1 UNIVERSITY SUPREME STUDENT COUNCIL FEDERATION

2 VISAYAS STATE UNIVERSITY

6 MINUTES OF USSCF SECOND BOARD MEETING

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21 SATURDAY|OCTOBER 7, 2023|8:00 AM-7:45 PM

22 VISAYAS STATE UNIVERSITY- ISABEL QUALITY ASSURANCE CENTER/ ROOM 01- DEPARTMENT OF
23 TEACHER-EDUCATION BUILDING

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31 I. ROLL CALL
32 The chairperson welcomed everyone in the hall and asked the secretary for a roll call.
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35 Present:
36 Hon. Shaina Mae Lacaba - Chairperson
37 Hon. Jhon Rey L. Gardon - Vice-Chairperson
38 Hon. Xin Melody Jorge - Treasurer
39 Hon. Clyde T. Bondos - Auditor
40 Hon. Phil Albert E. Renomeron - Press Relation Officer
41 Hon. Jemuel R. Juntado - Councilor
42 Hon. Elizabeth E. Albao - Councilor
43 Hon. Jolina E. Morante - Councilor
44 Hon. Raymond A. Polvera - Councilor
45 Hon. Ian John Narbay - Councilor
46 Hon. Chris Joseph S. Suico - Councilor
47 Hon. Carl Jasper L. Obillo - Councilor
48 Hon. Kyle Andrey Ancog - Councilor
49 Hon. Giema M. Oroc - Councilor
50 Hon. Jayson B. Espregante - Councilor
51 Hon. Kristofer E. Balais - Councilor
52 Hon. Marlon S. Escoton Jr. - Councilor
53 Hon. Raymart S. Dignos - Councilor
54 Representative from CTEAS-SSC - for Hon. Mikeful A. Miralles
55 Representative from CON-SSC - Ms. Glendale Reign P. Tan for Hon. Caintic
56 Absent:
57 Hon. Sueziah Divinee R. Gabon - Councilor
58 Hon. Edmundo Y. Martino - Councilor
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62 II. CALL TO ORDER
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64 The 2nd regular board meeting of the University Supreme Student Council Federation was called
65 to order at 9:00 am on October 7, 2023 held at the VSU- Isabel Accreditation Center.
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67 III. APPROVAL OF THE PROPOSED AGENDA
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69 The chairperson asked the secretary to read the agenda for the 2nd board meeting.
70 The secretary read the following agenda:
71 I. Committee Proposals
72 II. SCUAA Paalam Night
73 III. Strategic Planning on Constitutional Convention and Student Congress
74 IV. Other Matters
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76 For other matters:
77 1. Issue about Uni-wide Intramurals

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 78 2. Request for reconsideration of accommodation of students of occupants of main campus.
79 3. (anti-sexual harassment)
80 4. CET Proposal (SDF)
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82 IV. MEETING PROPER
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84 The chairperson asked the body for campus updates. Each council; the USSC’s and the CSSC’s
85 shared to everyone in the room updates from their respective campuses.
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87 The first agenda tackled was the Strategic Planning on Constitutional Convention and Student
88 Congress. The following subtopics for the first agenda were also discussed.
89 ➢ Definition of terms for concon
90 ➢ Discussion of the CBL if there are any suggestions for change
91 ➢ Constitutional convention strategic planning
92 ➢ Discussion of the Article XXII Amendments or Revisions
93 ➢ 21 days after approval of such revisions
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95 Hon. Shaina: “Why call for a constitutional convention if there would be very cute output?”
96 The chairperson also asked the board if concon is really needed. She then reviewed the proposal
97 last year of the past administration. She mentioned the following takeaway in pursuing the activity.
98 Hon. Shaina: “We cannot call for a concon if we do not have major revisions.”
99 Hon Gardon suggested that the concon would be beneficial because the SEB code is not aligned
100 with the SSC CBL.
101 The chairperson once again asked the body what are the purposes why the council should pursue
102 the concon. Is it because the USSC and the CSSC CBL are not aligned? She then asked what is
103 not aligned if that is the case.
104 Hon. Shaina: “Is it the membership fee, the structure of the officers?”
105 Hon. Kristofer: “There are inconsistencies. There are provisions in the USSC CBL that are not
106 found in the SEB Code. But, the agenda for now is to strategize, let’s move away the discussions
107 for the CBL amendment.”
108 Hon. Shaina: “we have to understand why are we pushing for the concon. It will cost quite a lot of
109 money and the council must craft a proposal for this, because the first question to arise will be,
110 what is wrong with the SSCF CBL?”
111 Hon. Kristofer: “The SSCF hasn’t reached 20 years yet. The question is, how was this written?
112 From that question, is there fairness in all sectors? Concon’s delegates will be the elected
113 officers, but with the proposals, we will invite professionals. It’s a highbreed, because we are
114 delegating experts. We have to align everything because there are provisions that are not present
115 in the lower bodies. Ex: membership fee. Everything should be stipulated in the constitution.”
116 Hon. Shaina: “let’s check first the SSCF CBL. The next administration will benefit this concon. For
117 now, let’s just have to be clear.”

