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 However, the nomination for Judea Asuncion was withdrawn by Judy T. Pazon since the nominee was not able to submit all the necessary credentials and documents in time for the evaluation.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 Special BOT Meeting

SJSAA Special BOT Meeting
February 2, 2012
Alumni Office

ORDER AND CALENDAR OF BUSINESS

I. Call to Order
Meeting is presided over by the President, Edwin Piano at 5:45 pm
II. Roll Call
Present:
Edwin Piano
Ghie Santos
Sunday Ibay
Viviene Advincula
Roel Dabu
Judy T. Pazon

III. Agenda:
A. Financial Report
Finalization of the Financial Report during Mardi Gras and Christmas Party will be made by Ghie Santos and Judy T. Pazon
B. Alumni Homecoming Committees:
1. Alumni Homecoming Executive Committee- Board of Trustees
2. Souvenir Program- Josie Escalona, Edwin Piano, Tess Ortiguerra, Claire Souza
3. Distinguished Alumni Award- Viviene Advincula
4. Programs- Kgd. Edic Piano, Judy T. Pazon, Batch ‘77
5. Homecoming Royalty- Dr. M. Ridon, Batch 57
6. Awards- Judy, Batches ’82, ’84 and ‘86
7. Documentation- batch ‘78/ BOT
8. Physical Arrangements- SJC, Batch ‘76, ‘97
9. Motorcade- Bong Cruz, Batches ‘87 & ‘89
10. Sports-Kgd. Cesar Lobos, Batch ‘89
11. Elections- Mr. Jess Ramos and the Student Council
12. Ways and Means- Jubilarians
Batches 52, 57, 62, 67, 72, 77, 82, 87, 92, 97, 02, 07

C. Other Matters:
1. Kat’s duty at the alumni office is every Tuesdays and every Thursdays at Edwin Piano’s office to encode new members of SJSAA. She is also to maintain the cleanliness of the alumni office
2. Trophies to be returned to the manufacturer for printing of SJSAA logo
3. Formal proposal of Jimmel of Angel Touche need to be asked regarding the printing of the new SJSAA IDs
4. PAASCU Accreditation is scheduled on Feb. 9 & 10 at SJC and the alumni office must be be manned for possible interview
5. Jubilarians are encouraged to participate in the Alumni Homecoming preparations

IV. Adjournment: With nothing more to be discussed, the meeting was adjourned at 8:45pm

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

SJSAA 9th BOT Meeting

SJSAA 9th BOT Meeting
Date: November 12, 2011
Venue: Room 105

ORDER AND CALENDAR OF BUSINESS

I. Call to Order
Meeting is presided over by Secretary Judy T. Pazon at 6:45 pm
II. Roll Call
Present:
Judy T. Pazon
Sunday Ibay
Carmelita Yco
Josephine Escalona
Viviene Advincula
Roel Dabu
Benjamin Florencio
Melissa Carabeo
Kgd. Edic Piano


Absent:
Edwin Piano
Bong Cruz
Lilia Amor
Ghie Santos
Nanette Calderon
Claire Souza

III. Agenda:
A. Alumni Christmas Party/ Fellowship
Dec. 27, 2011 (Monday)
SJC Elementary Dept. Covered Court
6:00 pm
Potluck
Drinks will be sold by SJSAA. Batches need not bring. (c/o of the Ways and Means Committee)
Committees:
1. Program (invitation to be made by Judy)
Emcees: Bong Cruz & Claire Souza
*Music: Arnel Tañedo
*Sound System: SJC Elementary Dept. (to be requested to the Principal through a letter)
Activities/Parts of the Program
1.) Games- Batch 66, 79, Roel, Judy (other batches can also provide a game or two)
*Materials for the games will be provided by the batch/person in charge
* Prizes will be provided by SJSAA
2. ) Special Presentation/Numbers: Open to all who would like to render
* WAGI SJC Winners-c/o Kgd. Edic
* Dance Number- Selected Alumni (c/o Judy)
3.) Exchange Gift
*Voluntary basis. Minimum amount of unisex gift is P200.
*BOTs in-charge : Liza, Roel, Josie

