XU-CSG Cabinet Minutes of Meeting - July 4

OFFICE OF THE CABINET SECRETARY
MINUTES OF MEETING
SIXTH CABINET MEETING
Date : 4 July 2014
Venue : CSG-1, Room 205, 2
nd
Floor, STC building
Time Started : 7:45 PM
Time Ended : 10:22 PM
Presiding Ofcer : Harold John M Laborte
ATTENDANCE
Present:
Harold John M Laborte
(President)
Sharmaine Mae P Lobido
(Vice President)
Mario Alejandro Jacinto M Neri
(Executive Secretary)
Annalotta C Tecson
(Cabinet Secretary)
Alton Melvar M Dapanas
(Secretary, Department of Academic Afairs)
Camilo Jan G Banuag
(Secretary, Department of Budget and Finance)
Arsenio F Meneses III
(Secretary, Department of Communications Management)
Katherine Mae O Tacubao
(Secretary, Department of External Afairs and Corporate Relations)
o
withJojilyn M Meca
(Associate Secretary, Department of External Afairs and Corporate Relations)
Rufy A Mapano
(Secretary, Department of Internal Administration)
Dawn C Acebedo
(Secretary, Department of Organizational Support and Services)
Ron Bryan G Balarias
(Secretary, Department of Sector Representation)
o
with Rodyard Camarin
(Associate Secretary, Department of Sector Representation)
Cyril Vince S Opada
(Secretary, Department of Sports and Recreation)
Albert Ralph Vincent T Abapo
(Secretary, Department of Research and Statistics)
Carlo Angelo M Hollanes
(Secretary, Department of Social Involvement)
Yves Yancy Detablan
(Representative, Xavier Center for Culture and the Arts)
Absent:
Pauline Giani B Montellano
(Secretary, Department of Student Leadership and Development)
o represented by Sherellyn L Beja
(Student Governance Program Director, Department of Student Leadership and Development)
Niel Diamond E Naga
(Secretary, Department of Student Services and Campus Development)
Maria Theresa Augusta M Alolor
(Secretary, Department of Event Management)
ORDER OF BUSINESS
I. Call to Order
II. Review and Approval of the Previous Minutes
III. XCCA Student Representative
IV. Department Reports
V. New Business
- Courtesy Call Update
- Department Strategic Goals
- Consultative Session with GLI
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
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- July 2 incident
- Construction Noise Concern
- ASUL Proposal
- Requests for Sponsorship
- 100 Days Report per Department
- Ofce Congestion Control
VI. Announcement
VII. Adjournment
_____________________________________________________________________________________________
TEXT
Call to Order
Mr Laborte declared the meeting as quorum and started it with a prayer led by the Cabinet
Secretary, Ms Tecson.
Review and Approval of the Previous Minutes
The Cabinet Secretary presented the minutes of the previous meeting held last 20 June 2014.
Some grammatical errors were revised and was noted by the Cabinet Secretary. The Cabinet,
then, unanimously approved the previous minutes.
XCCA Student Representative
Mr Laborte introduced to the body the Xavier Center for Culture and the Arts (XCCA) student
representative, Ms Detablan. She will represent the XCCA theater companies and organizations
during meetings and other gatherings of CSG.
Department Reports
For this agendum, the secretary for each Department will present updates of their ongoing, to be implemented
and already implemented projects. They will present to the body what is happening so far in their respective
departments.
Department of Internal Administration
- CSG Run Alternative. A meeting with the CSG Moderator, Ms Ritchel Petalcurin, will be
arranged to plan for a better alternative for the CSG Run and CSG movie night.
- CSG Anew (Ofce Refurbishment). The ofce tables will possibly be delivered this
coming 7-9 July 2014. The keys for the three ofces are already duplicated and distributed
to assigned ofcers. The fees for PPO are already paid. The repair for the computer set
has been prepared already with a budget. The Wi-Fi router is the last concern but it will
be fxed as soon as the refurbishment of the ofce is done.
