UNIVERSIT Y OF THE PHILIPPINESand events they implemented to achieve these School of Business Student Council
and a recommendatios for thei next councilor who will take over the position. semester for th
PREPLAN MINUTES OF THE MEETING PREPLAN MEETING Date: October 19, Saturday Attendance: Present Late Wes Cortez Nina Gerodias Fenina de Leon Jamie Bawalan Camille Calma Clare Co Jonas Cruz
Excused Late
She dela Paz Germaine Gaerlan Frances Lee Gio Nucum Jet Padernal Zachary See Bianca Sing Bea dela Torre
Absent Ramon Vinzon Ervin Mamaril Czarina Ocampo Monica Lee Kipper Capulong Vinchie Que Kenji Muramatsu
Absent Excused Benjie Aquino Kate Pizarro Rap Oronce Kyle Kua Darla Bautista
Time Start: 10:30am Time End: 07:00pm Prepared by: Germaine Gaerlan - Councilor for Internal Affairs
AGENDA OVERVIEW I. House Rules for the Day II. Councilor Revalida III. Vision, Mission, Objectives IV. Focus for Next Semester V. BA Week Theme and Title VI. BA Week Events VII. Team Presentations VIII. Choosing BA Week Events
CONSOLIDATED MINUTES I. House Rules for the Day The vice chairperson introduced the house rules for the day, using the acronym “CANAL” which stood for (C)LAYGO, be (A)ctive, (N)o gadgets, (A)pplause and (L)augh.
II. Councilor Revalida The councilors had a revalida that presented to council the goals they had at the beginning of the semester for their function, the initiatives
and events they led and their recommendations for the next councilor who will take over the position. This was followed by a short question and answer portion that aims to give suggestions for the next councilor who will take over the position. A. EXTERNALS c/o Jamie Bawalan The externals councilor started by giving a rundown of accomplishments for the League of College Councils, completed partnerships (FOI
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School of Business Student Council
youth initiative, pride week, etc.), projects that never updated the council, projects wherein no action was taken and partnerships that were not done yet. She presented the externals system being used during the semester which comprised of a proposal database, timely response and efficient utilization of Council Associates (CAs). Her suggestions for next semester included getting council more involved in accepted partnerships, to have fewer CAs and to maintain perfect attendance in LCC events. A short discussion followed focusing on setting a criteria for choosing which proposals to accept for the next semester. B. INTERNALS c/o Bianca Sing The internals councilor presented the objectives set at the beginning of the semester which were not achieved like the council team building session, wearing of council ID at all time, among others. This was followed by presenting those that were achieved like starting the council meetings at 11:45am and continuing the council culture of celebrating birthdays. It was then discussed to decide on how to present the minutes of the meetings for the stakeholders. Policies on attendance were also brought up for discussion. C. STUDENT RELATIONS c/o Germaine Gaerlan The councilor for student relations’ vision for the first semester was to have a good and strong first impression in the BA community as well as to address student needs. In order to achieve this vision, a rundown of completed projects, which included the school assembly and teacher appreciation, were presented. The student relations councilor suggested to have closer coordination with the batchreps, more visibility and innovation for the function and to lessen the number of CAs assigned.
The discussion revolved around the talent pool of the college because the second semester is heavy for them (Karolfest, BEAST). A challenge to focus on the grievance and feedback aspect was also posed. D. PUB AND PROMO c/o Gio Nucum and Frances Lee The presentation began with a rundown of accomplishments for the semester like establishing the branding this year, the bulletin board and creating the new logo. It was recommended that policies be set and implemented at the onset of the semester and to be more hands-on and innovative with the publicity and promotions plans of all teams. The discussion focused on the councilors’ efficient utilization of their CAs for the different projects they were assigned to, how the bulletin board was underestimated as an effective means of communication to the student body and to better manage and schedule the releases council has. E. LOGISTICS c/o Jet Padernal The revalida began with the logistics councilor saying that “logistics is the epitome of service”. He discussed the objectives he had at the beginning of the semester to implement logistics campaigns and to manage and maintain a system for the execoun asset rental and SBSC assets. He discussed the projects he implemented which comprised of the policies for council room cleanliness, locker rental, lost and found corner, among others. He recommended that for next semester, the next logistics councilor be more strict with council room cleanliness and to centralize the reservation of assets. The discussion that followed was full of suggestions for possible solutions to the hassle of maintaining the asset rental system and how to better coordinate with the admin regarding facility renovation problems.
