Room 165, Arts and Sciences Building 3 Minutes of the Meeting 4 5 Last August 19, 2014, the University of the Philippines Cebu Student Council 2014 6 2015 conducted its 17 th official meeting at the Student Council Office. The meeting was called to 7 order at 6:49PM with 9 members present and 4 absent. The first half of the meeting was 8 presided by the Student Council Vice-Chairperson, Mr. France Kevin Degamo and the next half 9 by the Student Council Chairperson, Ms. April Dyan Gumanao. 10 11 12 The following were present in the meeting: 13 1. France Kevin Degamo (Vice-Chairperson) 14 2. Darl Octa Henessa Santos (Councilor) 15 3. Chatch Calderon (Councilor) 16 4. Christine Hellery Libres (4 th Year Representative) 17 5. Carmen Jonahville Matarlo (3 rd Year Representative) 18 6. Justine Luis Raphael Balane (3 rd Year Representative) 19 7. Patrick Byron Gattoc (2 nd Year Representative) 20 8. Hannah Lois Tidalgo (2 nd Year Representative) 21 22 The following were present but came in late in the meeting: 23 1. April Dyan Gumanao (Chairperson) arrived at 7:18PM class 24 25 The following were absent in the meeting: 26 1. Angel Rose Trocio (Councilor) family matter 27 2. Vince Francis Dingding (Councilor) STS appeal student representative 28 3. Christine Meriz Codera (4 th Year Representative) 29 4. Narlyn Dura (FA Representative) foot pain 30 5. Damsel Mondido family matter 31 32 UP Cebus Cookout 2014 OAD, Chelzee Salera, was also present during the meeting. 33 Councilor Santos was excused to leave at 7:10PM. 34 35 36 I. CALL TO ORDER 37 38 The meeting was called to order at 6:49PM. Quorum was established. 39 40 II. AGENDA 41 42 After the quorum was reached, the meeting was called to order and Vice 43 Chairperson Degamo presented the following agenda: 44 45 A. Minutes of the Meeting 46 B. Business Arising 47 C. Assessment of the Freshmen Orientation 48 D. Cookout Update 49 E. UP Summit 50 F. Peoples Congress 51 G. STS Campaign 52 H. Other Matters 53 Freshies Election 54 Org Fair 55 UP SMS 56 Invitation Letter 57 58 Vice Chairperson Degamo said to include VolCorp Update in the Business 59 Arising by Councilor Santos. A motion to approve the order of the agenda was raised 60 by Representative Gattoc and was duly seconded by Representative Libres. 61 62 A. Minutes of the Meeting 63 64 To approve the minutes of the 8 th official meeting held last August 12, 65 2014, the acting Secretary General, Justine Balane, presented it to the council. 66 The minutes was passed in rotation for each councilor to take turns in reading, 67 after, corrections were made. 68 69 A motion to approve the minutes was raised by Councilor Calderon and 70 was duly seconded by Councilor Santos. 71 72 B. Business Arising 73 74 a. VolCorp Update 75 76 Volunteer Corps Committee Head, Councilor Santos, gave her report on 77 how this committee is doing. According to Councilor Santos, the new freshmen 78 VolCorp helped during Freshmen Orientation. She also said that only 30 VolCorp 79 members are reflected in the official database of this committee. In line with this, 80 she asked all the present council members about the recruits of at least 10 81 members for VolCorp. So far, only Vice-Chairperson Degamo (with 6 students), 82 Councilor Calderon (with 4 students) and Representative Matarlo (with 3 83 students) secured recruits. 84 85 The VolCorp orientation will be happening next Friday, August 29, 2014, 86 4:00PM 6:00PM in AVR 2. To garner plenty of audience, the recruitment of 10 87 per student council member will be given a deadline, as proposed by Vice 88 Chairperson Degamo, which will be on the day before the orientation, Thursday, 89 August 28, 2014. Each council member, who heads in different committees, also 90 needs to prepare in explaining their own committees to attract volunteers. 91 92 VolCorp Committee Co-Head, Representative Tidalgo, asked Councilor 93 Darl if VolCorp members in the previous semesters were still included in the 94 database which is not the case. Vice Chairperson Degamo said to give to 95 Councilor Darl the previous contact database of VolCorp. 96 97 Representative Tidalgo was also asked to reserve AVR 2 for the 98 orientations since the logistics roster was not yet prepared. 99 100 b. FASO Letter 101 102 Although Representative Dura was not present during the meeting, she 103 explained to Vice Chairperson Degamo that FASO wont give the letter regarding 104 their overnights just yet since most of them are quite busy. Representative Dura 105 said that it will given soon when theyre not so busy anymore. 106 107 C. Assessment of Freshmen Orientation 108 109 Vice Chairperson Degamo suggested to use the SWOT (Strength, Weaknesses, 110 Opportunities, Threats) Analysis in evaluating the recent Freshmen Orientation last 111 August 18, 2014. 