June 27, 2014 SCB Meeting Report of Minutes

Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel No.: (082) 285-4961 | (082) 221-2411 local 8328

E-mail: [email protected] | 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: June 27, 2014

Time: 9:00 PM

Venue: SAMAHAN Office

Attendance:

Present:

SAMAHAN Central Board:

1. Regel Kent A. Asuero, President

2. Michael Zachary A. Leyson, Secretary-General

3. Allexy A. Flores, Treasurer - late

4. Alexis G. Alberto, Accountancy Representative

5. Jeos Earl A. Casilac, Business and Management Representative 6. Marielle P. Banawan, Computer Studies Representative 7. Troy Stephen E. Vergara, Humanities and Letters Representative - late

8. Kristina Vade I. Santos, Natural Sciences and Mathematics Representative

9. Precious Kyrie “Darleen” P. Undag, School of Education Representative

10. Miguel Ian Gabriento, School of Engineering and Architecture Representative - late

11. Anna Franchezka B. Macrohon, School of Nursing Representative

12. Jessa Mae B. Suico, Social Sciences Representative

13. Maryin Feliz S. Yap, CCO Internal Vice-President

14. Kyle Elvin J. Calica, CCO External Vice-President - late

Committee Heads and Appointees:

Office of the President:

1. Daniel Dei D. Mañacap, SAMAHAN Environmental Unit Head

2. John D. Chin, SAMAHAN Research Team Head

3. John Ray S. Magbanua, SAMAHAN Welfare Head

4. John Rhyl L. Sialmo III, 31st Buklod Atenista Ambassador

5. Gwena Dale M. Caubang, Executive Secretary to the President

6. Honeylene M. Abas, External Affairs and Networking Director

Office of the SAMAHAN Secretary-General:

1. Dennis Mark A. Casas, SAMAHAN Communications Head

2. John Kevin N. Espino, SAMAHAN Creative Team Head

3. Charlene J. Sumaoy, SAMAHAN Productions Head





Office of the Treasurer:

1. Glenn A. Balaga, SAMAHAN Office of the Treasury

2. Fhrietzl Jien L. Liboa, SAMAHAN Task Force Head

Absent:

1. Patrick John E. Comoda, External Vice President/CCO Chairperson

2. Ivy Jane A. Torregosa, Buklod Atenista Permanent Secretariat (BAPS) Secretary-General

3. Jacobo Luis M. Ayala, Supreme Student Government Confederation (SSGC) Ambassador

AGENDA

1. Approval of Minutes

2. Nomination of University Committees

3. Presentation of Projector Rental System

4. Committee Recruitment Updates

5. Class Election and GA Election Updates

6. 2014 SAMAHAN Constitutional Amendments

7. First Year Representatives

8. AFARM Updates re CARPER Law

9. Treasury Updates

10. Role Tasking for SAMAHAN Committee Team Building on July 24

11. Other Updates

a. Results of Enrollment Concerns

b. Bulletin Boards

12. Other Matters

CALL TO ORDER

Having reached a quorum, the meeting was called to order at 9:15 PM by Regel Asuero, SAMAHAN

President. Opening Prayer was led by Jessa Suico. The SAMAHAN President presided over the meeting

by first enumerating the agenda.

PRESENTATION AND DISCUSSION OF AGENDA

1. Approval of Minutes

a. Michael Leyson read the minutes of the previous meeting.

b. The minutes of the previous meeting was approved by the SAMAHAN Central Board.

2. Student Representatives for University Committees





a. Academic Council

i. 2 seats

ii. Regel Asuero

iii. Michael Leyson

b. Student Services Committee

i. 2 seats

ii. Based on the previous meeting, the appointed student representatives are:

1. Allexy Flores

2. GA Chairperson

iii. Regel Asuero said that there should be an interim representative in lieu of the

vacancy of the GA Chairperson’s slot according to the Office of Student Affairs.

iv. Vade Santos nominated Anna Macrohon as Interim Representative. It was duly

seconded and voted upon by the SAMAHAN Central Board.

c. Student Affairs Committee

i. 4 seats

ii. Michael Leyson raised a point of clarification that the CCO Executive Board are

the representatives for SAC.