2. Alumni King and Queen
Head: Carmelita Yco
Members: Viviene, Lilia, Judy, Ghie
*Each batch is to present its own candidate for the Alumni King and Queen.
*Candidates are to provide their own box during the contest
*Proceeds will go to the Scholarship Fund and other Projects
*Ghie and Josie are in-charge of counting the money collected

3. Registration: Judy, Nanette and Kat
4. Physical Arrangement and Decorations: Edwin, Bong, Nanette
5. Ways and Means
a. Drinks to be sold by SJSAA (suggested by Sunday)
In-Charge: Sunday, Edic, High School Scholars
b. Photos for Sale- with certain percentage from the supplier (suggested by Josie Escalona)
In-Charge JM Productions (c/o Edic)
*the above mentioned fundraising have been approved by the majority

B. Special BOT meeting with Batch coordinators and High School Scholars is on November 26, 2011 at 5:00pm
C. Distinguished Alumni
*Nomination form is not yet available in the internet or still cannot be downloaded
*Are the guidelines published in our internet page already the revised version?
D. Carmi Yco asked if there is a financial report submitted by the treasurer. The Secretary said that Ghie Santos could not make it to the meeting due to the earlier schedule of their batch meeting. Carmi mentioned that Ghie should give it to her assistant treasurer, Josie Escalona if she can’t make it. Judy replied by saying that the assistant treasurer lives in Tarlac , stays there most of the time and is not online.
E. The Secretary is tasked to inquire with Ma’am Lampazo if there is an available bulletin board on campus for SJSAA.
F. The next scheduled regular BOT meeting is on Dec. 9. 2011

IV. Adjournment: With nothing more to discuss the meeting was adjourned at 9:45 pm

SJSAA 9th BOT Meeting

SJSAA 9th BOT Meeting
Date: November 12, 2011
Venue: Room 105

ORDER AND CALENDAR OF BUSINESS

I. Call to Order
Meeting is presided over by Secretary Judy T. Pazon at 6:45 pm
II. Roll Call
Present:
Judy T. Pazon
Sunday Ibay
Carmelita Yco
Josephine Escalona
Viviene Advincula
Roel Dabu
Benjamin Florencio
Melissa Carabeo
Kgd. Edic Piano


Absent:
Edwin Piano
Bong Cruz
Lilia Amor
Ghie Santos
Nanette Calderon
Claire Souza

III. Agenda:
A. Alumni Christmas Party/ Fellowship
Dec. 27, 2011 (Monday)
SJC Elementary Dept. Covered Court
6:00 pm
Potluck
Drinks will be sold by SJSAA. Batches need not bring. (c/o of the Ways and Means Committee)
Committees:
1. Program (invitation to be made by Judy)
Emcees: Bong Cruz & Claire Souza
*Music: Arnel Tañedo
*Sound System: SJC Elementary Dept. (to be requested to the Principal through a letter)
Activities/Parts of the Program
1.) Games- Batch 66, 79, Roel, Judy (other batches can also provide a game or two)
*Materials for the games will be provided by the batch/person in charge
* Prizes will be provided by SJSAA
2. ) Special Presentation/Numbers: Open to all who would like to render
* WAGI SJC Winners-c/o Kgd. Edic
* Dance Number- Selected Alumni (c/o Judy)
3.) Exchange Gift
*Voluntary basis. Minimum amount of unisex gift is P200.
*BOTs in-charge : Liza, Roel, Josie

2. Alumni King and Queen
Head: Carmelita Yco
Members: Viviene, Lilia, Judy, Ghie
*Each batch is to present its own candidate for the Alumni King and Queen.
*Candidates are to provide their own box during the contest
*Proceeds will go to the Scholarship Fund and other Projects
*Ghie and Josie are in-charge of counting the money collected

3. Registration: Judy, Nanette and Kat
4. Physical Arrangement and Decorations: Edwin, Bong, Nanette
5. Ways and Means
a. Drinks to be sold by SJSAA (suggested by Sunday)
In-Charge: Sunday, Edic, High School Scholars
b. Photos for Sale- with certain percentage from the supplier (suggested by Josie Escalona)
In-Charge JM Productions (c/o Edic)
*the above mentioned fundraising have been approved by the majority