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118 Hon. Chris: “We need this two-day ratification. The VSU SSCF is the highest governing body. It
119 is not clear based on the CBL. In the CSSC’s CBL, it was not stated there that they are members
120 of the federation.”
121 Hon. Phil: “In our USSC CBL, we are automatic members of the USSCF.”
122 Hon. Shaina: “we cannot proceed with the strategic planning if we are not firm enough with our
123 reason why we are pursuing this concon.”
124 Hon. Phil: “some of the provisions in the CBL are no longer serving the federation. Ex: it was not
125 clearly stated in the CBL as to the laws or sanctions for the administration’s incompetence. Like
126 we should impose penalties for those administration who cannot comply the reports or payments
127 so that it will be resolved. It is one thing to consider.”
128 Hon. Gardon: “are we going to write a new constitution or are we going to amend?”
129 Hon. Shaina:” reviewing all in the cbl, are we going to opt for that? We have to state in the proposal
130 what our plans are. Calling for a concon will do provided that there are major revisions. How we
131 are going to strategize if we do not know the purpose of our activity. We have to be sure what
132 should we strategize.”
133 Hon: Gardon: “what if we lay down the steps why we conduct the concon.”
134 Hon: Kristofer: “can we initially consult first expert of the law? If it is advised not to pursue this
135 pursuit, then we stop.”
136 Hon: Shaina reviewed the guidelines in making the proposal.
137 Hon. Chris: “one of the reasons to consider is that the federation was just established few years
138 back. College councils were first before established before USSCF. Now, it seems outdated, it
139 needs to be aligned.”
140 Hon. Shaina: “the CSSC’s can conduct a general assembly and can include alignment of the
141 federation’s constitution to the college council’s CBL. But, what are the major revisions? Concon
142 does not call for simple revisions.”
143 Hon. Chris: “the federation’s system.”
144 Hon. Shaina asked example of the contradictory provisions.
145 Hon. Gardon: “one thing I see is the system of elections, article 13 section 1-political parties.”
146 Hon. Shaina encouraged everyone to check the CBL of the federation.
147 Hon. Gardon: “there is lacking there. There shall be an open party system.”
148 Hon. Shaina: “the SEB is independent. Is it possible that they amend with their own?”
149 Hon. Kristofer: “They should be aligned with the USSC’s CBL.”
150 Hon. Shaina: “Before consulting this to experts, at least we already have ideas and, we already
151 know which part of the constitution should be revised.”
152 Hon. Jayson: “the CBL should first be reviewed by experts before we conduct a constitutional
153 convention. It is already given that there are irregularities in our CBL.”

