ORDER OF THE PIOUS SCHOOLS

(PIARIST FATHERS)
Calasanz Formation House
144, 9th Street, New Manila, Quezon City, Philippines
(02) 727-26-23

REPORT OF THE REVISION OF THE

BOOKS COMMITTEE

We, Brs. Jae Yong Kim and Luu Van Tran are members of the Revision of Books Committee, with the help
of other brothers, conducted the review or audit of the books of the community for the 5 th Local Chapter
dated on November 11, 2018. Below are our overview, audit findings, and recommendations of the different
books:
 I. The Books of the Secretary

1. Overview:
Rule number 249 of the Rules of Our Order states that the duties of the secretary are to keep the archive and
to record in a book this purpose:
- The decisions taken in community meetings;
- Anything that has an official character;
- Record of the official documents received or issued.

In general, the key ideas and discussion points that led to a decision were completely documented. All the
community meetings were recorded with dates and venues. The minutes were clear, comprehensive, and
objective. It fulfilled the rules of the Order with regard to the Book of secretary.

2. Audit Findings:
a. The recommendations from the previous chapter are realized: a print-out copy of the minutes, and
a community laptop for the secretarial purposes and signature of the house secretaries.
b. Most of the minutes have no particular signature (per minutes) as an official document for the
archive of records (rules No. 249).
c. Approval of the previous minutes is not stated (note: in this year’s documentation). But still
subject for editing. The approval persons of the minutes should also have responsibilities on their
approving which are their signatures needed to appear on the minutes.
d. Other compilations don’t have pagination.
e. Participants who attended the meeting (including guests) are not mentioned individually in the
previous years. Must be included.

3. Recommendations
a. In case of minutes that are confidential, they should be marked as such and limit circulation only to
members of the committee and any selected others who have authorization to view them as part of
their duties and responsibilities.
b. There must be a uniform standard format in writing the minutes in order to save time and at the
same time attendees will also get used to reading the minutes in that format, especially if the
meeting is being held regularly.

(Example from http://southbayrobot.com/tag/standard-minutes-of-meeting-template/)

c. The name of the person (e.g., secretary) who prepared the minutes must sign it with intended date.
d. Indicate pagination in the final printing.
e. Finding of the final minutes’ compilation must be hardbound.
 II. The Books of the Chronicles

1. Overview:
Rule number 250 of the Rules of Our Order states that the chronicler will describe in his book anything that
may be useful for history, even if it has no official character, without injecting any personal judgment about
persons or happenings. As much as possible, he will enrich his report with photographs and press clippings,
adding to each document the date, and, in the case of newspapers, the title. It will be very helpful if the
names of the person in the photographs are noted in some way. There is no obstacle that Chronicles and
Secretary Books would be united in the “Book of Community.”

The book of chronicles gives us an overview of the community`s events as a whole dated from October
2014 to November 2018. Whereby, we can access the different activities of the community.
According to our observation, the record shows that:

- It presents in detail the life of the

community through different schedules
such as sports, formation programs,
celebrations, regular retreat,
recollection, devotions, and daily
prayer. Beside the ordinary schedule,
there are also personal devotions and
desire of practice for prayer.

-The sense of Amusing and

Sentiments of brotherhood by
all the community activities
such as association activities,
celebrations, welcoming, and
creation activities.
-Social services and apostolate are partners of encouragement for religious spiritual life. The most important
is to discover one’s own vocation and to know who he is in his choice to follow Saint Joseph Calasanz’ path.

2. Audit Findings:
a. The book should be one-side of writing to avoid the permeable of ink.
b. Processing of the details of historical event should be accessible according to recording of the
books.
c. For the purpose of preservation, recording should be clear in time, venues, and events.

3. Feedback/ Recommendations:
a. Provide guidelines or template for the records of the chronicler.
b. For reference purposes, there must be a proper place to preserve and keep the records.
c. For accessibility and making propaganda in promoting Piarists, we suggest having an online
Juniorate website.
d. There must be a yearly audit of the community history.
III. The Books of Economic Administration:

1. Overview:
The Book shows the fulfillment of fundamental Economic Principle, “the proper economic administration of
our goods requires all of our communities and all of our members be made partners in the responsibility
regarding to our patrimony and in the way expenses are handled…”. (Rules No. 424)

The Economus representative provided us the complete financial statements of the community for the last
4 years, 2014-2018. All books of the economy were organized and well-prepared. The person in-charge
fulfilled his responsibility according to the Rules, even the encoding of cash receipts and expenses in the
Quicken Software were presented.