1. CCO Chairperson

2. CCO Internal Vice-President

3. CCO External Vice-President

4. CCO Secretary-General

d. Disciplinary Board

i. 4 seats

ii. Regel Asuero submitted the names of the following to OSA as representatives

for Disciplinary Board:

1. Ivy Jane Torregosa

2. John Kevin Espino

3. John Rhyl Sialmo III

4. Maria Margarita Chua

iii. A motion to approve the nomination was raised by Vade Santos and duly

seconded by Miguel Gabriento. The motion was approved by the SCB.

e. Standards Committee

i. 2 seats

ii. Vade Santos nominated Jessa Suico and was seconded by Troy Vergara.





iii. Michael Leyson nominated Vade Santos but the nominee rejected the

nomination.

iv. Troy Vergara nominated Miguel Gabriento and was seconded by Anna

Macrohon.

v. The board approved of the two nominations for Standards Committee.

f. Library Committee

i. 2 seats

ii. As approved in the previous meeting, the representative for Library Committee

is Precious Undag.

iii. Regel Asuero said that there is a need to appoint another student

representative for the committee.

iv. Second Nomination:

1. Michael Leyson nominated the GA External Vice-President and was duly

seconded by Jessa Suico.

2. The board approved of the nomination.

v. Interim Representative

1. Michael Leyson nominated the CCO External Vice-President, Kyle Calica.

The nomination was closed by Vade Santos and was duly seconded by

Precious Undag.


vi. Honors and Awards Committee

1. 2 seats

2. Michael Leyson is appointed as one of the representatives.

3. Jeos Casilac was nominated by Vade Santos and was duly seconded by

Jessa Suico.

4. The nominations were approved by the board.

vii. Graduation Committee

1. 3 seats

2. Nominations are:

a. Regel Asuero

b. Allexy Flores

c. Patrick Comoda


g. Motion to proceed to the next agendum was raised by Alexis Alberto and was duly

seconded by Allexy Flores.





3. Presentation of Projector Rental System

a. The Projector Rental System was developed and presented by Noel Magulta, member of

the SAMAHAN Creative Team

b. The SCB approves of the rental system and will be used on Monday.

4. Committee Recruitment Updates

a. Committee Heads reported updates on Committee Recruitment.

b. Office of the Buklod Ambassador (OBA):

i. Interview will start on June 28 and be continued on June 30, 2014.

c. SAMAHAN Environmental Unit:

i. The interview started last Wednesday, June 25, and ended on Friday, June 27.

ii. There were 19 old members and will accept 6 new members.

d. SAMAHAN Research and Development Unit:

i. A total number of 37 applicants submitted application forms, of which 8 applied.

ii. 22 of them were already interviewed, 5 to be interviewed the next day (June

28), and 7 were not able to undergo the interview.

e. SAMAHAN Welfare:

i. A total of 26 applicants submitted application forms; however, 8 backed out.

ii. 16 were already interviewed.

iii. Jana Magbanua sought help to the Division Representatives and the CCO

Executive Board in looking for members within the Committee since they are

minority groups:

1. Persons with Disability (PWDs)*

2. Indigenous Peoples (IPs)*

3. Muslim Community*

4. Scholars

5. LGBT Community

6. Foreign Students*

* - minority groups that are needed help from Division Representatives and CCO

iv. Regel Asuero said that there was a proposal that foreign students are required

to join an organization for foreign students.

v. Troy Vergara said that Jana may tap Mindanawon for Indigenous Peoples.

vi. Jessa Suico said that she will provide names of students enrolled in Islamic

Studies.

vii. Marielle Banawan said that she can help tap Mindanawon.

f. SAMAHAN Productions:





i. Total number of applicants: 28

ii. There will be re-screening of old members.

iii. Interview for old and new members will be conducted at 1:00-5:00 PM.

iv. There will be co-interviewers coming from the alumni of SAMAHAN

Productions.

v. There were many applicants coming from different divisions.

vi. Concerns:

1. Skills-wise, it is difficult for SAMAHAN Productions to scrutinize;

however, they will focus this concern through the Interview.

2. They will also conduct a host-hunting event. They planned to organize it

on July.