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154 Hon. Shaina: “The purpose of the review is to point out the irregularities.”
155 Hon. Chris: “we need the concon considering that the CBL was made by the students while the
156 Philippine Constitution let’s say was made by experts.”
157 Hon. Kristofer: “not just alignment, but to update as well because times are changing. We need
158 to adapt with these changes.”
159 Hon. Shaina: “we must be the one to check and review it first before we present it to experts. Hon.
160 Shaina: (clarified the sole purpose, that the council should have a unified ang statement so that
161 there are enough reasons to review it before the concon.”
162 Hon. Kyle: “in our college, last academic year, they have amended the CBL, there was a change
163 in the qualification for presidents. 4th year to 6th year students are qualified while representatives
164 from 1 to 3 per year level. As for now, we cannot change it since there is no revision allowed
165 within one year.”
166 Hon. Shaina: “this is why we need to attend to the federation’s CBL first.”
167 Hon. Phil: “we really have to think something bigger and much more substantial reason for us to
168 conduct this concon. The USSC’s and CSSC’s have the power to amend to make the constitutions
169 align with the federation.”
170 Hon. Shaina asked what are the outdated provisions in the CBL.
171 Hon. Kristofer: “article 7. There are no rules and guidelines. Article 6, it is very big.” (examined
172 the vague parts of the constitution.)
173 Hon. Jayson: “if they have the same power with the federation, the tendency is that, time will come
174 that it will no longer align again.”
175 Hon. Chris: “if our reason is to align the CBL of the colleges, it would be a very big work. Why not
176 make a concon for all so we can work altogether and consult it to experts.”
177 Hon. Shaina reviewed the stated reasons of the council to pursue concon.
178 Unified, Update, Align, and Review
179 Hon. Kristofer: “The main purpose of the concon is to review. It might still be impartial. We have
180 to ensure the constituents are well provided with the new CBL. The question for this is the
181 credibility. When was the last concon?”
182 Hon. Gardon: “in behalf of USSC-baybay, the cbl that the past administration used was not
183 approved. It was used without the signature of the authors.”
184 Hon. Chris: “The election system- Was it possible that the chairperson last year is
185 unconstitutional. There were many from Baybay who said that the rules were not ethical.”
186 Hon. Jayson: “we have more than enough reason to pursue concon.”
187 Hon. Shaina: “for now, we will be delegating the task to review the CBL. Before we let it reviewed,
188 we have to point out first which part should be amended. Since we have more than enough
189 reason, let us proceed to the strategizing of the concon. For CSSC’s, review your CBL aligned to
190 the USSCF.”

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191 The chairperson asked the council’s suggestions in reviewing the CBL.
192 Hon. Chris: “if we review at this very moment, then it would not be feasible.”
193 Hon. Shaina: “we’ll just assign groups to review the article.”
194 Hon. Phil: “how about we review the CBL by part.”
195 Hon. Shaina: “why not upload the CBL of the fed to a drive as well as the USSC’s CBL and then
196 compare.”
197 Hon. Kristofer: “I suggest that we write a comprehensive review of the CBL, submit it on the
198 committee on regulations and the vice chairman will pass it to Shaina. After, it will be consulted
199 to an expert.”
200 Hon. Shaina asked the body for another suggestion.
201 Hon. Kristofer: “we should make an adhoc committee.”
202 Hon. Shaina: “how about individual and group output?” (Suggest that they focus on their own
203 college.)
204 Hon. Kristofer: “I summon that we do it on SCUAA.”
205 Hon. Shaina: “it is highly suggested that we should have the amendments before the end of the
206 semester. Are there any suggestions other than that? How about we set a deadline.”
207 Hon. Chris: “maybe we can include to the tally the SEB councils.”
208 Hon. Shaina: “Do we agree anonymously that we have an individual output?”
209 Hon. Kristofer moved to divide the house whether to do an individual output or for other
210 suggestions.
211 Hon. Phil seconded the motion.
212 Hon. Chris: “what if we have the votation first before the suggestions.”
213 The body voted as to whether it will be an individual or group output.
214 Hon. Shaina: “16 in favor for the individual output.”
215 Hon. Gardon: “I highly suggest to post a Deadline.”
216 Hon. Shaina: “it would be better that we hold the concon before the second semester.”
217 Hon. Phil suggested that the deadline will be on Paalam night.
218 Hon. Shaina: “No, that would be late already.”
219 Hon. Chris: “what will be our activity for December?”
220 Hon. Shaina proposed concon.
221 Hon. Chris: “I want to appeal that on December 7 will be our COE day and December 8 is a
222 holiday. We should not go through with the concon on December 7.”

