SJSAA 13th BOT Meeting

SJSAA 13th BOT Meeting (With Batch Representatives)

February 10, 2012

SJC, Room 106

ORDER AND CALENDAR OF BUSINESS

I. Call to Order

Meeting is presided over by the President, Edwin Piano at 6:33 pm

Roll Call

Present:

Edwin Piano

Bong Cruz

Ghie Santos

Sunday Ibay

Melissa Carabeo

Viviene Advincula

Roel Dabu

Councilor Eduardo Piano

Judy T. Pazon

Carmelita Yco

Absent:

Benjamin Florencio, Jr.

Lilia Amor

Josephine Escalona

Claire Souza

Nanette Calderon

II. Agenda:

A. Reading and Adoption of the Minutes of the 12th and Special Meetings of the BOTs (January 27 and February 2, 2012)

B. Distinguished Alumni Award

- submission of nomination was officially closed during the meeting.

- nomination for Dr. Mariano Ridon (Batch 57) and Ms. Judea Asuncion (Batch 81) have been submitted

- the distinguished alumni committee must submit their recommendation by next meeting so that the BOT can vote on the matter, the winner informed, and the trophy and plaque purchase order initiated.

- a trophy and a plaque will be presented to the awardee during the Alumni Night on March 18, 2012

C. Financial Report

-consolidated financial report from July 1- Dec 31, 2011 presented by the treasurer, Ghie Santos.

-Carmelita Yco, SJSAA auditor, objected to the reporting of the financial statements for the reason that she, being the auditor, has not signed the report yet and has not seen all the documents pertaining to the said report. She further required that financial reporting should be made on a monthly basis.

-Treasurer explained that for the purpose of transparency, she is making the report at the meeting and all other documents (like receipts, vouchers, passbooks) are ready for the auditing work. The treasurer further mentioned that all audited reports are reflected at SJSAA website.

-President commented that we don't necessarily make monthly financial report because we don't have monthly activity. A financial report after major activities should suffice and a year-end report properly audited as specified in our by-laws.

-the finance committe will have special meeting for finalization of audit

D. Awards Committee

The following are the rules and general guidelines for the batch presentation contest:

1. A presentation or performance may include dancing, singing, a combination of both or other performances

2. Only SJS/SJC alumni are allowed to be part of the batch performance and they ALL must belong to the same batch.

3. Minimum number of alumni who will perform is 5. No maximum number.

4. It has been agreed that a maximum time of performance is 8 minutes. Time will start at the beginning of the music. Any batch that violates this rule is automatically disqualified but will be allowed to finish their performance.

5. All batches who intends to participate in this contest must fill-out the official entry form bearing all the names of the participants, the batch they are representing and signed by their authorized representative signifying that ther will comply with the rules and regulations of the contest. The filled-up form and the Music CD to be used in the performance must be submitted to the Awards Committee on or before 6pm March 16 (final alumni homecoming planning meeting) to ensure that it will not exceed 8 minutes.

6. Order of presentation will be raffled during the March 16 meeting so that performers are duly prepared before their turn.

Other Contests:

1. Homecoming Royalty (Alumni Homecoming King and Queen)

-separate box/envelope for the king and queen

-there is only one canvassing to be done on the same night

-the Royal Court (previous Kings and Queens) must be seated on the stage during this portion of the program.

2. Best Float- we are encouraged to use recycled materials

3. Biggest Delegation in the motorcade/General Assembly and Alumni Night

4. Biggest Clan who are SJS/SJC Alumni (entries must fill-up an official form for this purpose, only SJSAA registered alumni can be listed in the form, 4th degree of consanguinity rule applies, all members of the clan must stay for judging and until awarding of winners)

E. Motorcade Committee:

-the arrangement is from the most senior batches to the newest batch

-there is no limit to the number of vehicles per batch but each car/van must have passengers. we are encouraged to have candies for sharing to the community during the motorcade.

-assembly area is at Dewey Ave, SBMA (near Baypointe Hospital)

-motocade starts (rolling time) at exactly 8am (Grand Marshal: Bong Cruz)

-we are expecting to complete the motorcade before 10am so that the General Assemble and Election can start on time at the Social Hall.

-attendance form must be distributed and filled up while waiting for the motorcade to start, it must be submitted to the secretariat upon check-in at Social Hall

-tarpaulin for each batch must have the dimension: 1 meter x 2 meters (printed in landscape orientation) which will also be part of judging for the Best Float. Each batch must be holding their tarp upon entering the school quadrangle for identification and judging. Afterwhich, the tarps must be hanged/displayed in the Social Hall during the General Assembly.

F. Program Committee

Tentative Program

· Invocation

· National Anthem

· Singing of SJS/SJC Alumni Hymn

· Welcome Remarks

· Recognition of Batches present

· Recognition of Alumni Balikbayans

· Inspirational Talk

· Recognition of the newly elected Board of Trustees

· Turn-over and Oath taking of New Board of Trustees

· Batch Presentations (Contestants #1 & 2)- will be interspersed with other parts of the program

· Homecoming Royalty (Homecoming King and Queen)

· Awarding Rites

· Dance for All

G. Other Matters

- Kgd. Cesar Lobos requested the Board in behalf of the parents of SJC volleyball team to CLARAA, if a donation can be made for their needs to the said competition. A letter request must be submitted to the BOT for deliberation. It was also suggested that whatever donation is pegged, it should be given to the whole CLARAA team of SJC. Amount to be given is yet to be decided pending the approval of the BOT.

- Kgd. Lobos also mentioned that he made an announcement that all participating players to the upcoming regular season of alumni basketball must be officially members of SJSAA. President Piano thanked him for such support to our organization.

- Mr. Mora aired his concern that only limited chairs and tables are available at SJC for the General Assembly and Alumni Night. It was suggested that Batch ’79 will request Ms. Maggi, owner of Maggi’s balloons, to lend 50 chairs and around 10 tables.

III. Adjournment:

With nothing more to be discussed, meeting was adjourned at 8:42pm.