B. Special BOT meeting with Batch coordinators and High School Scholars is on November 26, 2011 at 5:00pm
C. Distinguished Alumni
*Nomination form is not yet available in the internet or still cannot be downloaded
*Are the guidelines published in our internet page already the revised version?
D. Carmi Yco asked if there is a financial report submitted by the treasurer. The Secretary said that Ghie Santos could not make it to the meeting due to the earlier schedule of their batch meeting. Carmi mentioned that Ghie should give it to her assistant treasurer, Josie Escalona if she can’t make it. Judy replied by saying that the assistant treasurer lives in Tarlac , stays there most of the time and is not online.
E. The Secretary is tasked to inquire with Ma’am Lampazo if there is an available bulletin board on campus for SJSAA.
F. The next scheduled regular BOT meeting is on Dec. 10. 2011

IV. Adjournment: With nothing more to discuss the meeting was adjourned at 9:45 pm

SJSAA 8th BOT Meeting

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. Reading and adoption of the minutes of the 7th BOT meeting held September 10,2011

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) 4^th 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 St. Joseph College to exclude the scholars’ tuition fees from future increases.

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 1^st 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.

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

6th BOT Meeting

SJSAA 6th BOT Meeting

Date: August 13, 2011

Venue: Room 1

ORDER AND CALENDAR OF BUSINESS

I. Call to Order

Meeting is presided over by President Edwin Piano at 4:53 pm

II. Invocation is led by Roel Dabu

III. Roll Call

Present:

Edwin J. Piano

Josephine Escalona

Carmelita Yco

Virginia Santos

Roel Dabu

Lilia Amor

Sunday Ibay

Judy T. Pazon

Benjamin Florencio

Mrs. Imelda T. Lampazo

Absent:

Nanette Calderon

Dantenor Cruz

Claire Souza

Arnel Tañedo

Melissa Carabeo

Kgd. Eduardo Piano

A quorum was declared by the Secretaty

IV. Agenda:

A. Reading and adoption of the minutes of the 7th BOT meeting held last June 11,2011

B. Financial Report

 A suggestion was made by Auditor Carmelita Yco to reconstruct and rewrite the previous financial report submitted by Ghie Santos before posting.

C. Capt. Robert Ferrer and Arnel Tañedo have resigned as BOT members and they were unanimously replaced by Viviene Advincula-Batch ‘84 who will chair the Distinguished Alumni and Benjamin Florencio- Batch ’82 who will head the Public Safety

D. Catherine Hernandez, our College scholar, is tasked to log in the schedule of her office duties. Her foremost responsibility is to update and encode list of alumni in our database.

E. A separate account for the Scholarship Fund has been opened at Metro Bank

F. Additional funding for the Scholarship Program is needed as there are more students applying for the scholarship program.

 It was discussed that there are scholars who seek additional financial support for their studies like the ESC given by the DepEd for the students who came from public schools. This violates one of the qualifications stipulated in our Scholarship guideline that says “not receiving grant and/or any form of financial support from any individual and/or entity.” This, therefore, calls for a review and revision of our Scholarship Guidelines.

G. Fundraising Activities

 Suggestions made are: “Pa-Disco for the Alumni” during the October-Fest. Sunday Ibay will talk to the people in-charge of the City October Fest and will make a report next meeting about the possibility of having a slot and booth during the festivity.

H. Uniform

 Judy showed a sample customized polo t-shirt for the BOTs. It was also suggested that a blazer type uniform will be used. Baxley Tailoring is suggested to make the blazer.

I. Advertisement for the Yearbooks

 It was agreed that we will allocate an amount of P2000 for every advertisement placed in yearbooks.

 Pres. Edwin will have the layout prepared for the ads and a group picture taking for the Board of Trustees will be scheduled.

J. Memorandum of Agreement for different business establishments is needed to be worked as soon as possible to give more privileges to alumni members.