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223 Hon. Gardon: “each council has its annual plan to follow, conducting this event should be early
224 as possible.”
225 Hon. Gardon moved to send the minutes before the midterms.
226 Hon. Shaina: “the deadline for the individual output will be one week from now so that there is still
227 time for review.”
228 Hon. Chris: “midterm also is fast approaching. We must remember that we are a student before
229 a leader. If we want a quality opinion, we have until July to conduct the concon and revise the
230 CBL. Therefore, we should not rush.”
231 Hon. Kristof: “it doesn’t have to be that in-depth. It doesn’t have to holistic, that in-depth, specific,
232 or comprehensive. We just need to point out what needs to be addressed.”
233 Hon. Jemuel: “we must target the specific articles on the review of the CBL for it not to be costly.”
234 Hon. Shaina: “we can point out.”
235 Hon. Phil moved to have a recess.
236 Hon. Shaina allowed the 10-minute break.
237 -------------------------------------------10 MINUTE BREAK---------------------------------------------------------
238 Hon. Shaina asked the body to give suggestions for the deadline. She also reminded everyone
239 that the CBL will be subject for review by the experts.
240 CON Rep: “would it be late if after midterm?”
241 Hon. Shaina: “We will have to deliberate. We will have the committee for the concon. We will just
242 prepare in case we pursue the activity. Shall we decide with the committees now or have a
243 separate meeting?”
244 The chairperson asked the vice-chairperson to read the different committees.
245 Hon. Gardon: “we have the steering committee, secretariat, registration, programme, food/
246 snacks, venue- lights and sounds, creatives, housing committee, welcoming committee, token
247 and garlands, transportation and logistics”.
248 Hon. Shaina: “shall we appoint committees or not? For me, we can make it on a later time but
249 maybe for the Paalam night, we can.”
250 Hon. Gardon moved that the secretariat make a format.
251 Hon. Kristofer: “we can have it not specific.”
252 Hon. Shaina: “how about 18? 11 days from now. Everyone must submit the individual output or
253 how about on 17, and then process it for 3 days. After which, it will be ready for review.”
254 The chairperson asked the secretary to make a letter to the SEB inviting them to have their
255 CBL review as well.
256 Hon. Shaina: “so, we will evaluate two, the SSCF CBL and our own CBL.”

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257 Hon. Shaina: “let’s decide not to have the steering committee for the concon. Shall we follow the
258 proposal of the last admin?”
259 Hon. Chris asked the budget for meals.
260 Hon. Gardon: “there was no budgetary requirements in the proposal last year. I was informed that
261 the overall budget was 235,000 pesos.”
262 Hon. Gardon read the timetable.
263 Hon. Kristofer: “Can we have a calendar of activity so we’ll be guided.”
264 Hon. Shaina: “we will create a List of Activities as suggested by Hon. Kristofer Balais.”
265 List of Activities:
266 - Individual Review of the USSCF CBL (October 17)
267 - Consolidation of the individual reviews from the SSC’s (October 20)
268 - Subject for expert Review (October 23) – (Atty. Guinocor, Advisers, Authors of RD.)
269 - Document preparation for CONCON or Secretariat Committee. – documents must
270 be signed 1 month before CONCON
271 - Special Meeting for CONCON
272 - Appointment of Working Committees
273 - CONCON
274 Hon. Shaina: “we should invite the SEB in the next board meeting.”
275 Hon. Kristofer: “why we are we inviting them?”
276 Hon. Shaina: “aside the concon, a general assembly should be conducted too.”
277 Hon. Phil: “how about the councils who just had their amendment?”
278 Hon. Balais: “We need to be advised by experts.”
279 Hon. Shaina: “the proposed date for concon will be on November 30, Dec. 1 and Dec 2. It is
280 important to set date so that we cannot affect any classes. What do you think? It would not be
281 feasible if we have the documents 2 months before because we still don’t have the individual
282 outputs.”
283 Hon. Phil: “The tolosa officers cannot attend on those dates because we have tight schedules
284 especially that the intramural is fast approaching. During the Paalam night will be the victory night
285 of USSC- Tolosa.”

