XU-CSG Cabinet Minutes of Meeting - May 10

Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St.
, Cagayan de Oro City 9000

Email: csgxu@yahoo.com | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-3116 local 3305
MINUTES OF MEETING

THIRD CABINET MEETING
Date : 10 May 2014
Venue : CSG-1, Room 205, 2
nd
Floor, STC building
Time Started : 2:53 PM
Time Ended : 4:30 PM
Presiding Officer : Harold John M Laborte

ATTENDANCE
Present:
Harold John M Laborte (President)
Mario Alejandro Jacinto M Neri (Executive Secretary)
Annalotta C Tecson (Cabinet Secretary)
Camilo Jan G Banuag (Secretary, Department of Budget and Finance)
Arsenio F Meneses III (Secretary, Department of Communications Management)
Ruffy A Mapano (Secretary, Department of Internal Administration)
Ron Bryan G Balarias (Secretary, Department of Sector Representation)
Carlo Angelo M Hollanes (Secretary, Department of Social Involvement)
Maria Theresa Augusta M Alolor (Secretary, Department of Event Management)
Special Participation:
Jean Trisha V Abao (Treasurer)
Phoebe Aileen B Pahunang (Associate Secretary, Department of Budget and Finance)
Kris Pauline J. Young (Corporate Relations Director, Department of External Affairs and Corporate Relations)
Absent:
Sharmaine Mae P Lobido (Vice President)
Alton Melvar M Dapanas (Secretary, Department of Academic Affairs)
o represented by Alleah Grace T Kiamco (Staff, Department of Academic Affairs)
Katherine Mae O Tacubao (Secretary, Department of External Affairs and Corporate Relations)
o represented by Geneve P. Luceara (ONE-CDO Convener)
o represented by Cyrah C Bacoto (XU Ambassador to ONE-CDO, Department of External Affairs and Corporate Relations)
Dawn C Acebedo (Secretary, Department of Organizational Support and Services)
Albert Ralph Vincent T Abapo (Secretary, Department of Research and Statistics)
Cyril Vince S Opada (Secretary, Department of Sports and Recreation)
Pauline Giani B Montellano (Secretary, Department of Student Leadership and Development)
Niel Diamond E Naga (Secretary, Department of Student Services and Campus Development)
o
represented by Julzon Roy T Corbeta (Associate Secretary, Department of Student Services and Campus Development)

ORDER OF BUSINESS
I. Call to Order
II. Review of the Previous Minutes
III. Unfinished Business
a. Subscriber Sim
b. OrSem Information Digest
IV. Departments/Special Committee Reports

Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City 9000
a. AFARM XU-CSG Task Force
b. Corporate Relations Committee
c. Department of Internal Administration
V. New Business
- Internal CSG Recruitment
- Enrolment Planning
- ORSEM Preparations
- OYC Adopt a School NAT Program
- Intramurals Committee Composition
- Sustainability Committee Discussion
- GPOA Presentation
- Allocation of Funds Report
VI. Announcements
VII. Adjournment
TEXT
Call to Order
Mr Laborte declared the meeting as quorum and started the meeting with a prayer led by the
Secretary for Communications Management, Mr Arsenio Meneses III.
Review of the Previous Minutes
The Cabinet Secretary presented the minutes of the previous meeting held last April 25, 2014.
Mr Mapano raised a matter arising from the previous minutes. He updated the body regarding
the participation size of the upcoming BOLTS per department/unit. There should, now, only be 5
participants per Department (instead of 7delegates in the previous minutes) preferably including
the Secretary, Associate Secretary and 3 other members.
Ms Luceara raised a matter arising from the previous minutes. She informed the body that
instead of the month of May, the ONE-CDO will be having its general assembly and BOLTS on
June 7-8, 2014.
Mr Neri raised a matter arising from the previous minutes. He updated the body that the new
schedule for the Info Digest Pictorials is changed to May 11 (Sunday) and May 13 (Tuesday).
Mr Laborte raised a matter arising from the previous minutes. Instead of having a delegation size
of 10 for the Buklod Atenista this coming May 27-31, the Delegation will now be composed of 7
delegates (Laborte, Sepe, Tacubao, Acebedo, Luceara, Balarias, and Camarin).
Unfinished Business
Subscriber Sim
Mr Meneses presented the updates regarding the implementation of this idea. He also discussed
his meetings with Globe and Smart and stated that there are still no further updates from them.
Furthermore, the body suggested to make this subscriber sim a requirement and to coordinate
about this with SACDEV.
Info Digest

