MINUTES OF 5TH EXECUTIVE MEETING OF CSG AY 2010-2011, dated June 12,

2010

Present: Mr. L. J. Jarales (LJ) – Vice-President

Mr. V. R. Cabasan (VC) – Executive Secretary
Ms. J. Tano (JT) – Office of Budget and Finance (OBF)
Mr. M. N. Bacas (MB) – Office of Information and Promotions (OIP)
Mr. E. J. Salilig (ES) – Office of Research and Statistics (ORS)
Ms. R. M. Abarquez (RA) – Department of Academic Affairs (DAA)
Mr. E. del Rosario (ED) – Department of Interior and Networking (DIN)
Ms. G. Asentista (GA) – Department of Student Support and Welfare
(DSSW)
Ms. S. Lim (SL) – Department of Mission and Social Action (DMSA)

Absent: Mr. E. Neri (EN) – President

Ms. M. Lucago (ML) – Administrative Office (AO)
*represented by Mr. M. G. Amon (MA)

1. Opening

LJ, in behalf of the President, opened the meeting at 1600 hours.

2. Department and Office Updates

DIN has already met with the Association of Extra-Curricular Organizations

regarding planning and implementation of OrgTrip 2010. The release of kit
that would contain the requirements and policies in the OrgTrip shall be
released on Monday, June 14, 2010. The department would like to seek CSG’s
help with regards to manpower recruitment. Furthermore, DIN would release
information sheets starting June 24, 2010. Organizational funding would be
launched on the same date.

DMSA is already done coordinating with the co-curricular organizations for

the implementation of the department’s projects. It shall also meet with extra
and co-curricular organizations on June 26 to finalize the project on
community building. DMSA added they’re starting to plan for the Red Mass.
DAA reported that the Book Market, with the theme “Book the Talk,” shall be
implemented on June 21. The department held a meeting with all the
academic heads where they discussed the policies of the Book Market. A
meeting to finalize everything was set on June 15. DAA added that it has
recruited additional members from the Talent Expo team. RA reported that
the department provided forms, as well as policies, to all councils that would
serve as tools for easy monitoring of book sales. It has mobilized already the
councils in preparation for a university-wide book sale. On June 17, they will
put up the tarpaulin advertising the book sale. As of the moment, the
department is busy making reservations for the tents. ED suggested making
a reservation letter addressed to SACDEV. Furthermore, the tutorial program
would start on July. An open request system is planned, enabling a group of
people (consisting of at least 10) to request tutorial of desired subject.

DSSW will be setting up its Student Center next week. Accordingly, tasks
have already been delegated.

OAA would implement an office rule regarding pink forms, that any amount
reflected therein shall be deducted from the budget of the department which
incurred it. He added that the office’s physical interior will be made minimal.
The office emphasized that they would be sterner regarding submission of
liquidation reports. Accordingly, it shall issue a memorandum if not passed
within 15 days after the implementation date. Furthermore, the office shall
impose QPI requirements for all CSG officers. A QPI below 2.0 will be
temporarily suspended from service in CSG. With regards to borrowing of
office supplies by outside parties, a monitoring system will be implemented.

ORCI reported that it has completed its set of core officers who will be
managing the said office. However, four members are yet to undergo an
interview. Next week is scheduled for the training of research heads from all
councils. The office shall also release its manual on the surveying system.
Additionally, it will finalize the performance evaluation system and hold
comprehensive training for intelligent officers. The 2nd survey will be
implemented on the month of July.

OIP is already done with the designs of the t-shirts, identification cards, and
tarpaulins. The bulletin board would be set up next week.
3. Commendation

LJ congratulated RA, for organizing the Book Market and instituting its policies
and system; Kevin Salazar, DAA Vice-chair, for the Service Learning Program
initiation; VC and Adrian Villaroya, DAA Human Resource Head, for a
successful Talent Expo; ED, for spearheading the OrgTrip; GA, for the sealing
of lockers; SL, for the networking efforts on community building; and MB, for
the tarpaulins.

4. OBF Policies

JT reported that the authorized personnel to sign project proposals consist of

the president, finance officer, and the moderator. Only approved project
proposals shall warrant withdrawals from the organization’s fund. They must
be passed one (1) week earlier before the proposed implementation date.

JT also emphasized that an official receipt must contain the following data:
name of establishment, TIN, name of buyer, date of transaction, list of items,
OR number, and signature of seller. On the other hand, a transportation
expense report must contain information such as number of person, list of
routes, mode of transportation, purpose, fare rate, signature of committee
head, and signature of project head.

The project head will be personally liable for lost receipts. Additionally,
liquidation reports must be passed within 15 days after implementation date.
Otherwise, the project head will be subject to pay 5% monthly interest on
gross amount received for the implementation of the project.

JT informed that a petty cash fund worth Php 1,500.00 is allocated for CSG
every month. It is intended for administrative expenses, which are incurred to
short-term and/or consumable articles.

5. Others

Louie reminded the departments to finalize their respective general plan of

activities. Regarding the wellness program of DSSW, he requested the
department to write a letter to athletics office.

It was voted upon by the executive board that the CSG polo shirt release
would be spearheaded by VC. Furthermore, it was agreed that the brand of
the polo shirt to be used is Lifeline. On the other hand, Ateneo Camera Club
 will be tapped for the CSG officers’ pictorials. The date, however, was still not
set.

6. Adjournment

LJ thanked all the participants for their presence and concluded the meeting
at 1700 hours.