3. Trainings for members will be conducted.

g. SAMAHAN Creative Team:

i. Recent Projects:

1. Responsible Voting

ii. Recruitment will be held on the 2nd Week of July 2014

1. They will recruit 9 members.

iii. They were not able to align the schedule of recruitment with other committees

since they undergone evaluation of their committee.

iv. John Kevin Espino said that if SECs need their help, they are to submit a letter

addressed to the SCT Head, while committees may directly seek help to SCT.

h. A motion to extend the discussion for 5 minutes was raised by Michael Leyson and was

duly seconded by Allexy Flores.

i. SAMAHAN Communications:

i. 3 Phases:

1. Content Writing Exam – conducted last Wednesday (June 25)

2. Documentation Exam – supposed to be conducted during the Forum,

but was not able to push through

3. Interview – Saturday (June 28)

ii. They will still check their Content Writing Exam.

j. SAMAHAN Office of the Treasury:

i. There were 26 applicants and interviews started last Tuesday.

ii. Allexy Flores suggested to change the name from SAMAHAN Office of the

Treasury to “SAMAHAN Audit Commission” (SAMAC).

iii. Ms. Reah Carpio is their Audit Consultant.





iv. The board raised to suggest another name as replacement to SAMAHAN Office

of the Treasury:

1. Commission on Audit (COA)

2. Commission on Internal Audit (CIA)

v. The board voted upon the new name of SOT. By a vote of 12, the new

committee name of SOT is now Commission on Internal Audit.

vi. A motion to extend for 5 minutes was raised by Allexy Flores and was seconded

by Jessa Suico.

k. SAMAHAN Task Force:

i. They are undergoing deliberations.

ii. Allexy Flores recommended to reduce the number of Task Force members to 6-

7.

iii. They will conduct a recruitment for Fiesta Committee on the 2nd Week of July.

l. Committees’ Concerns:

i. Committee Members should be given rooms for meetings during Activity Period.

1. It was agreed upon to reserve 1 room per office (President, Secretary-

General, Treasurer).

ii. Committee Heads are to submit a monthly report on their committees.

1. They should submit their report every last Friday of the month.

5. Class Election and GA Election Updates

a. Social Sciences:

i. Total Sections: 35-36

ii. 34 Sections already done with the Class Election

1. Social Work 4 was not able to conduct its class election since during

MWF Schedule, they are on their Field Work, while no SEC Officer is

available during TTH Schedule.

2. Section S6 was not also able to conduct its election since they had an

early dismissal.

b. Business and Management:

i. Conducted Class Elections through their Batch Student Executive Councils.

ii. Elections for the 4th Years, 3rd Years, and 1st Years are already done.

iii. 2nd Years are to be elected during NSTP Classes.

c. Natural Sciences and Mathematics:

i. They are already done except for the First Years since the FYs will conduct their

elections through FYDP.





d. Humanities and Letters:

i. They are already done except for classes from Philosophy

e. Engineering and Architecture:

i. They are already done with the class elections.

ii. They coursed the elections through their Course Representatives.

f. Computer Studies:

i. They are done with the class elections; however, 1 class left their envelope.

g. Education:

i. They are done with the elections.

h. Nursing:

i. They are done with the elections; however the envelopes are still with the

classes since they were on duty.

i. Accountancy:

i. They had a hard time electing class officers.

ii. Out of the 68 sections of Accountancy, 75% of the classes already completed

the elections.

j. COMELEC’s deadline to submit the electoral forms is on June 30, 2014.

k. Representatives were also able to promote responsible voting.

l. GA Updates:

i. Schedule:

1. July 4 – GA Orientation

2. July 11 – GA Executive Board Elections

ii. The board is expected to be present during the GA Orientation.

iii. Regel will be the Presiding Officer of the GA Executive Board Elections.

m. Motion to Proceed to the next agendum was raised by Michael Leyson and was


6. 2014 SAMAHAN Constitutional Amendments

a. Regel Asuero read the ways to amend the Constitution as per stated in the 1982

SAMAHAN Constitution.

b. Regel Asuero said that given that SAMAHAN has a concern on the transitory provision

on the 2014 SAMAHAN Constitutional Draft, the SAMAHAN does not need to create a

Constitutional Commission to change the provisions. The SAMAHAN Central Board can

amend or revise the Constitution and propose it to the students.