- CSG 100 Days Report and Oath Taking. The event will take place on 19 July 2014 at the
XU Little Theater, 1 to 5pm. The assigned place for the ofcers was also discussed and
suggested upon. The expected number of participants for this event is 150, which
includes the Key Ofcers of CSG, the College Councils, the Extra Curricular
Organizations and the Co-Curricular Organizations. The department secretaries will be
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asked to wear formal attires, and the Executive Quadrumvirate will wear Filipino formal
attire. All Department heads are obliged to join the oath-taking.
- Liquidation Reports (LR) and Activity Reports (AR) that are pending. The LR for CSG
Bolts has already been passed but the LR, as well as the AR, for the Ofce Refurbishment
is not yet submitted since it is still ongoing.
- Other Matters. There is a new schedule for the assignment of cleaners and it will be
posted soon.
After the secretary presented their projects, the body then raised their concerns and suggestion
regarding the departments projects.
Department of Academic Afairs
- Book Bazaar. Unfortunately, there were only 3 out of 8 colleges that participated during
the event. Some colleges only participated during the last days of the activity.
- Tutors Skills Training. The event will happen on 19 July 2014 which will have 2
modules in the morning and 2 modules in the afternoon.
- Department Order 001-1415. The DACA secretary presented this department order
which implements guidelines for academic grants and proposals for undergraduate
student councils and co-curricular organizations. This is for each organizations and/or
college councils initiatives that are academic in nature.
- LRs and ARs that are pending. The LR for Book Bazaar was passed yesterday.
- Other Matters. Updates for the upcoming PAASCU visitation were discussed and were
to be promoted to the students via information drives (by the Department of
Communications Management). The frst visit is on the month of August.
Department of External Afairs and Corporate Relations
- ONE CDO frst semester activities. There are no more activities for this semester but the
representatives from ONE CDO member colleges and universities are meeting up every
now and then to build a stronger foundation. There are also consultation meetings with
the Alumni of ONE CDO to be assisted by the Executive Secretary, Mr Neri. Moreover,
consultations with XU Governance and Leadership Institute (GLI) Director, Dr Dixon
Yasay, were also suggested and discussed with the body.
- Culion Relations There was a meeting yesterday with the student formators from the
Loyola College of Culion. Updates, concerns and problems to be addressed were
discussed during this meeting. In terms of the facilities, there were concerns about their
libraries which they wanted to improve and develop. A meeting with Mr Jim Akut from
KKP will still be arranged
- LRs and ARs that are pending. Buklod Atenista LR is still pending
- Other Matters. Ms Tacubao discussed the updates on the resolutions regarding Power
Crisis and HIV/AIDS Awareness. She also updated the president about the letters
already sent.
Department of Research and Statistics
- Xavier Youth Agenda Year 2. The team is still on the process of communicating and
coordinating with XU Research and Social Outreach (RSO) Cluster regarding the
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preparation for this event. Tomorrow, last years XYA detailed result will be distributed to
RSO for it to be checked and edited. The schedule for this event is moved because it needs
to be planned and organized further.
- Pre GA Student Pulse. These polls are already posted online but unfortunately, only a
few number of students actually answered the poll.
- ID and Debit Card Request. The team is still looking for ways to address this request by
looking for a venue to conduct a survey/poll.
- Toga and Sash. This issue will probably be surveyed during the second semester because
the department is still prioritizing the upcoming events and activities.
- LRs and ARs that are pending. There are no LRs pending
- Other Matters. The team is on the process of creating a survey/poll regarding student
apathy to help boost the voter turnout for the 2015 Botar Atenista.
Department of Communications Management
- CSG Bulletin. The rolling board is yet to be approved by Ms Catalina H Gaite, XU Ofce
of Communications Director, as DCM is still waiting for the latters suggestions.
Furthermore, Ms Gaite also suggested that the posters and other information drives we
post online or around campus should be added with a note that says: For more
information, please see the bulletin boards. Mr Neri, also added that the bulletin boards
will be fnished next week. He also suggested that the rolling boards should post
statements that will surely catch the students attentions. Further, he also added that this
rolling board can also help DRS regarding information dissemination about
surveys/polls. This rolling board will also feature major activities of the diferent
departments.
- CSG @ 30 Promotional Video. Mr Meneses is still waiting for the availability of the
videographer, who is still busy with the formators colloquium attended by the formators
from all Ateneo schools. If possible, the videoshoot will happen next weekend, and if the
videographer is still unavailable, the departments team will spearhead the said
videoshoot. The brochure will probably be launched online for lesser costs and lesser
paper usage. The body then suggested to tap the Crusader Publication for this matter.
