SJSAA 14th Regular BOT Meeting

SJSAA 14th Regular BOT Meeting (With Batch Representatives)
February 17, 2012
SJC College Dept. Library


ORDER AND CALENDAR OF BUSINESS

I. Call to Order
Meeting is presided over by the President, Edwin Piano at 6:45 pm
II. Roll Call
Present:
Edwin Piano
Benjamin Florencio, Jr.
Judy T. Pazon
Ghie Santos
Sunday Ibay
Josephine Escalona
Viviene Advincula
Roel Dabu
Melissa Carabeo
Lilia Amor

Absent:
Kgd. Edic Piano
Carmelita Yco
Nanette Calderon
Claire Souza
Bong Cruz

III. Agenda:
A. Donation of P2,340 for the t-shirts of CLARAA volleyball players is unanimously approved by the Board of Trustees present. The above mentioned amount is handed over to Mrs. Anna Lisa Mapilisan (Batch 90) a parent of one of SJC CLARAA player by the treasurer, Ghie Santos.

B. Distinguished Alumni Award
· Viviene Advincula, chairman of the Distinguished Alumni Award Committee received two nominations for the Distinguished Alumni Award: 1. Dr. Mariano Ridon of Batch ’57 and 2. Judea Asuncion of Batch ’81. However, the nomination for Judea Asuncion was withdrawn by Judy T. Pazon since the nominee was not able to submit all the necessary credentials and documents in time for the evaluation.
· After thorough evaluation of the Dr. Mariano Ridon’s credentials, the chairman of the Distinguished Alumni Award Committee made a recommendation that Dr. Ridon be the first alumnus to be awarded the Distinguished Alumni Award during then Alumni Night. The recommendation was unanimously approved by the Board of Trustees present.

C. Presentation of SJSAA Alumni Hymn
· Kenneth Salvatus of Batch ’79 sang his original composition of the SJS/SJC Alumni Hymn. It was unanimously approved to be official hymn of SJSAA.
· The Board of Trustees present agreed to award Kenneth Salvatus the amount of P4,000 as the winner of the Alumni Hymn contest. P2000 is the initial down payment and the balance is payable after the final music arrangement (in CD form) is submitted to the BOT.

D. Pinoy Henyo
· Roel Dabu reported that two try outs for Pinoy Henyo has been going on and the plan is whoever qualifies in the try-out will audition on February 27 in Eat Bulaga. Final try out is on February 24, 2012 at SJSAA office.

E. Financial Report
· It was agreed upon that we will ask the help of an external auditor to audit the financial report of the treasurer. Connie Yabut of Batch ’78 is recommended and has agreed to be the external auditor.
· It was also suggested that posting of the financial report at SJSAA Bulletin Board which is yet be constructed at SJC campus.
· The treasurer also made a report that as of January 27, 2012 there are new 5 lifetime members who registered, 10 members who renewed their membership and Batch '78 renewed their batch membership.

IV. Adjournment: With nothing more to be discussed the meeting was adjourned at 7:54pm. Next scheduled meeting is on February 4, 2012 at SJC Room 1.

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.

SJSAA 12th BOT meeting

SJSAA 12th BOT meeting
February 3, 2012
SJC, Room 109

ORDER AND CALENDAR OF BUSINESS

I. Call to Order
Meeting is presided over by the President, Edwin Piano at 6:15 pm

Roll Call
Present:
Edwin Piano
Ghie Santos
Sunday Ibay
Melissa Carabeo
Viviene Advincula
Roel Dabu
Nanette Calderon
Judy T. Pazon

Absent:
Bong Cruz
Kgd. Edic Piano
Benjamin Florencio, Jr.
Lilia Amor
Josephine Escalona
Carmelita Yco
Claire Souza

11 Batches Represented (57, 77, 78, 79, 80, 81, 84, 86, 89, 92, 02)

II. Agenda:
A. Reading and Adoption of the Minutes of the 11th and Special Meetings of the BOTs (January 27 and February 2, 2012)

B. Physical Arrangement Committee-SJC and Batch 2002
-arrangement of chairs and tables for the General Assembly and Alumni Night
-Members of the Faculty will act as judges in the different contests.

C. Contests for this year’s activities:
1. Homecoming Royalty
2. Best Float
3. Best Batch Presentation
4. Biggest Delegation (Motorcade and General Assembly and Alumni Night
5. Biggest Alumni Clan

D. The Awards Committee will announce the criteria for the different contests next meeting
E. Kgd. Cesar Lobos of batch ’89 made a report regarding the Alumni Basketball that has been ongoing for the last 5 years. They just concluded the 5th Regular Season last year and an ongoing Open-League will wrap up soon. He’s preparing the 6th Regular Season anytime this February. He is also proposing a sports scholarship to qualified students who are willing to be trained in the field of basketball. He has already talked to a sponsor who is willing to fund this program.
F. Try-out for Pinoy Henyo is scheduled on February 11, 2012 at 5:00pm
G. Dr. Em Marpuri made an announcement regarding the Phil. Dental Association Fun Run on February 19, 2012
H. Mr. John Mora of Batch 2002 reported that his batch was featured in the Wish Ko Lang Program of GMA-7 last Saturday for the charity work they have done to a less fortunate kid in the community.
I. The Board of Trustees together with Batch Coordinators and Representatives will meet again on Friday, February 10 for the continuation of the preparation for the March alumni activities.