Mr Neri announced the dates of the photo shoot for the booklet that will happen on May 11 and
13 at 2-5pm in front of the CSG office. He also suggested that the sponsors should be updated for
them to be featured in the Info Digest. The distribution of this booklet will be during the ORSEM
College Assembly. Mr Neri also asked the help of the Corporate Relations Committee headed by
its Director, Ms Kris Pauline Young. Ms Young was to coordinate with the Info Digest Team
regarding its sponsorships. Ms Young asked Mr Neri if the package of the Info Digest is separate
from the general package of the CSGs list of activities and Mr Neri affirmed its difference.
Departments/Special Committee Reports
AFARM XU-CSG Task Force
Mr Laborte presented the recent updates of the movement and discussed about the tasks and
designations. He also presented the AFARM calendar of activities. He mentioned that the Task
Force had changed its internal management. Ms Rotchanne Quiblat, OVP Chief of Staff, is tasked
to Chair the Task Force in place of Mr Jean Marlo Sepe, XU Ambassador to Buklod Atenista, due
to the latters unavailability. Below is the calendar of activities of the Task Force with the
corresponding inclusive dates of implementation and units involved:

Corporate Relations Committee
Ms Young discussed that their committee is still waiting for the GPOA and that their list of
volunteers is already complete. She also added that their communication letters are to be sent this
week to update sponsors and other concerns. A list of sponsors is to be separated for the info
digest. Ms Alolor also included some entities/establishments in the list of prospect sponsors. Mr
Laborte reminded Ms Young that the prospect sponsors must not be limited only to business-
centered units/establishments but also include some government-related or non-business units to
cater to sponsorships related to the latters nature (e.g. DOST to sponsor Research Grant Initiative
of DACA).

Department of Internal Administration
Mr Mapano discussed that the office revamp is currently on hold, but the project proposal is
already prepared as well as the budget. He also announced the price of the T-Shirt, Lanyard and
ID which was not yet final but is estimated to be not more than 400php. The payment for these is
to be collected on May 16, 2014. He also reminded the body about the BOLTS at Mapawa Nature
Park this coming May 16-18, 2014 and added that there should only be 5 members per
department to join. The letter and confirmation form deadline is on May 14, 2014.

New Business
Internal CSG Recruitment
Due to the request of some executive departments, Mr Laborte approved the recruitment process
of internal volunteers for some executive departments and that the Department of
Communications Management to be in-charge of promoting the internal CSG recruitment.
However, it is to be noted that during the orientation of the CSG executive branch and the first
Cabinet meeting, Mr Laborte reiterated that CSG must not be loud when it comes to its
promotion that it is hiring internal volunteers because Mr Laborte is directing the government in
aiming to empower recruitments of the local government units, the College Councils.
Enrollment Planning
Mr Corbeta announced to the body that there is a need of volunteers for the enrolment of the
school year 2014-2015, 1
st
semester. He also presented the plans they have made in their
department. The body then suggested that a request letter should be sent to the communications
office for the borrowing of TV sets to entertain the students while waiting for their SLMIS to be
reactivated. Also, the department will be implementing a new system for the Registrars Waiting
Area. The enrolment volunteers and OrSem Volunteers are given a benefit of having a fast lane
enrolment but should have authentic identification. The department is to coordinate with the
local governments equivalent departments when it comes to centralizing the system.
ORSEM preparations
Ms Alolor presented the current plans for the ORSEM preparation and announced to the body
the need of volunteers for the Talent Expo. It was also agreed that the officers in charge of the
CSG Booth during the org trip will be Mr Ruffy Mapano (DIA Secretary) and Ms Anna Tecson
(Cabinet Secretary).
OYC Adopt a School NAT Program
Mr Laborte discussed the initiative of the Oro Youth Development Council named Adopt a
School NAT Program and informed the body the goal of the project: to help increase the scores of
the NAT test results of the bottom 3 private and public elementary and high schools in the city.
He also informed the body that the project will be lobbied to the Teachers Guild and the School
of Education for the nature of its work. However, the CSG-DSI is assigned to monitor on the
project and to give any support to the units involved. Support might come in financial or human
resources depending on the formers request.
Intramurals Committee Composition