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School of Business Student Council
F. FINANCE c/o Zach See The finance councilor started by introducing his policies implemented to promote fundraisers among the teams and to continually update the finance tracker. He also discussed the goals for the semester to improve the system for collecting fees due and to have greater involvement in teams. He then discussed the finance system of assessing the finance proposal, granting a budget, updating a master tracker and making the financial statements. He gave an update regarding the x-deal liquidation and the VSB line pub plan. He then concluded the report by recommending that there be other financial control instruments in place next semester. Common finance problems were brought up in the discussion like what to do when teams go over budget and how to know when to be strict regarding the council’s money. The deadline for the financial statements for the first semester was set to be the Monday after plansem. G. MARKETING c/o Clare Co The marketing councilor discussed the goals and objectives for the semester which involved getting P80,000 cash sponsorship, establishing an effective marketing structure and establishing SBSC as a brand. The report also focused on how the CAs were not utilized well and how the corporate tour was used to address this by entrusting it solely to the CAs.
H. EDUCATION AND RESEARCH c/o Jonas Cruz The Education and Research councilor’s thrust for this semester is to set the bar for the conduct of this new function, increase council’s involvement in the students’ academic life and to promote business news and information. Activities accomplished during the semester included releasing the business blitz information campaign, the VSB acad guide, acad calendar and the SBSC business education. The SBSC financial statement audit will happen after the Finance councilor finishes the FS. He recommended to inject more innovation in the function other than what was done already, to create more function-based projects, to continue plans for the Student Entrepreneur Center (akin to Ateneo’s JSEC) and to lessen the number of CAs. It was suggested that there be an exam calendar that can easily be updated by all batchreps and that the EdRes function help out with the incentives management of the different council events. I. OPERATIONS c/o She Dela Paz The operations councilor discussed her achievements this semester: CA/PH recruitment, the project evaluations and the team building seminar.
Recommendations include taking better care of the sponsor collaterals, customize the marketing letter for potential big sponsors, to have better post doc and follow through and to give the CAs a project other than Bizwalk and to be more hands-on with the projects.
Projects still not done are the CA/PH thanksgiving and finishing the project kit.
It was discussed to brand marketing in council as sort of being the brand manager of that company in the college and to utilize our edge as a student council to get sponsors. Ways to empower the marketing CAs and suggestions to get more sponsors next semester were also discussed.
For the discussion, it was brought up that the event team leaders must also have the initiative to update the operations councilor and not always the other way around. Form completion must also be made into a habit, especially since the next council usually depends on these for project planning.
For next semester, it was recommended that project tracking be done more diligently and the CA/PH tracking as well.
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17. Attendance of at least 3 council
III. Vision, Mission, Objectives The vision, mission and objectives set before were revisited in order to help the council form a focus for this semester. OBJECTIVES Legend: Achieved Did not achieve Semi-achieved/Yet to be done 1. 2. 3.
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6. 7. 8.
9. 10.
11.
12. 13. 14. 15. 16.
Perfect attendance in all LCC meetings Host at least 1 LCC meeting Achieve our target number of attendees (refer to PH kit). TIP, Skills, Big Event, BW Launch, School Assembly Survey at least 30% of attendees or 30 people per event, whichever is higher (Ops) Get at least 60% of each undergraduate batch for our mid-sem and sem-ender evaluation (SR, batchreps) Minimum of 95% collection in Gen Reg. (90% only - Finance, breps) 8.5/10 score in Info Dissemination Complete and on-time deliverables, including post-event documentation forms (Ops) Marketed Cash and X-deal minimum of Php 120,000 ( 80, 000 cash ) per sem Maximum of one unexcused absence and one unexcused late in all BAC calendared events (Int + all) Maximum of 3 excused absences and 3 excused late in all calendared BAC events (Int + all) At least 8/10 overall satisfaction rate for the CA-PH program evaluation At least 8/10 rate in terms of recommendability of the CA-PH program Target minimum bank balance of P60,000 at the end of the semester. Minimum of 9/10 score in the BAC Cleanliness Campaign (Log) Follow program schedules of BAC events at all times with exception for fortuitous events
18. 19. 20. 21. 22. 23. 24. 25. 26.