III. Adjournment: With nothing more to be discussed, the meeting was adjourned at 8:40pm

SJSAA 11th Regular BOT Meeting

SJSAA 11th Regular BOT Meeting
January 27, 2012
SJC, Room 1

ORDER AND CALENDAR OF BUSINESS

I. Call to Order
Meeting is presided over by the President, Edwin Piano at 6:30 pm
II. Roll Call
Present:
Edwin Piano
Bong Cruz
Ghie Santos
Sunday Ibay
Carmelita Yco
Josephine Escalona
Viviene Advincula
Roel Dabu
Benjamin Florencio, Jr.
Melissa Carabeo
Lilia Amor

Absent:
Judy T. Pazon
Kgd. Edic Piano
Nanette Calderon
Claire Souza

III. Agenda:
A. Motorcade: March 17, 2012
1. Assembly Area: Baypointe Hospital Parking Lot
2. Time: 7:00am
3. Route: from Baypointe going to Rizal gate left on Magsaysay, left on Gordon Ave., left on 20th St, right to Elicaño St. left on the 26th St. to Rizal Ave to rotonda then to SJC
4. Order of parade: oldest to youngest batch.
5. To suggest to Ma’am Mel if students can be at the school campus to witness the parade of the alumni as they enter the quadrangle
6. Batches who will change their uniforms and have new t-shirts are encouraged to incorporate and use the SJSAA logo on their uniforms

B. General Assembly: Alumni as they enter the campus will be the same order of the motorcade
Elections of the new BOT for FY 2012-2013

C. Batch Fees and Membership Fees
1. SJSAA Treasurer is now accepting payments for the batch and membership fees (First time payment for batch is P2000 and P1000 every year thereafter; New Membership Fee is P100 (can adopt another alumna/alumnus); Lifetime Membership fee of P500 is extended till March 31, 2012. By April 1 2012, fee is pegged at P1000
2. Membership forms need to be reproduced

D. Other Matters:
1. Buffet Table is suggested during the Alumni Night
2. SJSAA Souvenir Program-one page per batch costs P3000
3. To erase the old schedule of Alumni events on the SJC wall to avoid confusion
4. Interested batches may audition for Pinoy Henyo on Feb. 3, 2012
5. Deadline of the nomination forms for the Distinguished Alumni Award is on February 3, 2012
6. Every Friday will be the meeting for all BOTs and batch reps and coordinators for the Alumni Homecoming preparation.

IV. Adjournment: With nothing more to be discussed, the meeting was adjourned at 8:15pm

Agenda: 6th Regular BOT Meeting

SJSAA 6th Regular BOT Meeting
10 Sept 2011

AGENDA

Call to order

Invocation

Roll Call

Reading and Adoption of Agenda

Reading and Adoption of Minutes of Previous Meeting.

Business arising from previous meetings:

Welcome new members
Financial Report / Scholarship Fund Account - Ghie
Uniform - Judy
Oktoberfest - Sunday
Additional scholars – Lilia
Duties of College Scholar
Room Numbers project – Sunday
MOA for business establishments


New Business:

International Coastal Cleanup
SJSAA Hymn - Edic
Haraya 76 proposal - Tess

Assign Committees for:

Alumni King and Queen
Distinguished Alumni Award - Viviene
Souvenir Program – Fund raising

Alumni Homecoming Executive Committee
Programs Committee
Foods Committee
Physical Arrangement Committee
Motorcade Committee
Sports Committee
Documentation Committee
Awards Committee
Ways and Means Committee

Adjournment

4th BOT Meeting

SJSAA 4TH Regular Meeting held at SJC Campus on Tuesday, 10 May 2011

ORDER AND CALENDAR OF BUSINESS

I. Call to Order

II. Invocation

III. Roll Call - Declaration of Quorum

IX. Reading and adoption of the minutes of previous meetings

1st BOT meeting held 19 March 2011 @ SJC Principal's office
http://www.facebook.com/topic.php?uid=195806643768844&topic=898

2nd BOT meeting held 26 March 2011 @ Registrar's office
http://www.facebook.com/topic.php?uid=195806643768844&topic=899

3rd BOT Meeting held 16 April 2011 @ Rm 101 SJC
http://www.facebook.com/topic.php?uid=195806643768844&topic=922

V. Reference Of Business (Reading of Communications and Referals)

VI. COMMITTEE REPORT

a. Finance
http://sangunian.com/sjsaa/reports/SJSAA_financial_report_2011.doc

b. Ways and Means
Bingo Social
Alumni King and Queen
Souvenir Program / Yearbook

c. Scholarship
http://www.facebook.com/topic.php?uid=195806643768844&topic=923

d. Membership
http://sjs-olongapo.blogspot.com/2011/05/sjsaa-registrants.html
http://sangunian.com/sjsaa/view.php

e. Website Development, Database Build-up, Facebook Pages
http://sjsaa.net/
http://www.facebook.com/sjsaa
http://www.facebook.com/st.jo.alumni

VII. BUSINESS FOR THE DAY

Adoption of Mission Vision and Goals
http://www.facebook.com/topic.php?uid=195806643768844&topic=930
http://www.facebook.com/topic.php?uid=195806643768844&topic=929
http://www.facebook.com/topic.php?uid=195806643768844&topic=918
http://www.facebook.com/topic.php?uid=195806643768844&topic=901

Adoption of Annual Investment Plan (Programs and Projects)
Approval of Annual Budget
Approval of College Scholar and funding thereto
http://www.facebook.com/topic.php?uid=195806643768844&topic=923
http://www.facebook.com/topic.php?uid=195806643768844&topic=909

Approval of High School and Elementary Scholarship Program
the SJSAA scholarship application form can be downloaded here
http://sangunian.com/sjsaa/reports/SJSAA_Scholarship.doc

Other Business

VIII. ADJOURNMENT