SJSAA 8th BOT Meeting
Date: October 8, 2011
Venue: Room 1
ORDER AND CALENDAR OF BUSINESS
I. Call to Order
Meeting is presided over by President Edwin Piano at 7:23 pm
II. Invocation is led by Roel Dabu
III. Roll Call
Present:
Edwin J. Piano
Bong Cruz
Judy T. Pazon
Sunday Ibay
Carmelita Yco
Josephine Escalona
Viviene Advincula
Roel Dabu
Lilia Amor
Benjamin Florencio
Melissa Carabeo
Absent:
Ghie Santos
Nanette Calderon
Claire Souza
Kgd. Eduardo Piano
A quorum was declared by the President.
IV. Agenda:
A.
B. Business Arising from the Minutes of the Previous Meeting:
1. Carmelita Yco being the auditor of SJSAA begged off to be a part of the Ways and Means Committee for the Alumni Homecoming 2012 since it will be her responsibility to audit the finances of the association and being part of ways and means could pose conflict of interest issue.
2. Two (2) 4th year students have been approved to be scholars of SJSAA upon the recommendation of Ma’am Lampazo and the Scholarship Committee.
3. Judy T. Pazon made mention that the funds amounting to $2,300 from SJS Batch ’81-US Chapter for the tuition fees of the (3) three additional scholars (until they finish high school) may be insufficient due to the possibility of fluctuating dollar exchange rate and increase in school tuition fee.
4. Edwin Piano suggested that SJSAA enter into a MOA with
5. Sunday Ibay presented the room labels project for SJC at a very minimal cost. The body approved Sunday’s proposal.
6. Final Dates of the Oktoberfest and Batch In-Charge of the program or booth activities:
October 27, 2012 (Thursday)- Batch 78, Batch 77, Batch 86
October 28, 2012 (Friday)- Batch 76, Batch 79, Batch 66
October 29, 2012 (Saturday)- Batch 80, Batch 82, Batch 84
*there should be minimum of 4 batches assigned per night.
7. Entrance ticket worth P40 per night will be pre-sold. Each batch is to sell minimum of (10) ten tickets per night.
8. For every 10 tickets sold, one ticket is going to SJSAA funds.
9. Initially, we will purchase 40 tickets from MOCCI for the 1st day event.
10. It has been agreed that we will sell t-shirts during Oktoberfest and the design must be generic in nature so they could be sold also during the alumni homecoming.
11. T-shirt design for MOCCI (100 pcs) will be taken cared of by Sunday Ibay, Roel Dabu and Judy T. Pazon.
12. Advertisement payment for Haraya (Batch’76) and Batch ’81 yearbooks need to be prepared at the cost of P2000 each.
13. Videoke machine will be rented for the alumni booth during the 3 day Oktoberfest
14. Judy T. Pazon suggested that we also provide the sound system to be used.
15. Kenneth Salvatus will present his own composition of the alumni jingle song during this activity.
16. Food and beverage selling will be open to any alumni who is interested during the Oktoberfest . They will just have to pay a minimum of P500 per night (to cover for our booth rental of P2500 with MOCCI).
17. Edwin J. Piano will take care of tent/canopy, chairs and tables.
18. It was agreed that financial requirement for the approved projects be withdrawn: P4,000 for Room Plates; P4,000 for Elect Installation at SJSAA Office, P2,000 for wall painting of new list of officers and schedule of activities, P24,000 purchase and printing of T-shirts for sale, P4,000 for ads at Batch 76 and 81 yearbooks, P4,480 for the uniform of officers, P2,300 for embroidery, P2,000 for MardiGras tickets and P11,600 Tuition fee of scholars.
19. P3,280 will be transferred from SJSAA General Fund to SJSAA Scholarship account
20. Approved cost are subject to accounting and financial auditing, monies not expended are to be returned to SJSAA fund. The treasurer is instructed to release only on the day when payments are required.
C. New Business
1. Food Committee will be in-charge of the snacks during the General Assembly (suggestion: cupcakes, skyflakes or burgers sold at buy one take one and bottled water) and supervision of food during the Alumni Night.
2. Batch 1970 will be included in the Souvenir Program Committee
3. Amendment of the term of office of the Board Members (if there is any) should be applied to the next elected board members and officers.
4. Evaluation and assessment of the goals and objectives of SJSAA will be done in the coming meetings.
5. Tentative Schedule of the Motorcade and General Assembly is on March 17, 2012 and March 18, 2012 for the Alumni Night. This will be checked with Ma’am Lampazo for any conflict in the use of the quadrangle and Social Hall.
V. Adjournment:
With nothing more to be discussed, the meeting was adjourned at 10:05 pm.
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