27.
28. 29. 30. 31. 32.
members in council shirt in at least one major event per organization. (all + VC) Attend at least 1 ExeCoun calendared event per council member One BAC TBS with CAs and Special PHs per sem Release at least three BAC2YOU issues this sem Hold at least one socially relevant project which entails participation 8.5/10 in approachability score Have at least one complete council TBS (Int + all) Attend at least one USC event per council member Attend at least 1 ExeCoun meeting per council member (all + VC) Release project survey reports 2 weeks after completion of survey at the latest (Ops) At least of 8/10 score in relevance of CBA community Facebook group (hindi tinanong sa midsem survey) Proper and timely (before plansem) turnover of council Execute projects with no additional budget request (Fin and everyone) Create an initiative for the graduate students Create an initiative for the CBA Alumni (SR) Build a stronger BAC Alumni database/ relation (Int)
Vision UP CBA as the premier business institution of proactive leaders collaborating towards the holistic growth of self and the positive development of society Mission To lead and serve the college through effective interaction and through innovative projects, relevant initiatives, and enriching opportunities
IV. Focus for Next Semester The focus for next semester was extensively discussed so that the BA Week planning can have a direction as well.
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School of Business Student Council
Key observations about the college now were that there seemed to be less people in the college and that there is a blanket of confusion because of all the changes this semester brought like the name change and the proposal to shift the academic calendar. With this insight, the conversation veered to discussing that being a CBAer or a VSBer is not in the name but in the culture that we uphold. That is why council’s focus for next semester is Home, Identity, Family, Culture.
V. BA Week Theme and Title The council engaged in a discussion about possible BA Week Theme and Title. The brain storming revolved around the concept of home and “home” was used in a lot of the suggestions. To help come up with a theme and title, the centennial ad hoc chairperson presented their three-phased plan for the centennial celebration with this year serving as a kick-off for the coming years and celebrating BA as an institution, not only for the people in it. After a lengthy discussion, the theme and title was put to a vote and “This Is Us” was chosen.
VI. BA Week Events A discussion regarding the pros and cons of having the stained glass competition versus retaining the Christmas decor competition ensued. During the discussion, it was concluded that the stained glass competition will only add to the stress of the organizations and that putting up Christmas decors is a better alternative provided that the orgs give their consent to this. The next point of discussion was about retaining Bb BA or bringing back BA Idol. A table of pros and cons was drafted with the pros of BA Idol focusing on the batch unity it creates but then noting that it is harder to get people to attend this and that it is usually the same people who performed in Karolfest that
join this. For Bb BA the main pro is that it attracts a lot of attendees but then it lacks fostering batch unity. A compromise was made that Bb BA should be retained but to emphasize the talent portion which can be a mini BA Idol. The staple BA Week projects, Gallery, Culminight, Staff Tribute, Grand Pakain, BACBACAN and Lantern Parade were retained.
VII. Team Presentations The council separated into three separate teams, each headed by a triumvirate member. Team Nina’s presentation focused on identifying who we are and what defines VSB students. From this insight, they planned ways on making our innate characteristics personified in the things which reflect them like our orgs, the language we use, etc. They linked each of the BA week events into certain aspects of the VSB culture. They ended their report by showing pubmat pegs from “Glee” and “Awkward”. Team Fen pitched how they wanted VSB students to define “This Is Us” for themselves, making it more inclusive. Their pubmat peg was that of a kaleidoscope representing how lively our culture is. Team Wes presented how each event can be linked to a moral value which also represented our culture like for grand pakain, having the byline “We share, this is us” and the like for the other projects.
VIII. Choosing BA Week Events OVERALL - WES GALLERY – Kate, Vinchie, Kenji, Frances BACBACAN – Nina, Clare, Bianca, Benjie, Camille BB. BA – Jonas, Ger CULMINIGHT – Jet, Ger, Kyle, Gio STAFF TRIBUTE – Czarina, Monica LANTERN PARADE – Jamie, Bea, Rap, Darla, Ramon GPAK – Zach, Kipper, Erv WEEK PUB – Gio, She + Fen