Xavier University-Ateneo de Cagayan

The Central Student Government

A C E S A S C C IT S C C O N U S C S S C S B M S C T G U N IT A S S A E C O

2nd Executive Board Meeting Minutes of the Meeting Date and Venue: April 10, 2013, Central Student Government Office Meeting was called to order at 2:40 PM Meeting was adjourned at 4:30 PM Presiding Officer: Princess Kimberly V. Ubay-ubay, CSG President Officers present:
President Princess Kimberly Ubay-ubay Executive Secretary JM Daaca Associate Executive Secretary Leasusana Ty DEAN Pauline Giani Montellano One CDO Convener Gilbert Banabana Jr. OAA Mark Gertrudo Amon OBF Louis Andrew Akut ORCI Jahre El Leonard Tanedo Events Committee Head John Kenneth Rizon Straw Representative Datu Moden Talandig OC Representative Jess Batoon OC Representative Chelly Mia Lluisma

Officers absent:

Vice President - Harold John Laborte DSSW Merte Gay Soronio DMSA - Mark Adrian Taganahan DACA Apple Lepon Multimedia Committee Head - Ma. Roqueza Asuncion A. Gopez Buklod Atenista Committee Head - Albert Wences Daba III

Agenda:
Presentation of initial projects and programs per executive unit Budget Allocation Government Strategic Planning Group Dynamics

Matter Arising:
Ms. Ubay ubay proposed the following activities/ projects: Magis Grant Aid Program a program that aims to provide financial support to other extra-curricular and co-curricular organizations in Xavier University (XU) High School Leadership Program a program that offers orientation and workshops about CSGs concept and strategies in planning for activities and projects; open to all high schools in CDO OBF Head proposed the following activities/ projects: Seminar on How to make a Project Proposal

Book of accounts to monitor accounts and cash out and in flows Petty Cash Fund Guidelines Financial Consultant for each unit for better financial management Chart of accounts to present an understandable way of presenting cash outflows Ms. Ubay-ubay suggested a quarterly display of cash outflows online Because the ORCI was not well sustained last year, no papers nor data were left for the current administration to use. But after looking through Mr. Tero IIs administration, the ORCI head found out that the said department had served as CSGs information center. ORCI Head proposed the following activities/ projects: Seminars/ Training a project aiming to orient both CSG officers and units on social research and research ethics, statistical treatment methods, surveying and research and excel operations. Survey and Research a project focused on gathering data from polls and surveys from students on assigned dates. Office Evaluation a project aiming to included a better basis for evaluations during Mid-year and year-end evaluations; includes the units own gathering/ bonding Council Conference and Synergy a program that provides assistance to the councils whenever they want to survey on a matter; this program requires a representative from every council Student Conference a program aiming to formally present to the students body the acquired data from the units researches and findings Ms. Ubay-ubay proposed to conduct online polls, one of which is about knowing the top 5 concerns that the students are facing in school Mr. Amon said that the OAA was responsible in managing the office, producing snacks during meetings and such and personal relations in and out of the office. OAA Head proposed the following activities/ projects: System Transfer (LEAD) a program that aims to keep a track record of the office, historical lineage and project documentation through online archiving Maximizing Resource ( in collaboration with the OBF) a project focused on resource management to help minimize excess and unnecessary cash outflows Sponsorship - gaining sponsors from outside institutions and companies to further provide a wide range of motivational rewards Office Order and Personal Relations a project aimed to promote good relationships between the officers and units to help avoid internal conflict; in part of this project a birthday board will be made, a celebration of achievements will be launched and Friday movie marathons/popcorn nights will be arranged OC Representatives proposed the following activities/ projects: Empowerment of student amplify a project aiming to put XU student amplify to its fullest potential Bulletin Board Update a project aiming to help the students keep tract of the latest information and announcements through updated bulletin board postings in campus Ms. Ubay-ubay reminded that last year, the OC was not visible; the OC is CSGs bridge to the students which is why it is important that CSG has to make concrete steps to empower the units and the students. In line with this thought, Ms. Ubay-ubay suggested that the administration (mainly the OC) shall create a new brand name of XU student amplify and a release an official video which contains a message that tells the students the CSG is there for them, CSGs hotline number and website. One CDO Head proposed the following activities/ projects: One-CDO Summit one of the traditional programs under One- CDO; more colleges will be invited to the summit to help spread nation empowerment One-CDO Convention also one of the traditional programs under the unit; meet up with LGU Partnership with outside institution Create One-Mindanao summit/gathering with a purpose for nation building Ms. Ubay-ubay also suggested that whenever possible, as part of the youth CSG as a youth should have a stand on issues Events Committee Head proposed the following activities/ projects: Early planning of events for easier and organized program flow Entrance concerns formulating a more effective and better entrance admission and priority Ms. Ubay-ubay affirmed that there is a need for a better system in planning events especially that

CSGs face-value is judged by the students on the quality of the events presented to them. This is also why the administration needs a good amount of man power for better work efficiency. STRAW Representative proposed the following activities/ projects: List of Officers in each council Counseling office to provide a venue for students to share their concerns to STRAW personally and privately A new brand name/ slogan/ tagline to encourage students to approach STRAW for their concerns Partnering with PAO to further help aid STRAW in addressing the concerns of the students Reports on student concerns every week Creative promotions (in partnership with Dulaang Atenista) to help students know about STRAW Ms. Ubay-ubay suggested a partnership with the National Youth Commission for back-up and prepare a checklist and status update on student concerns Executive Secretary proposed the following activities/ projects: Uni-wide Secretary Seminar a project aiming to properly orient the participants on a secretarys true job description and responsibilities; secretaries from all organizations are invited Government Strategic Planning Ms. Ubay-ubay presented the board the format of CSGs documentation reports and had stressed the importance of dates in planning the events most especially because of the occupation of the high school students in the college during the next semester. Furthermore, Ms. Ubay-ubay shared the board some of tips and strategies for better planning on projects and activities. o Paretos Principle - the 80/ 20 % rule which means that among the 100%, 20% are vital while 80% are trivial. As an example, Ms. Ubay-ubay mentioned that of the 200 volunteers that CSG are to have only 20% or less of these students will remain passionate and fervent in service at the end of the school year. In addition, she stated the importance of man-power in organizing events which is why it is best that the administration have more activities on the 1st semester where approximately 80% of the student volunteers are active. o Incentive Theory a theory which presents rewards to further motivate the recipient to do a job. Ms. Ubay-ubay once again stressed the importance of having a good amount of man-power which is why she stated that the administration should provide incentives to motivate the volunteers to be more active. o Project Collaborations Ms. Ubay-ubay reminded if ever the units would share a common cause and role in a project, collaboration is very much welcome as it also helps maximizing resources.

Other Matters On the next following meetings, the board shall assign an officer/ unit head to lead the prayer, share a quote on leadership and give an ice-breaker.

Prepared by:

<signed> Leasusana Ty Associate Executive Secretary