286 Hon. Shaina: “you’ll have a different committee.” (asked Hon. Gardon if it would be feasible to
287 have the outputs reviewed on October 20 since the vice-chairperson will be the one to review.)
288 Hon. Gardon: “by October 17, each officer must have submitted the output.”
289 Hon. Shaina: “we can have a special meeting on October 21.”
290 Hon. Kristof: “what will be the process as to what we will do in the concon?”
291 Hon. Shaina: “on our special meeting, lets appoint committees.” (Asked Hon. Gardon if the admin
292 will be on duty during the SCUAA.)

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293 Hon. Gardon: “Yes. There will be government work on those dates.”
294 The target date for the constitutional convention will be on November 31 to December 3.
295 Hon. Kristof: “the process for SDF will take 2 months.”
296 Hon. Gardon: “After the midterms, we’ll start making the papers.”
297 Hon. Shaina: “we’ll make the proposal general first. If we are planning to submit the proposal
298 early, appointment should be now. Let’s appoint the secretariat committee from the main campus
299 to process the papers. Do you agree to appoint working committee today? Let’s start with the
300 secretariat committee.”
301 1. Secretariat committee:
302 Chairperson: Hon. Krisa
303 Co-chairperson: USSC BAYBAY Secretary
304 ➢ Project proposal
305 ➢ Activity permit
306 ➢ Registration
307 ➢ Programme
308 Hon. Shaina: Shall we decide a votation today for the delegates?
309 Hon. Jayson: we can have it on the special meeting.
310 2. Food committee:
311 Chairperson: Hon. Giema
312 Co-chairperson: Hon. Kyle
313 3. Venue: lights and sounds
314 Chairperson: Hon. Carl jasper
315 Co- chairperson: Hon. Jayson
316 4. Creatives and documentation:
317 Chairperson: Hon. Gardon
318 Co-chairperson and members: Information committee of USSC baybay
319 5. Housing committee:
320 Chairperson: Suzieah Gabon
321 Co-chairperson: Hon. Chris
322 6. Transportation and logistics:
323 Chairperson: Hon. Phil
324 Co-chairperson: USSC Tolosa
325 Hon. Gardon: Let’s try to minimize our expenses for this.
326 7. Finance:

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327 Chairperson: Hon. Xin
328 Co-chairperson: Hon. Kristof
329 Hon. Phil suggested that he can be the liason of the logistics committee.
330 Hon. Gardon: “the chairperson must not go outside the venue.” (suggested that Hon. Angelle be
331 assigned to the first aid committee)
332 Hon. Shaina asked if there are other additions to concon.
333 There were no additions as to the first agenda.
334 Hon. Phil moved to close the agenda.
335 ---------------------------------------------------SHORT BREAK------------------------------------------------------
336 Meeting resumed at 6:27pm.
337 The second agenda was then opened by the chairperson.
338 Hon. Shaina: “the IHK requested our manpower for the SCUAA Paalam Night. Ms. Limbo tasked
339 us to craft a proposal and that the Paalam Night will be on October 26. This is to give students a
340 memorable night. In addition, we’ll be hosting 3k + student athletes. The theme will depend on
341 us. She suggested that we come up with a less expensive plan. For ex: A street party. Rather
342 than a foam party, we may opt for a street party. They will come to the event after the dinner for
343 the party. That way, we will spend less and focus on the sound system and lights. If we insist on
344 having famous bands, there should have talent fees. We need to have the concept and the
345 funding. I suggest that rather than inviting famous bands, we opt for VSU bands, it would be less
346 costly.”
347 The chairperson asked for suggestions.
348 Hon. Gardon: “I agree with Hon. Shaina to have the street party. The foam party will be a costly
349 event.”
350 The honorables decided to conduct the party at the gym. Non-athletes will not be permitted
351 to enter the gate.
352 The discussion for SCUAA Paalam Night will be in the group chat.
353 Hon. Gardon: “there are bands inside VSU that we can invite with little talent fees or we can invite
354 winners from intramurals. We already have the committees yet we still have to delegate and plan
355 for the concept.”
356 Hon. Shaina: “I suggest to have the same committee as the concon.” (asked if everyone in the
357 council will be present during the Paalam Night.)
358 Hon. Gardon: “they have set limited number of participants from the federation that will be
359 provided with foods and accommodation. Others can still go but will not be included in the budget.”
360 Hon. Shaina: “let’s form committees before we conceptualize so that we are guided.”
361 ➢ Steering committee- shall oversee the entirety of the event
362 HEAD: SHAINA members: executives
363 ➢ Creatives- shall spearhead the publicity material

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364 ➢ Venue- prep and stage design
365 ➢ Technical- from mics to speakers
366 ➢ Secretariat-act proposal, letters and other documents
367 ➢ Supply-canvass and supply the materials needed upon request
368 ➢ Security and welfare-
369 ➢ Finance –prepare the budget proposal
370 ➢ Programme- for the performers and the program proper
371 Hon: Gardon:” I will talk to ma’am cha and clarify how many individuals will be shouldered. But
372 let’s identify those officers who will not be available during that time. Let us appoint as we go
373 along.”
374 Secretariat: USSC Secretary
375 Co- chairperson: Hon. Ian
376 Creatives: Hon. Gardon and Patagnan
377 Supply: Hon. Kristofer
378 Venue: Hon. Jayson
379 Finance: CME Pres
380 Technical: Hon. Carl
381 Programme- Hon. Gardon
382 Medics, Security and Welfare- Hon. Chris
383 Food: CVM and CAFS
384 Hon. Gardon suggested that the concept will be live band presentations.
385 Hon. Chris asked what would be the mood for the live band songs
386 Additional plans for disco and theme will be assigned to the committee on programme.
387 Hon. Gardon suggested that there is no need to have a dress code and a theme since the athletes
388 are already in the venue and there is no much time to prepare. He also raised a motion that by
389 7:45, the meeting shall adjourn and set the date for the 3rd board meeting.
390 It was seconded that the meeting end at 7:45 pm.
391 Hon. Gardon added that if there are requests to purchase the needed materials, they shall inform
392 the supply committee.
393 ANNOUNCEMENTS
394 Hon. Shaina: “The next board meeting will be on VSU-Villaba. That would be on November
395 11 and 12 and there will a special meeting for SCUAA Paalam Night and for the Constitutional
396 Convention. Are there any more announcements?”
397 There were no other announcements.
398

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399
400 OTHER MATTERS
401 Regarding the seminar workshop proposed by the CET- President, Hon. Shaina assured to give
402 updates and will talk with ma’am Loella for that matter.
403 Hon. Phil raised the concern about the athletes.
404 Hon. Shaina included the athletes’ issue on the unfinished business as well as the other concerns
405 raised before the meeting proper.
406
407 V. ADJOURNMENT
408
409 The chairperson opened the floor for questions, concerns and clarifications.
410 There were no questions and clarifications raised.
411
412 The 2nd Board Meeting of the USSCF was then adjourned at 7: 45 pm.
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422 Verified True and Correct:

423

424 KRISA MAY N. BALEGIO

425 Secretary-General, USSCF
426 President, USSC-Isabel
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