- LRs and ARs that are pending. There are no LRs pending, only AR.
- Other Matters. Ofcers who did not have the photoshoot for the ID last summer may
attend the photoshoot scheduled on 1 July. Another date is to be set for the department
staf to avoid confusion and schedule conficts.
Department of Budget and Finance
- Infographics of the Cash Flow. Mr Banuag presented to the body the image of the
infographics. It is already prepared but it is yet to be approved by the Commision on
Audit (COA) Chief Commissioner, Ms Shaula P Sombilon. The body then raised their
concerns and suggestions regarding the infographics shown.
- XU Confederated Parent-Faculty Association (XUCPFA) case. the team is still
investigating the issue.
- Other Matters. Mr Banuag reminded and discussed to the body some issues regarding
the 7-day deadline of the LRs.
Department of Social Involvement
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- Collaborative Service Learning Program (CSLP) meeting output This meeting took
place last 28 June with XU Kristohanong Katilingban sa Pagpakabana (KKP). The
programs aim is to create collaborative eforts which are socially involved from diferent
organizations within Xavier University.
- 2016 National Elections Registration. For the registration, KKP announced that there
will only be two days allotted for this event here in the university. The date is yet to be
announced.
- CLAYGO/SAYGO. It was suggested that this project be one of the scholars way of
rendering service. Mr Mapano suggested that the scholars should coordinate with their
president, Ms Ivy Sumagang, and create initiatives for this matter.
- LRs and ARs that are pending. There are no pending documents aside from the AR for
the Youth Build.
- Other Matters. Solid Waste Management meeting with KKP is scheduled on 7 July, 12 to
1 PM.
Department of Organizational Support and Services
- AECO BOLTS. Said event is, by the organizers evaluation, a success.
- OrgTrip Updates. The team needs help regarding the information dissemination about
the event. They are still waiting for the budget. It will happen on 16 July 23 July 2014.
- Org Consultations. It will start on August.
- LRs and ARs that are pending. LR and AR for AECO Bolts are pending.
- Other Matter. The team already talked to Ms Petalcurin, regarding the usage and
arrangement of the Faber Hall. It will still be updated from time-to-time.
Department of Sector Representation
- Sectoral Hearings Dates were already set. On 16 July, there will be a sectoral hearing
with the student athletes; 19 July, with the foreign students; and 23 July, with the
scholars. There is a consolidated report of the concerns of the diferent sectors and it will
be posted on the Facebook group.
- Student Assistants, Athletes and Scholars Magna Carta. The team needs help from the
legislative body. The planning will start on 28 July.
- LRs and ARs that are pending. LR and AR for Walk the Chalk are pending.
Department of Student Leadership and Development
- KYLA (Year 2) Grand Camp Preparation. Letters are not sent yet because they are not yet
signed by Ms Petalcurin. There were endorsements by DepEd but is still not released
since only the superintendent signed it. Also, the department is still waiting for the
budget.
- Committee for Culture and the Arts. There were no applicants.
- LRs and ARs that are pending. There are no pending LRs.
Department of Sports and Recreation
- Cagayan de Oro Schools Athletics Association (COSAA). 26 July is the start of the
COSAA and the Sports Committee had a meeting last 3 July.
- LRs and ARs that are pending. There are no pending LRs.
- Other Matters. The assembly of the student athletes will be named SAGA (Student
Athletes General Assembly) for 30 August. The ofcers for the student athletes will be
presented during the assembly.
Ofce of the Vice President
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- Legislative Seminar 2014. The event, according to the organizers evaluation, was a
success.
- Xavier Congress. The congress will happen on 2 August. The project proposal was
already submitted.
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Directorate Year-end Documentation. Said document will be passed tomorrow, 5
July.
- Other Matters. Information dissemination is needed and the DCM is tapped for this.

New Business
Courtesy Call Update
- Ofce of the Vice President for Administration. DSSCD is the assigned department.
Schedule is 8 July, 9AM.
- Kinaadman Research Center. DACA and DSR are the assigned departments. There are no
updates on the fnal schedule as of press time.