112 113 Strength. Representative Gattoc said that one of the strengths during the 114 Freshmen Orientation was that each registration table has a point person who will 115 guide the freshies to register and a point person who entertains or chats with the 116 freshies while waiting for their turns to register. Representative Libres added that 117 only few of the freshmen were not able to register their names in their specific 118 programs. Councilor Calderon also said that another strength during the orientation 119 was that freshies after registration were automatically sent to the specific program 120 areas of GTKY. Another strength, according to Representative Balane, was the 121 assurance of seat for everyone present since Mdm. Maglasang was informed ahead 122 about the lack of chairs. Representative also said that everything was managed well 123 by the OSA and the program was not overtimed. In terms of room wise, 124 Representative Libres said the venue, which us in the AS Lobby, was not really hot 125 and was therefore conducive for the orientation. Lastly, Vice Chairperson 126 commended the emcees during the orientation which were Representative Matarlo 127 and Councilor Dingding. 128 129 Weaknesses. Representative Gattoc pointed out that the giving of registration 130 forms were delayed because OSA thought that registration will start at 8:00AM 131 where in fact, it starts at 7:30AM. Representative Tidalgo also pointed out that there 132 werent enough registration forms for programs with large numbers of freshies. 133 Representative Gattoc also added that the Sciences Cluster shouldve had 2 tables 134 since there were a lot of them especially from the Computer Science and Biology 135 departments. Councilor Calderon also pointed out that although it was already 136 foreseen that these 2 programs were large in number, during the GTKY group 137 session, the program volunteers shouldve broke out into smaller groups in order to 138 accommodate and effectively entertain all freshies. Representative Libres said that 139 next time, the student council and program heads should have proper coordination to 140 have smaller groups in similar cases next time. 141 142 Opportunites. Butyag, the official publication of the Student Council, was 143 projected very well according to Vice Chairperson Degamo since 400 copies were 144 reproduced and a lot of information was disseminated. 145 146 Threats. Although Mrs. Maglasang was informed ahead about the lack of chairs, 147 some people werent able to sit down since the venue didnt allow it. Vice 148 Chairperson Degamo said that its a signal for the administration to provide facilities 149 that can accommodate more number of students since it is foreseen that the number 150 of freshies will increase every years especially with UP Cebus rebranding. 151 152 All in all, the student council rated the Freshmen Orientation 2.0 (with 1.0 being 153 the highest and 5.0 being the lowest). 154 155 D. Cookout Update 156 157 This agendum is off the record. 158 159 E. UP Summit 160 161 Chairperson Gumanao made a follow-up on the councilors whove done RTR for 162 the upcoming UP Summit this August 22, 2014 in the AS Lobby at 1PM. She said 163 that in order to invite more people, the council members should also do tambayan 164 hooping to invite more participants in meeting the Student Regent since this years 165 UP Summit has been already approved as an alternative class. Chairperson 166 Gumanao then assigned each council member to talk to the different teachers on 167 Friday morning, 10:30AM to allow their students to attend this alternative class: 168 Representative Balane and Representative Matarlo for Arts & Humanities Cluster 169 (Fine Arts and Mass Comm), Councilor Calderon and Representative Libres for 170 Social Sciences Cluster (Psychology and Political Science), Chairperson Gumanao, 171 Vice Chairperson Degamo and Couy6tg 172 ncilor Dingding for Sciences Cluster (Math, Biology and Computer Science) and Vice 173 Chairperson Degamo and Representative Tidalgo for the Management Cluster. 174 175 Councilor Trocio was said to have prepared the program for this years UP 176 Summit. Vice Chairperson Degamo then presented the approved letter from the 177 administration regarding the UP Summit. The council would also like to invite 178 speakers for this event which will be our dean, Atty. Liza Corro and our Asst. Dean 179 for Academic Affairs, Dr. Almocera. Chairperson will make the letter of invitation for 180 both speakers. 181 182 Representative Libres said that she might leave early during the UP Summit and 183 Representative Tidalgo asked for permission that she cant go since she signed up to 184 attend a conference on GO Negosyo in J Centre. 