UPV Chemistry Society

4th Monthly Meeting

Minutes of the Meeting

Date: October 12, 2023

Call to Order: 7:07 pm
Meeting Adjourned: 8:22 pm
Attendees: Jollanne Muega, Fritz Fernandez, Aldrei Sia, Jeedwn Vertosio, Jaden Joguilon,
Berenice Benitez, Alyssa Rando, John Nicole Tejada, Jiremmy Cenal, Lesley Ferrer, Lorraine
Nogar
Prepared by: Jeedwn Suwin Vertosio

Excused:
Absentees: Ma’am Trixie Capio
Late: Eunice Ferolino, Ivan Jay Negapatan and Christine Deaño
Disconnected from the Meeting:

(1) Agenda Item: ChemSoc Acquaintance Party

Discussion:
➔ Comments:
◆ Be mindful of the time.
◆ Inform the other officers if there are delays.
➔ Comments/suggestions/feedback from the evaluation form were discussed.
➔ Liquidation Report from Logistics Committee to be submitted by Saturday, c/o Logistic
Head, John Nicole Tejada
(2) Agenda Item: PACS-Visayas associated with the PFCS
Discussion:
➔ They asked if we can be an auxiliary member and if we are willing to participate to their
events.
➔ The issue is the venue since most of it will be face-to-face.
➔ The membership fee of 95 php is optional.
➔ Organizational fee is 1500 php.
➔ A poll will be conducted for votation if we want to be a member of their organization.
(3) Agenda Item: CHEM Week: Mind Collision
Discussion:
➔ Mind Collision is an inter-school activity for high school students that is held at Iloilo City.
➔ The ChemSoc was asked if they would want to spearhead the activity during Chemistry
Week (February 2024).
➔ Chem Trump, Chem Tournament, Chem Olympiad, and Mind Collision, are the compiled
activities.
➔ Chemistry Camp of FICS
➔ Questions/Concerns:
◆ What are the specific tasks and responsibilities?
● UPV Chemistry Society is the organizer for the event.
◆ Set time for another meeting to process the needed requirements for OSA.
◆ For now, we need to clarify everything with Sir Jay Martizano, c/o President,
Jollanne Mhar Muega, October 20, 2023
(4) Agenda Item: Constitution and By-Laws Concerns
➔ Additional Members of every Committee
◆ Logistic Committee - 2 additional committee members *complete
◆ Internal - freshman committee member *complete
◆ External - freshman committee member *complete
◆ Documentation Committee - 2 additional members by October 15, 2023, c/o
Docu Head, Jaden Joguilon
◆ Publication Committee - 2 additional members by October 15, 2023, c/o Pub
Head, Berenice Benitez
➔ Change the name of Publications Committee to Arts and Publications Committee or
Creatives Committee
◆ Do not specify the roles and responsibilities/tasks to have creative freedom on
delegating the tasks but it is a requirement that the head will know what are their
specializations.
➔ Excuse Letters and Absent Fee
◆ To what extent should we approve their excuse letter? And how to process the
excuse letter?
● Parameters of excuses:
○ Health Concerns/Emergencies
○ Family or Personal Emergencies
○ Prior Commitments
● How to process the excuse letter?
○ Provide a format for the excuse letter, c/o Secretary, Jeedwn
Vertosio
○ The excuse letter should be submitted 2-3 days before the event
with the exemption of special emergencies hours before the event,
such as health concern/emergency with documentation/receipt or
any proof of the emergency to be submitted within the next 24
hours during or after the event by then the excuse letter can be
 submitted to the Secretary on the day of the event provided it has
been approved by the President.
○ Flow Chart of the Submission Process (Secretary then to the
President)
● No increase in the absent fee.
(5) Agenda Item: Other Matters
➔ Design of the Polo Shirt by the Publication Committee
◆ Keep it simple, so that less will be tailored so that the initial pricing will be
cheaper.
◆ When can you send the design of the polo shirt? October 21, 2023 then submit it
to the IGP Committee so they can inquire the price for the polo shirt by October
25, 2023
◆ Timeline:
● Start of Pre-orders - October 30, 2023 until November 15, 2023
● Making of Polo Shirts - December 2023
● Distribution of Polo Shirts - January 2024
➔ Labkits
◆ Procurement before the end of the reading break.
◆ Will continue to sell lab kits by piece or individually.
➔ Documentation Drive Launching by this October 15, 2023, c/o Docu Head Jaden
Joguilon
➔ Flow of Posting of Pubmats and Captions
◆ People who have access to the soc med accounts
● IG: Jollanne
● Facebook: Jaden and Jollanne
● Twitter: Jaden, Jollanne, and Jeedwn
◆ Establish a flow on how to post simultaneously.
● Documentation Comm will choose pictures and create a caption to be
sent to the President for approval.
● Frames for pictures from the Pubs Comm will be sent to the Docu Head.
● After editing the pictures, send the google drive link of the compiled and
edited pictures and captions for the post to the Secretary for SOA
approval.
➔ Tentative Date of Next Meeting: November 15, 2023

END