c. Regel Asuero asked if the board can agree upon to organize an event that would

showcase the importance of the Constitution and its amendments. The SAMAHAN can

convene as a government prior to the plebiscite.

i. He further stressed that before the SAMAHAN organizes the event, everything

should be set. Everything should be formalized and verbalize the changes.

ii. The proposed constitution will be presented to the students and a press

conference will be also be conducted.

iii. The SAMAHAN Central Board approves of the idea of conducting this event.

d. The Board has decided to conduct the Constitutional Plebiscite on September 3, 2014.

e. Motion to proceed to the next agendum was raised by Alexis Alberto and was duly


7. First Year Representatives

a. COMELEC raised their concerns of not approving the election of First Year

Representatives in the SAMAHAN Central Board.

b. Regel Asuero raised the primary concerns:

i. Before we immerse to the new structure in the proposed 2014 SAMAHAN

Constitutional Draft, we will have a transition of not electing First Year

Representatives.

ii. COMELEC’s concern on organizing a SEC for First Years when in the first place,

they are already part of their divisions.

c. Michael Leyson further stressed the concerns:

i. First Year Representatives were elected before in the context that First Year

Students belong to the FY Division and their Division Chairperson was the

Admissions Office.

ii. First Year Representatives are not recognized by the divisions under their

chosen courses.

iii. The divisions of the University changed.

iv. First Year Students are also intensified through their own divisions.

v. FYSEC is no longer under the First Year Development Program as their structure

realigned with the Arrupe Office of Social Formation.

d. Questions were raised by the Division Representatives:

i. Jessa Suico said that they have First Year Students who mix with other divisions.

They can’t locate other students. SS courses include such as Sociology, Social

Work, etc.





ii. Sir Lunar Fayloga emphasized that some belong to a few sections that are not

part of their divisions.

iii. The discussion on this matter was laid on the table by Michael Leyson and was


e. A motion to divide the house to remove the First Year Representatives from the

structure of SAMAHAN Central Board was raised by Allexy Flores and was duly seconded

by Michael Leyson.

i. Regel Asuero divided the house.

Yes No

1. Michael Leyson 2. Allexy Flores 3. Marielle Banawan 4. Troy Vergara 5. Vade Santos 6. Miguel Gabriento 7. Precious Undag 8. Maryin Yap – ½ vote 9. Kyle Calica – ½ vote

1. Alexis Alberto 2. Jeos Casilac 3. Anna Macrohon 4. Jessa Suico

Absent: Patrick Comoda

ii. The number of votes to remove the First Year Representatives from the SCB is 8

out of 13.

iii. By majority vote, the motion was duly approved.

iv. Minority was heard:

1. Alexis Alberto:

a. Alexis Alberto said that he likes the structure of including First

Year Representatives because not all Student Executive Councils

could cater to their needs.

b. He further stressed that even though they are trying to reach

out to the FYs, they have their own activities like the ones

organized by the FY Representatives.

c. In divisions, there is a difficulty in terms of empowering them.

d. For Accountancy, the focus of the SEC right now is more of

activities planned prior like Fiesta and other activities. They

tend to forget to organize activities specifically for the First Year

students.

e. For him, it is all about empowerment.





f. In summary, grounds for not voting for the dissolving of FY Reps

in SCB:

i. Empowerment

ii. Second Chance (Ideals, Probable Activities they can

materialize)

2. Jessa Suico:

a. She was confused of the importance of First Year

Representatives.

3. Jeos Casilac:

a. He was also confused of the importance of FY Representatives.

4. Sir Lunar Fayloga:

a. He is not interested with event-organizing. He finds that the

FYSEC is an exposure to leadership, a learning experience.

5. Troy Vergara:

a. He stressed that if the FY Representatives are an avenue to

reach out to the students to SAMAHAN and to train leaders and

be exposed to leadership, how about the SECs?

b. Activities of the First Years may empower and unite the FY

Community but it is not that intense. Divisions can still have

activities which can empower the FYs.

6. Regel Asuero:

a. When asked of the performance of FY Representatives in the

previous administrations, he said that FY Representatives are

seldom talking; there were a few to none agenda that are

relative to their concerns.

b. They seldom raised concerns for First Years.

c. The FYs are more empowered now since they are now allowed

to join organizations.