- Ofce of the Vice President for Mission and Vision. There are no updates yet.
- Ofces done with the courtesy call: University Libraries; Ofce of the Academic Vice
President; Ofce of Communications; Ofce of Scholarships and Financial Aid (OSFA);
Ofce of International Cooperation and Networking (OICN); University Treasurer;
Security Ofce; GLI; KKP; Ofce of Student Afairs (OSA); RSO; Ofce of the President
(OP); and the University Registrar.
Department Strategic Goals / Consultative Session with GLI
- Mr Laborte updated the body about each departments strategic goals and asked them to
review, revise and align it with the CSG Vision and Mission, and the CSG Presidents
Platform, AGES (Advancement, Growth, Engagement and Services). It was also discussed
that the strategic goals should follow SMART (Specifc, Measurable, Attainable, Realistic,
and Time-bounded). These concerns were actually raised by GLI, regarding the
presidents platform and the connection of the activities of CSG to it. The deadline of
strategic goals is on 10 July 2014.
July 2 Incident (Shorts Attire)
- Last 2 July 2014, some male students who entered the university wearing shorts were
asked to surrender their IDs and be given a violation. Looking at the 2014 Undergraduate
Student Handbook, the students were confused on the type of short pants that are
appropriate in the campus. The students were not aware that short pants are already
restricted. To address this concern, the body agreed upon the decision to consult OSA
about the incident and disseminate whatever information is gathered.
Construction Noise Concern
- It was observed that a lot of students and teachers have complained about the constant
noise made by the ongoing construction around the campus. This concern was agreed
upon by the body to be raised during the courtesy call with the Vice President for
Administration. The information will then be disseminated.
ASUL Proposal
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- A few ASUL ofcers presented a proposal, which is in connection to one of the modules
of ASUL. In these modules, the ASULites (ASUL trainees) are expected to apply these
insights and learning that they get through immersion on the operations of each
organization. With this, some ASULites are to be assigned in the Governance and Law-
making Cluster to experience project and people management frst-hand. After the
proposal, the body decided that the ASULites should not be assigned with projects right
away because most of the college councils already assigned project heads for each project.
The body then suggested that the ASULites will just observe through being an assistant
of every project head. The proposal was then adopted with a number of 14 votes from the
body.
Request for Sponsorship
- DEACOR is asking for cooperation from all the departments which need sponsorships for
their activities. It was also discussed by the DEACOR secretary, Ms Tacubao, that there
should be a strict implementation of the deadlines given to the departments. The brief
descriptions for every departments initiative were also to be updated and will strictly be
collected. Some suggestions were also raised by the body to improve the branding of each
departments activities to catch more attention from the sponsors.
100 Days Report per Department
- The deadline for this is on 5 July, 11:59pm and it will be sent to the Cabinet Secretary via
Facebook or email. These reports will be presented during the oath taking on 19 July at
the XU Little Theater, 1 to 5 PM.
Ofce Congestion Control
- Mr Laborte reminded the body about which departments can enter the CSG ofces. CSG
1 is only for the President, Vice President, Executive Secretary, Cabinet Secretary and the
Department Secretaries and Associate Secretaries. Department stafs can enter the ofce
only if he/she is on ofcial transactions. CSG 2 is a student leaders lounge which
everyone can enter and stay. CSG 3 is for the Supreme Constitutional Court and
Autonomous Units only.
Announcement
University-wide General Assembly (GA) and the annual Organizational Trip (OrgTrip) 2014 are
both scheduled on 16 July. For promotion purposes, the body is asked to change their profle
pictures or cover photos on Facebook to a picture that shows OrgChella details.
CSG shirts for those who paid can already be redeemed. The department secretaries are tasked to
get the sizes of their staf for their shirts.
Adjournment
Having covered all items for discussion, Mr Laborte, formally adjourned the Sixth Cabinet
Meeting at 10:22 PM. The meeting ended with a prayer led by the Vice President, Ms Lobido. The
whole duration of the meeting was 2 hours and 34 minutes only.
Prepared by Noted by
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ANNALOTTA C TECSON HAROLD JOHN M LABORTE
Cabinet Secretary President
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OFFICE OF THE CABINET SECRETARY

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