VELEZ COLLEGE F. Ramos Street, Cebu City
OFFICE OF THE SUPREME STUDENT COUNCIL 2013-2014
MINUTES OF THE SECOND REGULAR MEETING OF THE VC-SSC OFFICERS FOR S.Y. 2013-2013 HELD AT THE BUTTER+LOVE, 6:30 PM of JUNE 5, 2013
Presiding Officer: John Fitzgerald A. Icamen PRESENT: James Annjo Salomon Christine Salinas Grace Noelle Te Neal Jhon Capoy
VC-SSC Executive Secretary VC-SSC Treasurer VC-SSC Deputy Secretary VC-SSC Auditor
ABSENT: Stacy King Dennis Gan
VC-SSC Vice President VC-SSC Premier
After determining the quorum existed, the student council officers of Velez College proceeded to do business. AGENDA: 1. Reading of the previous minutes, matters arising from the previous minutes, approval of the previous minutes. For the meeting to proceed in a timely manner, Ms. Christine Salinas, the VC-SSC Treasurer, move to suspend the reading and the approval of the previous minutes. The body seconded this with no objections raised by any of the member of the body. 2. Leadership Training Seminar for SSC Officers In a prior informal meeting, Mr. John Fitzgerald Icamen and Mr. James Annjo Salomon talked about the possibility of holding a leadership training seminar exclusive for the SSC Officers. The plans discussed in such particular meeting were discussed and elaborated by Mr. Icamen during the regular meeting of the VC-SSC. Initially, the plan of Mr. Salomon and Mr. Icamen was to hold the SSC LTS on June 8-9, however it was learned during this meeting through Mr. Capoy himself that he could not be available on these dates since he will have to attend a Beach Outing with his batchmates. Also, Ms. King had earlier informed the body that should the schedule push through, she would not be able to join since she has a scheduled decking on that day.
VELEZ COLLEGE F. Ramos Street, Cebu City
OFFICE OF THE SUPREME STUDENT COUNCIL 2013-2014
Mr. Icamen stated he is amenable with the program provided that only the SSC officers would be able to join the LTS. Ms. Salinas, asked about some clarifications with the holding of the event particularly from the office of the Student Services and Affairs. Mr. Icamen answered the inquiry to which he stated that the SSC Adviser, Mr. Ben Manzano had already talked with Mrs. Kathyrine Cabatingan, SSA Director. Mr. Icamen informed the body about the out of the campus activity form from the SSA Office to be filled before the school approves the activity. He said that the form must have been prepared and submitted to the office at least one month before the activity. Due to the urgency of the matter, Mr. Icamen reassured the body that Mr. Manzano hinted at the possibility of expedition of approval from the SSA Office. Mr. Salomon asked whether or not each of the members of the council should have to fill up the form, Mr. Icamen said that the SSA only needs one copy of the form. Mr. Icamen proceeded by inquiring about the different schedules of the officers as the planned departure time would be in the afternoon. Raising concerns about the possibility that the admin might disapprove the application of out of campus activity, or the venue might be too expensive, Ms. Te suggested about a second location. Mr. Salomon then suggested to discuss about the budgeting of the activity. He said that the money to be spent for the LTS should be taken from the surplus funds of the SSC since the collection of the enrolment money is not yet over. The body then discussed the specificities of the budget. A motion raised by Mr. Capoy that the body will conduct its leadership training and will allocate P20,000.00 from the surplus money. 4 members (Mr. Salomon, Ms. Te, Ms. Salinas, Mr. Capoy) voted yes, the motion was carried. Ms. Te raised a motion that the location would be at the West 35 Ecoadventure Park, Transcentral Highway, Balamban, Cebu subject to the results of the canvassing. 4 members (Mr. Salomon, Ms. Te, Ms. Salinas, Mr. Capoy) voted yes, the motion was adopted. Ms. Salinas moved that the tentative schedule of the SSC LTS will be on June 15-16, 2013. 4 members (Mr. Salomon, Ms. Te, Ms. Salinas, Mr. Capoy) voted yes, the motion was approved. Having approved by a majority vote by the Velez College-Supreme Student Council Officers, the council approved the passing of Resolution no. 5 s. 2013, A RESOLUTION TO CONDUCT SSC LEADERSHIP TRAINING AND APPROPRIATE FUNDS THEREOF Mr. Salomon raised an inquiry about organizing the different freshmen in class assemblies. He expressed the need to do it sooner not later to be able to conduct the school-wide leadership training seminar by July. A motion raised by Mr. Capoy delegating the task to write letters to the different deans of the colleges about organizing and electing classroom assemblies to Mr. Gan. 4 members (Mr. Salomon, Ms. Te, Ms. Salinas, Mr. Capoy) voted yes, the motion was approved. 3. Lockers
VELEZ COLLEGE F. Ramos Street, Cebu City
OFFICE OF THE SUPREME STUDENT COUNCIL 2013-2014
Mr. Icamen discussed about the progress of the locker project intended to be implemented by the council this academic year. He informed the body that aside from the earlier agreed location of the lockers which is in the Arts and Sciences Building, he also plans to add lockers in the old location, along the hallway of the hospital. Ms. Te raised a question whether or not the hospital would agree about the proposition of Mr. Icamen. Mr. Icamen answered that since there is still space available, it would be most likely that they would agree with the proposition provided that a letter will be submitted to Mrs. Cabatingan for her to inform the administration about it. Mr. Icamen proceeded by discussing that he intends to have 4 new lockers in the ASB while 2 lockers in the old location. Mr. Salomon raised a concern about the placement of lockers at the ASB, whether or not a letter will be sent to the new dean of the college of arts and sciences. The body decided to send a letter to the dean following the approval of the motion raised by Mr. Salomon to send letter. 