7. Michael Leyson:

a. It was difficult for the First Year Representatives to handle

around 2,000 students coming from the 9 divisions, compared

to 500 students in the context of the 1982 Constitution.

b. There is a role confusion of FY Representatives from the Division

Representatives.

8. Precious Undag:





a. The divisions should be centralized.

f. A motion to proceed to the crafting of the Resolution was raised by Allexy Flores and

was duly seconded by Vade Santos.

g. Grounds for Crafting of a Board Resolution:

i. Obsolete in the Constitution

ii. Realignment to Divisions

iii. Involvement

iv. No definite structure

h. A motion to extend the agendum for 10 minutes was raised by Michael Leyson and was

duly seconded by Jessa Suico.

i. Alternate in the Wherefore clause:

i. Incorporate First Year Community in Division SECs

ii. Empowerment of First Years in Clubs

j. Michael Leyson is tasked to draft the Board Resolution and to be presented on the next

SAMAHAN Meeting on July 4, 2014.

8. AFARM Updates re CARPER Law

a. John Rhyl Sialmo, Buklod Ambassador reported the AFARM Updates:

i. He apologized for the rush changes of events for CARPER Forum. However, they

conducted another forum on June 27 entitled, “CARPER Law: A Deeper

Perspective”.

ii. They had a hard time looking for speakers; a lot speakers declined.

iii. A roundtable discussion was conducted instead of a forum.

iv. A candlelighting ceremony was conducted after the roundtable discussion.

v. Signature Campaigns:

1. Some divisions haven’t mobilized their divisions

2. Current count: 790

3. Forms: Invited ARO and CCO but no response.

4. They recognized the stand of SAMAPULA.

b. Regel Asuero said that this was the first litmus test on Social Advocacies. He asked the

board of their observations.

i. It was difficult to sink in to students and the SEC

ii. The idea of CARPER is not mainstream.

iii. “We are fighting for the welfare of the people and the common good. It’s a

continuous challenge.”





iv. On the relationship with the Division Representatives, Regel Asuero said that he

gave the power to the Buklod Ambassador to directly inform the Division

Representatives. Representatives should mainstream Buklod Atenista. He also

requested the board to raise initiatives of mainstreaming Buklod Atenista.

v. On Level of Participation of Divisions in the Event:

1. SS – They were able to bring participants but did not attend.

2. BM – 2

3. NSM – 1; The division had their GA.

4. HumLet – Mass Communication Students had their GA in SINIKOM.

Philosophy students had their GA Election.

5. EA – Last Monday, they were able to bring representatives. On Friday,

they had talents auditions.

6. CS – They had their emergency meeting.

7. Nursing – They were on duty, others on Red Cross

8. SOE – Students were responsive. They have a point system.

9. Accountancy – They had a SEC Meetin on upcoming Sportsfest.

vi. Allexy Flores asked if the clubs were oriented of the events.

1. Maryin Yap said that the event was on short notice.

vii. Precious Undag said that before the students sign, they should know what the

cause is fighting for.

9. Treasury Updates

a. Update on Bank Accounts:

i. Requirements were already submitted to the Treasurer.

ii. People were able to submit their IDs; however the following had their

signatures in their IDs inconsistent with their signatures in the forms:

1. Katie Tabudlong

2. John Chin

3. Glenn Balaga

4. John Rhyl Sialmo

iii. Everyone was able to submit except for CCO.

iv. The next requirement is the government ID. Since everyone doesn’t have a

government ID, there is another form to fill-up. On ATM Cards, they will be

available next week.

b. Limits on Snacks on Committees:

i. Allexy Flores further stressed the discussion during the LRP.





ii. Snacks – Php 20.00 per person

iii. Meals – Php 35.00 per person

iv. If they go beyond that, they have to reimburse.

c. Realignment of Budget:

i. Allexy Flores suggested a breakdown of the FY Budget:

1. Return the Php 2,000.00 budget to CCO.

2. Realign Php 5,000.00 to General Funds.

ii. A motion was raised to divide the house to realign the Php 5,000.00 budget to

the General Funds was raised by Alexis Alberto and was duly seconded by Allexy

Flores.