185 186 F. Peoples Congress 187 188 Chairperson Gumanao presented to everyone that the Peoples Congress will be 189 held this August 23, 2014. A registration form for 1 slot available was given to the UP 190 Cebu Student Council. Councilor Calderon said that Councilor Trocio will be fit to join the 191 congress since she is also heading the Peoples Initiative. Chairperson Gumanao then 192 said that publicity should be done double time. 193 194 Furthermore, Chairperson Gumanao said that the Cebu Coalition needs 10 195 volunteers from UP Cebu for the Peoples Initiative against Pork Barrel Launching which 196 will be a march from Fuente Circle to Plaza Independencia where the signature 197 campaign will officially start and she suggested that we should maximize the VolCorps 198 for these volunteers. Chairperson Gumanao said that all council members are required 199 to join. 200 201 G. STS Campaign 202 A motion to lay this agendum on the table was raised by Vice Chairperson 203 Degamo since the STS Campaign Head, Councilor Dingding was not present to give an 204 update during the meeting. Everyone present agreed to the said motion. 205 206 H. Other Matters 207 208 a. Freshies Election 209 210 Chairperson Gumanao said that she talked with the Student Regent 211 about this and said that a resolution can be passed to change the date on the 212 Freshies Election. The Student Electoral Board said that election should be in 213 between September or October. 214 215 A motion to pass a resolution was raised by Representative Libres and 216 Representative Balane. An amendment to change SEB to student council was 217 raised by Vice Chairperson Degamo was raised after reading the resolution. 218 219 A motion to approve the resolution was raised by Vice Chairperson 220 Degamo and was duly seconded by Councilor Calderon. However, Chairperson 221 Gumanao said that the resolution should be posted in the online group of the 222 student council for further amendments and corrections. 223 224 b. Org Presentation 225 226 The final date for Org Presentation according to TAO will be on 227 September 1-6, 2014. The Org presentation will be done on Wednesday, 228 September 3, 2014 and the All Orgs Summit on Saturday, September 6, 2014. 229 Chairperson Gumanao said that the council should coordinate properly with TAO 230 to effectively organize the Org Presentation for this year. In the next Student 231 Council meeting, August 26, 2014, Tuesday at 6:00PM, all organization heads 232 are invited to join. The invitation for the All Orgs Summit will also be distributed 233 during next weeks meeting. 234 235 Vice Chairperson Degamo also presented to the body the tentative 236 program flow and activities for the upcoming All Orgs Summit. 237 238 c. UP SMS 239 240 Vice Chairperson Degamo opened to the body what happened during his 241 meeting with the Assistance Dean for ---, Dr. Tiffany Tan. He said that a software 242 programmer proposed a new program in UP Cebu wherein if the administration 243 has an announcement, it will be automatically send to all students whose 244 numbers are registered in the database of this said program. The software 245 developer said that this mechanism has already been adapted in USJ-R 246 Campus. 247 248 Vice Chairperson Degamo clarified that all offices in UP Cebu can send 249 announcement to everyone. 250 251 However, an additional feel of Php 40 per student in every semester is to be 252 paid which is also only good for 40 messages or if they wish to have unlimited 253 messages then a fee of Php 80 is to be paid by every student in every semester. 254 255 Chairperson Gumanao contested the required fees to be paid for this 256 program. She said that the system itself is good, however, requiring the students to 257 pay another additional fee for this is not worth it. If they wish to adapt this, the admin 258 should take care of the expenses or use the deposit fee. 259 260 Representative Balane also said to ask the feedback of USJ-R first before 261 deciding on anything regarding this matter. 262 263 d. Invitation Letter 264 265 Chairperson Gumanao read the letter from --- regarding the Youth Leaders 266 Training (Leadership Training) which will be held in Baguio, September 19-22, 2014. 267 Vice Chairperson Degamo was asked to scanned the letter and post it online for the 268 other council members to see and read it thoroughly. 269 270 III. ADJOURNMENT OF THE MEETING 271 272 Having no agendum to discuss further, Chairperson Gumanao moves to adjourn the 273 meeting. Motion was approved by Representative Balane and seconded by 274 Representative Matarlo. The meeting was adjourned at 9:31PM. 275 276 277 Prepared by: 278 279 HANNAH LOIS C. TIDALGO 280 2 nd Year Representative 281 Acting Secretary General 282