allexy Flores asked if the committee lack funds.
i. Precious Undag replied that if they rely funds from OSA
and SAMAHAN, the funds would not suffice. They tap
externally, like companies who are in support of the
advocacy.
c. Regel Asuero asked if there were policies raised to the board
based on the committees recommendations.
i. Precious Undag said no.
ii. Mike Leyson responded that there was a board
resolution drafted during the previous administration
on the responsible use of tarpaulins.
2. Buklod Atenista Annual Conference
a. Finalization of Delegates
i. Peter Paras reiterated what he discussed in the previous meeting relating to the
annual conference to be held in Ateneo de Naga University (AdNU) on May 27-
31, 2014.
ii. Regel Asuero informed the SCB that they have to consider again five (5)
delegates for Buklod Atenista, instead of the six (6) delegates agreed upon the
previous meeting.
1. Based on Allexy Flores computation, the total number of expenses for
five (5) delegates is already Php 67,000.00. Expenses cover
transportation expenses and registration fee only.
2. The transportation expenses listed above covers the estimated expense
on a ticket from Davao to Manila (and vice versa) via Cebu Pacific and a
bus ride from Manila to Naga (and vice versa).
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iii. Ivy Torregosa raised to the SCB that Michael Leysons function is to aid the BAPS
in presiding over the Conference. He asked Peter Paras if it is possible that BAPS
will carry over Michael Leysons expenses.
1. Peter Paras replied that if thats the case, there will be an increase of
around Php 500.00 per delegate per school. They base the registration
fee on the external efforts of the sponsorships coming from AdNU.
iv. Allexy Flores asked Peter Paras the final amount for the registration fee. Peter
Paras said that the maximum registration fee is Php 5,500.00. Peter Paras will
ask AdNU of their final decision on Sunday.
v. Regel Asuero told the board that they have to finalize the list of delegates for
Buklod Atenista. He asked the Division Representatives and the Treasurer if they
willing to join the Conference. No one answered. Thus, it was settled that there
will be five (5) delegates for Buklod Atenista.
b. Topics to Discuss in Buklod Atenista Annual Conference
i. Peter Paras explained to the board of the process of discussing issues and
creating of resolutions in the conference.
1. Each Ateneo school will choose one issue to discuss for one (1) hour. It
may be an internal issue or a national issue. The student governments
usually raise issues present during the previous administration or even
pressing issues in school. Through this discussion, it explains the kind of
lens the student government has. After the discussion of the issue, they
are to solicit opinions from different student governments. Resolutions
will be drafted afterwards.
ii. Regel Asuero asked the board to identify relevant issues in the University,
especially in Davao and Mindanao. The following were raised by the board:
1. Mindanao Power Crisis
2. Implementation of Bangsamoro
3. ASEAN Integration 2015
4. Mindanao 2020
5. Student Apathy
6. Solid Waste Management
7. SAMAHAN Constitution
8. K-12 Implementation
9. Teacher Incompetence (Teaching Methods)
10. Issue on Integrity
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a. Good Governance, Money-Handling
3. SAMAHAN Tagline
a. The SCB was asked if they have taglines in mind.
b. This will be further discussed during the Long Range Planning (LRP).
4. Sem-Starter Activity
a. The SCB identified the goals for the activity:
i. To inform the students of where we will be leading them this school year.
ii. To inform them of the activities of the year
iii. To introduce the officers
iv. To let them know that the SAMAHAN is approachable and accommodating
v. To inform the students of their rights and responsibilities.
b. Allexy Flores suggested to assign heads for the activity. It was agreed that Troy Vergara
and Jeos Casilac will be the heads for the Sem Opener Activity.
c. The deadline of the Proposal from the event heads will be on May 7, 2014.
d. This will be further discussed on the next meeting, May 10, 2014.
5. Other Matters
a. Ateneo Migration Center
i. They tapped the SAMAHAN to inform the students of their program, Unity for
Empowerment: Sessions on Financial Literacy, Leadership, and Social
Entrepreneurship, Training Program for Families of Overseas Filipinos.
ii. The payment for the sessions is Php 3,000.00. Students may opt to pay per
session, amounting to Php 100.00 per session.

NEXT MEETING

The schedule of the next meeting will be on May 10, 2014, 6 PM at the SAMAHAN Office.

MEETING ADJOURNED

There, being no more matters to be discussed, the meeting was adjourned at 11:02 PM.

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Prepared by: Noted by:

MICHAEL ZACHARY A. LEYSON REGEL KENT A. ASUERO
Secretary-General President
SAMAHAN Central Board SAMAHAN Central Board

May 2, 2014 SCB Meeting Report of Minutes

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