1. Votes for those who are in favor: 13 Votes

iii. A motion was raised to divide the house to realign the Php 2,000.00 budget to

CCO was raised by Maryin Yap and was duly seconded by Allexy Flores.

1. Votes for those who are in favor: 13 Votes

d. Printout of 1st Semester Schedule

i. The printout of the 1st Semester Schedule was asked from the SAMAHAN

Officers, Committee Heads, and Appointees.

ii. It will be used as documentation for those who are available and cleaners for

the day.

iii. The cleaners of the day will start on July 1, 2014.

iv. Allexy Flores will provide a monitoring sheet.

v. All printouts should be given to Fhritz Liboa.

vi. Anna Macrohon requested to schedule her within the TThS schedule.

e. Projector Rental Policy:

i. Allexy Flores said that there was an incident wherein for two days, the projector

was not available since ASEC was not able to return it after they have used it

during their Orientation. There were a lot of complaints, mostly coming from

those who reserved the projector on those days.

ii. She further said that she has talked to the person held liable. She said that as

consequence to the incident, (1) he has to text the persons who reserved the

projector to apologize, and (2) since the rental per class period is Php 100.00,

she had the instinct to charge the cost (Php 800.00) to ASEC. But then she has

decided to lessen the expense.

iii. Alexis Alberto said that he recognized his fault. As a representative, the incident

and consequences were not informed. He requested the board to leave the





incident as a warning, and after this, there will be a clear policy on projector

rentals.

iv. Regel Asuero said that there are rules that are not needed to be put into letters.

For an instance, there are rulings in the Supreme Court that they put it in the

spirit of the law.

v. Miguel Gabriento agrees with Alexis Alberto. The board should consider this as a

first offense, then make a manual.

vi. Vade Santos further stressed that next incident the same as this, it will be the

responsibility of the one held liable.

vii. Allexy Flores said that clubs and divisions are not paying for the use of the

projector. They should respect the value of time. The SAMAHAN will be put into

bad light if they don’t follow the rules.

f. Motion to proceed to the next agendum was raised by Allexy Flores and was duly

seconded by Michael Leyson.

10. Role Tasking for SAMAHAN Committee Team Building on July 24

a. SCB will organize the Team Building.

b. Venue: School

c. First part: Orientation

d. Second: Actual Teambuilding

e. Motion to lay the discussion by Michael Leyson and was seconded by Allexy Flores.

11. Other Updates

a. Results of Enrollment Concerns

i. Michael Leyson said that there were only roughly 10 who responded in the

online survey. Division Representatives were not able to disseminate the

information to their constituents.

ii. Michael Leyson and John Chin will coordinate with regard to the online survey.

iii. They are to present next week.

b. Bulletin Boards

i. Allexy Flores listed offices that are not using bulletin boards at the Roxas

Benches.

ii. It would be nice to have a general bulletin board for events.

iii. The SAMAHAN should write a letter to PPO noted by Ma’am Eliab. If there is a

justification that they are not using the bulletin boards, they may allow the

SAMAHAN to use it.





c. Motion to proceed to the next agendum was raised by Michael Leyson and seconded by

Vade Santos.

12. Other Matters

a. Fiesta Meeting

i. The meeting will be conducted on July 4

1. 30 minutes will be alloted for Updating

2. The rest allotted for Fiesta 2014

b. FLSE Program

i. 2 representatives from SAMAHAN

ii. 9:00 AM-5:00 PM

iii. Representative: (1) Regel

c. Dugong Bughaw Bloodletting Activity:

i. Representatives: Anna Macrohon and Vade Santos

d. SAMAHAN Fiesta: Our Mother of Perpetual Help

NEXT MEETING

The schedule of the next meeting will be on July 4, 2014, 9:00 PM at the SAMAHAN Office.

MEETING ADJOURNED

There being no more matters to be discussed, the meeting was adjourned at 12:48 AM.

Prepared by:

MICHAEL ZACHARY A. LEYSON REGEL KENT A. ASUERO

Secretary-General President

SAMAHAN Central Board SAMAHAN Central Board

Documents

June 27, 2014 SCB Meeting Report of Minutes