K. Bhench Florencio reported that 10% of the proceeds of the Grand Raffle Draw of Batch 82 was be given to SJSAA amounting to P10,500.

V. Adjournment: With nothing more to discuss, the meeting is adjourned at 7:07pm

VI. Next Meeting is set on Sept. 10, 2011.

5th BOT Regular Meeting

SJSAA 5th BOT Regular Meeting

Date: June 11, 2011

Venue: Room 108, SJC Campus

ORDER AND CALENDAR OF BUSINESS

I. Call to Order

Meeting is presided over by President Edwin Piano at 6:45 pm

II. Invocation is led by Ms. Myrna Nuñez

III. Roll Call

Present:

Edwin J. Piano

Carmelita Yco

Virginia Santos

Josephine Escalona

Roel Dabu

Lilia Amor

Sunday Ibay

Catherine Hernandez

Judy T. Pazon

Benjamin Florencio

Viviene Advincula

Myrna Nuñez

Kgw. Eduardo Piano

Absent:

Nanette Calderon

Dantenor Cruz

Capt. Robert Ferrer

Claire Souza

Arnel Tañedo

A quorum was declared by the Secretary

IV. Agenda:

A. Reading and adoption of the minutes of the 6th BOT meeting held last June 11, 2011

B. Scholarship Program:

 It has been agreed that a separate account solely intended for the scholarship program will be opened

 Memorandum of Agreement will be made with St. Joseph College

 Three (3) scholars for High School (free tuition fee from First to Fourth Year) have been approved

 Two (2) Elementary students and one (1) college student are scholars of Batch ‘78

 Ms. Carmelita Yco mentioned that we need to give scholarships to deserving children of alumni in order to increase the membership of SJSAA.

 Additional applicant for high school scholarship, a daughter of SJC security guard, is recommended by the committee. However, upon background check, the security guard has been found out to have a second family. The BOTs unanimously disapproved the recommendation on the grounds that it is the father’s responsibility to take care first of his children’s education.

C. Grand Raffle Draw Result of SJS Batch ’82 has not been made available yet.

 Ms. Carmelite Yco asked why the Raffle Prizes were not put on display during the Raffle Draw. It was explained that they did not buy the prizes yet on purpose and will be available only during the formal presentation of the winners to be announced soon.

 10% of the proceeds of the Grand Raffle Draw will be given to SJSAA.

D. Installation of the airconditioner will be at the Alumni Office in the Social Hall loft.

E. Mr. Jess Ramos adviser of the Student Council of SJC High School asked SJSAA for the donation of section markers for every classroom. However, it has been agreed we can’t put it in the budget now as there are other priority expenditures in our association.

F. Another activity that is proposed for fund-raising is a Fun Run activity for students and alumni

G. It is proposed by Mr. Roel Dabu the extension of the term of office of the Board of Trustees from one (1) year to two (2) years in order to carry out our plans and objectives. Mr. Roel Dabu has been tasked to study the amendment of that provision on Article III Section 2 of the Constitution and By-Laws.

H. Uniform for the Officers and Board of Trustees need to be decided upon on our next meeting slated on July 9, 2011.

V. Adjournment: With nothing more to discuss, the meeting is adjourned at 8:20pm.

Olongapo City - SJSAA BOT Meeting

Members of the Board of Trustees met 16 April 2011 at SJC Campus. Among the highlights of the discussion is the preparation for the upcoming Bingo Social fund raising activity and the scholarship program of the association.

Olongapo City - SJSAA batch coordinators meeting with BOTs and Officers

SJSAA batch coordinators meeting with BOTs and Officers

4/9/2011

SJSAA Pres. Edwin Piano presiding over the meeting. Official appointment papers were given to each batch coordinators, authorizing them to collect and receive fees, issue receipts and identification cards, distribute bingo tickets and solicit donations and sponsorships for SJSAA.

Ways and Means Chairman Sunday Ibay (in red) Bingo Social Chairman Roel Dabu and Assistant Treasurer Josie Escalona makes up the team in-charge of this fund raising activity.

Roel explaining the mechanics of Bingo Social. 2,000 tickets were printed and distributed to each officers and batch coordinators.