2. Audit Findings:
There was no found audit.

3. Recommendations:
a. The team recommends that the economic administration of the house be managed by at least three
persons: economus as head (cashiering and controlling of the incoming and out-going of money),
book-keeper (records the transactions and financial statements), and auditor (who checks the
validity of the transactions according to the economic policy of the house).
b. Items such as house and lot, mitsubishi car, furnitures and fixtures must be presented as fixed
assets or other assets.
IV. LIBRARY: The books of the Library

1. Overview:
Rule number 251 of the Rules of Our Order states that the librarian should diligently take care the purchased
books and magazines in accordance with the annual budget. He is to keep them in an orderly way. He will
make indices through catalogue cards according to the modern systems. He will see to it that the readers
remain in the library room, as far as possible. If there is any need to take books out of the library, he should
write carefully in the book designated for this purpose the title of the books, and should watch whether they
are returned to their places after the allotted time has elapsed. Finally, he should take care that neither the
books nor the furnishings of the library are damaged.

In general, the Books of Library has been well recorded with visible large font call numbers and other
details.

2. Audit Finding

- According to the library record, since

January 3, 2015 and until now, we have
almost 560 new books, around 3597 books
available to use.

- In the end of June 2018, the record shows

that many books were destroyed by insects
and bugs that resulted to the lost of many
books.

- On September 9, 2018, the Library

continues to update new books.
However, many books are not yet
done of registering and tagging.
3. Recommendations:
a. Some books should be arranged properly in the bookshelves and be registered.
b. Try to find again the name of the books spoiled by bugs and insects.
c. The future updating of the books should be enlightened by the study.

4. Recommendations:
a. The librarian has kept a detailed record of the books, magazines, periodicals of the community –
see attached the detailed list of the books of the library.
b. The call number should be written on the spine of the book for easy access.
c. The color and size of the font of the call number should be visible.
V. Inventory of Goods (Furniture and Fixtures)

1. Overview:

The Book has a well recorded clear details and complete items of the house. Therefore, we found out that
there are items that may not still provide the need of the community for some following reasons.

- Guests and visitors must feel

comfortable and have the feeling
of being at home.

- Thus, some practical furniture

that we have are not found in the
guest room.

-The increasing members of the community,

demands for those basic furniture and fixtures
in the dining room and kitchen so that when
we sit and eat together as a family, we may
feel at home.

- Considering that we are large in number,

the need of providing extra spaces as well as
designated places for the comfortable daily
community living such as work, study,
laundry, play, pray, as well as relaxation are
recommended.

2. Audit Findings:
a. There must be furniture and fixtures number for each item for identification and inventory purposes.
b. Furniture and fixtures should be maintained in a regular manner for better use.
c. There must be an audit of the furniture and fixtures for proper accountability and ease access.

3. Recommendations:
a. There must be a book of the furniture and fixtures of the house that contains the following: date of
purchase, furniture and fixtures number, status (remarks), number of items, and acquisition cost.
b. There must be a furniture and fixtures number for each item for identification and inventory purposes.
c. Each items of the house should have the code numbers according to locations.
VI. The Book of Masses

1. Overview

Base on the rules of the Order under suffrages for the death
(Rules No. 80-90), the Book has shown fulfilment of the
obligations of masses and accomplished as required in the
law/rule as well as the suffrages for the dead.

The record of the book shows the community life through

daily duties. By virtue of obedience, “….they should try,
when fulfilling their daily duties, to embrace a sincere
obedience, thus practicing both the virtue and the vow”.
(Rules No. 56)

The record shows that the Book of the Masses is updated

from January 2015 to October 2018 in careful details.

2. Audit Findings:
There is no audit findings found.

3. Recommendations:
a. Continue the good work.
 For the greater glory of God and the benefit of our neighbors.

Signed by:

________________________ ____________________________
Br. Jae Yong Kimn, Sch.P. Br. Luu Van Tran, Sch.P.

________________________ ___________________________
Br. John Michael Dion, Sch.P., Fr. Lily A. Lorona, Sch.P.
Secretary of the Chapter President of the Chapter