4 members (Mr. Salomon, Ms. Te, Ms. Salinas, Mr. Capoy) voted yes, the motion was approved. Mr. Salomon expressed that it would be prudent to send letters to the different suppliers of lockers if the body intends to buy the lowest competitive price in the market. He said however that the company must revert immediately, thus demand them to have their responses, through a letter, on or before Friday, June 7. Mr. Icamen suggested that the results of the letters from the company will be discussed alongside with the discussion of the financial guidelines on Saturday, June 8. Mr. Icamen proceeded with the discussion of locker evacuation which is scheduled on June 8. He informed the body the that last day allowance for people to remove their stuff from their lockers would be on June 7. Asked where to get the funds for the materials that are to be used during the locker evacuation, Mr. Icamen said that it will be taken from the surplus money. 4. Bulletin Boards Mr. Icamen discussed about the revitalization of the different SSC Bulletin Boards in the campus and the beautification project for it. He informed the body that currently, there are 3 bulletin boards maintained by the SSC. One in the Extension Area, one in the Annex Area and one in the ASB. He clarified however that the bulletin board in the ASB is shared with other school organizations. Mr. Salomon expressed that the council must write a letter to the dean of the CAS, who is also the incharge of the ASB Building, that he must appropriate a bigger space for the SSC since it’s expected that we would have a lot of correspondences, not to mention that the SSC is the highest governing student council. As to the design, Mr. Icamen had appointed Ms. Te and Ms. Salinas to be the incharge of it. He said that it is in the discretion of the two people as to how will they go about with the designing of the bulletin board.
VELEZ COLLEGE F. Ramos Street, Cebu City
OFFICE OF THE SUPREME STUDENT COUNCIL 2013-2014
Mr. Icamen also informed the body that he intends to have the bulletin board located at the Extension 2 be transferred to Extension 8. Reasons included were cheap maintenance, no need to buy glass to cover, it can be shared with SSA and Guidance Office. A motion was then raised by Mr. Capoy to transfer the bulletin board from Extension 2 to Extension 8, subject to the approval of the school through Mrs. Cabatingan and the council will appropriate funds thereof. 4 members (Mr. Salomon, Ms. Te, Ms. Salinas, Mr. Capoy) voted yes, the motion was adopted. 5. Financial Guidelines Mr. Icamen proceeded with the discussion on the financial guidelines. He expressed that it would really be a good thing if the council will have its own governing guidelines, not only to set precedent, but also to manage the different finances and disbursements well. However, since the matter is very lengthy and sensitive, he suggested that the council would set another day to discuss the matter. A motion raised by Mr. Capoy to schedule the discussion of the financial guidelines on June 8 at Lai Garden Banilad and appropriate P3500 as funds for it. 4 members (Mr. Salomon, Ms. Te, Ms. Salinas, Mr. Capoy) voted yes, the motion was carried. 6. Office Improvements Mr. Icamen discussed about the possibility of buying different things for office improvements. After consultation, it was agreed upon that: •
Chairs- The council will not buy chairs for the mean time as it would be expensive and the enrolment money has not been completely collected, but will only get from the supply in the EMVM.
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Tables- Two tables shall be added for Ms. King and Ms. Te. Same type of tables from what the council already has in the office will be followed.
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Table Repair- Allocate P1000 for the repair and labor and write a letter to the SSA to allow the repairman to enter the campus.
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Office Supplies- Identify the needed office supplies and purchase it.
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Printer- Convert it into continuous ink supply system and allocate P1800.
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Cleaning Materials- Identify the needed cleaning materials and purchase it.
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Sanitary Materials- Identify the needed sanitary materials and purchase it.
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Stacks and Caha de Oro- Appropriate P5000 for the purchase of one stack/caha de oro.
7. Outreach Program The discussion about the outreach program was deferred until the focal person, Ms. King, is available. 8. Facebook and New Media
VELEZ COLLEGE F. Ramos Street, Cebu City
OFFICE OF THE SUPREME STUDENT COUNCIL 2013-2014
The discussion was deferred until the General Assembly. 9. Resolutions The discussion was deferred until the said resolutions to be passed by the assembly becomes available. 10. Other Matters •
Mr. Icamen informed the body about the suggestion of Mr. Gan to appoint Ms. Sheena Rollon as SSC Secretary for Social Development. Mr. Salomon expressed concern about the vague process of appointment by the SSC and suggested the SSC must first establish appointment guidelines before appointing people. Discussion was deferred until the council approves how to appoint a person.
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Mr. Icamen also informed the body about the suggestion of Ms. King to sell the cloth that they used in their grand case study. He said that he was told by Ms. King that it can be a source of income for the SSC given that the SSC may have it rented by other students. It was agreed upon that further discussion of the topic be deferred until Ms. King is present to talk about the matter.
ADJOURNMENT Having covered all items for discussion, the Special Meeting formally adjourned at 8:30 pm. The whole duration of the meeting was 120 minutes.
Prepared by:
JAMES ANNJO F. SALOMON (sgd.) VC-SSC Executive Secretary 2013-2014
Noted by:
JOHN FITZGERALD A. ICAMEN (sgd.) VC-SSC President 2013-2014