Mr Laborted informed the body that the upcoming Intramurals will be having a new face. He
shared to the body that as a Jesuit Institution who exemplifies holistic approach in forming its
students, the CSG should gear to activities that will support in creating events that will result to a
holistic output. The university traditional event, Intramurals, had always been known to many as
an event that encourage the spirit of teamwork and fair competition. But it is to be noted that the
Intramurals focuses only on the sports category. With this, Mr Laborte introduced a proposal that
might change the face of the traditional event. He said that in his proposal the things to expect
in the upcoming intramurals, once approved: (1) Holistic categories namely sports, literary and
academic-related, and arts (sing & dance) related competitions; (2) student-led committees; (3)
Faculty/University Office coordination with the student-led committees and a (4) centralized
local representation in the different committees involved in the actualization of the Intramurals.
Mr Laborte then enumerated the working committees of the upcoming Intramurals, namely;
Steering Committee, Secretariat Committee, Budget and Finance Committee, Corporate Relations
Committee, Sports Committee, Arts Committee (Sing & Dance), Literary and Academics
Committee, Special Events Committee, Tabulation and Awards Committee, Grievance
Committee, Documentation Committee, Marketing and Promotions Committee, Security and
Order Committee, Food and Volunteer Support Committee, Health Service Committee and
Evaluation Committee. With the enumeration is the assigned student to lead the committee and
the equivalent university office coordinator of the committee. Yet, Mr Laborte reminded the body
that this system is a proposal and to be relayed yet to the university offices involved in the
intramurals for further comments and discussions.
Sustainability Committee Discussion
Mr Laborte discussed to the body the purpose of this discussion and assigned Mr Abapo,
Secretary for Research and Statistics, to be the committees chairperson.
GPOA Presentation/Allocation of Funds
Mr Banuag presented the CSG forecasted Budget Allocation for the 1
st
semester and explained
that some are minimized for practicability. Hence, the final budget for each department is as
follows: (It is to be noted that the proposal is to be submitted yet to the 21
st
Directorate for a legal
appropriation of the CSG Funds)
Turnover Amount Php 338, 015.77
Est. Enrollees (10,100 x Php 50) 505, 000.00
Estimated 1
st
Sem. Budget 843, 015. 77

OFFICE OF THE CABINET SECRETARYOFFICE OF THE CABINET SECRETARY

Hence, the final budget for each department is as follows:

DACA 50,000
DBF 20,000
DCM 20,000
DEM 65,000
DEACOR 80,000
DIA 140,000
DOSS 70,000
DRS 5,000
DSR 10,000
DSI 40,000
DSP & R 10,000
DSLD 84,000
DSSCD 30, 000

Total for All departments: P624, 000.00

Announcements
Power Crisis Forum on May 13, 2014, 3-5pm at the Little Theater
BOLTS on May 16-18 at Mapawa Nature Park (5 per unit)
Confirmation form for the BOLTS are to be collected until May 14
Payment for T-Shirts will be until May 16 only
GPOA and Strategic Goals ASAP submission for those departments who have not yet complied
Adjournment
Having covered all items for discussion, Mr Laborte formally adjourned the Third Cabinet
Meeting at 4:30 in the afternoon. The whole duration of the meeting was 1 hour and 37 minutes.
Mr Hollanes, Secretary for Social Involvement, led the closing prayer.

OFFICE OF THE CABINET SECRETARYOFFICE OF THE CABINET SECRETARY
Prepared by Noted by

ANNALOTTA C TECSON (SGD) HAROLD JOHN M LABORTE
Cabinet Secretary President

XU-CSG Cabinet Minutes of Meeting - May 10

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Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St.

, Cagayan de Oro City 9000

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