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NCVMS Minutes of Meeting February 16, 2013 College of Veterinary Medicine, CLSU

In attendance are a total of 61 students from: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Aklan State University (ASU) Benguet State University (BSU) Central Bicol State University of Agriculture (CBSUA) Cavite State University (CavSU) Central Luzon State University (CLSU) Central Mindanao University (CMU) Cagayan State University (CSU) De La Salle Araneta University (DLSAU) Don Mariano Marcos Memorial State University (DMMMSU) Isabela State University (ISU) Nueva Vizcaya State University (NVSU) Pampanga Agricultural College (PAC) University of Eastern Philippines (UEP) University of the Philippines-Los Baos (UP) Tarlac College of Agriculture (TCA) Visayas State University (VSU)

Call to Order The meeting has come to order at 6:18 PM with Dr. Rudolfo Medrano, Jr. as the guest presiding officer. Ms. Faye Boone of UPLB was appointed as secretary due to the absence of the elected Secretary General.

Correction of the Minutes of the 8th National Congress for the Veterinary Medicine Students (NCVMS) Before the recap of the 8th NCVMS was done, minutes from the last NCVMS were reviewed and suggestions were done. For the attendance, the secretary must include the name of the school present instead of just numbers. Abbreviation must be spelled out first. A secretary must be appointed in case the Secretary General is not present. Topics per agenda must be placed in bullet-form followed by the details. It should also include corrections from the previous congress or meeting.

NVMS Constitution Amendments NCVMS president, Mr. Paul Cardenio motioned that the meeting be ended by 8:00 PM. An objection was done but the body seconded the motion.

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Recap of the 8th NCVMS meeting was done where quorum, 50% + 1 of the total body present, would be required to pass a motion. It was also cleared that 3rd year to 6th year vet students (or those in 1st year proper onwards) should be members of the congress. There should be three Vice Presidents (VPs) that would represent each island - Luzon, Visayas and Mindanao and PIO. BSU pushed the congress to talk about matters that were overlooked last congress. The congress should define the specific duties of each officer. There should be definition of the NCVMS logo. Another suggested that a specific article for the theme song should be included in the by-laws and/or constitution. It must also include the suspension and liabilities of the officers. Organization indebtedness was also mentioned. The congress also discussed membership fee of the member organization. The floor was given to UPLB student for suggestions of which he mentioned that the constitution is still a draft and UP-Los Banos can help for the making of the constitution. They would try to ask for help from UP NCPAG Student Council for the technicalities in the constitution. Mr. Cardenio motioned for the discussion of the specific duties of the VP and PIO. A doctor from TCA said that the congress should get professional help (ex. Person related to Political Science) to assert in the technical writing without necessarily appointing the person. CMU said that the executive committee (ExeCom) should be the ones that should discuss the duties of the officers. UEP emphasized on the word congress to counteract CMUs statement. CMU cleared that the ExeCom wont be the one to ratify the constitution but would just be the ones that would discuss and present the draft to the body who would decide for the ratification. She also defined that body would pertain to the ones that are present in the next congress. UPLB asked if there is someone that would define the duties of the officers. BSU student mentioned his prepared definitions for the role of Vice Presidents, which is a. to assist the National Director in administration, b. to take over duties in case of absence of the National Director, and c. to perform other duties. The current Vice President for Visayas made a request to project the aforementioned duties on the screen. There is a motion to follow UPLBs suggestion to just ask for help from the professionals which should be sent to all schools beforehand. Voting should be done for any changes before ratifying the constitution by voting for yes or no which would be done on the next congress. A Doctor from TCA mentioned that there should be suggestion of ideas that would be screened by the ExeCom and by the body. BSU suggested that the draft should be sent at least 3 months before the start of the next congress of which the first 15 days would be dedicated for the review of the first draft and the next 15 days would be for comments. On day 45, the second draft should be rolled out, and by day 60, the second draft would already be sent via email. Days 61 to 75 would be for the comments on the second draft while days 76 to 90 would be for the preparation of the third and last draft which would be presented in the next congress and be ratified. TCA opened their second motion and said that for the next congress, the organization should seek for assistance from a knowledgeable person that could offer professional help. They cleared that the said person does not necessarily means permanent. An open motion from BSU added that the

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host school for the following NCVMS should be the one to provide for a parliamentarian or a PolSci student (not necessarily a professional) to help in taking the minutes of the meeting. UPLB stressed that there should be a student body consultation regarding the constitution. He asked the schools to send a document to UPLB containing articles what they want to be included in the constitution and what wasnt. A motion was opened to discuss the membership fee which calls the attention of the budget officer. A CavSU student said that all NVAT passers should pay for membership of which payment should be made once or for one time only. There is a point of inquiry for the registration in the NCVMS and suggested that the membership of the students should be under their respective schools of which students from 3rd to 6th year should be required. Someone gave a comment that the order of the registration for membership should be by school then by region (Luzon, Visayas and Mindanao) to be sent to the host of which the student from CavSU reacted that a permanent bank account should be opened for the easier collection of funds. Mr. Cardenio countered that it would be a tedious task and on the other hand, suggested that schools should inform all incoming 3rd year students about the membership fee. The student councils would then be the ones to collect the fee and direct to the appointed person while the VPs would assure the communication. Doctor from TCA made an appeal that all schools should include CHED endorsements in inviting TCA for such school activities so that their students could continue to join the congress. UEP made a point of inquiry if membership from the organization is mandated or voluntary. BSU responded that 3rd year to 6th year students are automatically members of the organization and emphasized that schools should have equal contribution that the membership fee should be institutional and of equal amount. A faculty from CBSUA suggested that the members of the congress should study and review other organizations in the Philippines and assigned the ExeCom to study about membership. A motion was made to require the elected officers to be present in the next NCVMS or asked a representative that would take on their duties in case of their absence. The motion was seconded. Everyone approved that UPLB will make the constitution. The previous motion to end on time was followed and that other matters should be discussed on the following meeting and the meeting was adjourned at 8:05 PM. Prepared by: MS. FAYE G. BOONE Appointed Secretary Attested by: DR. RUDOLFO MEDRANO, JR. Presiding Officer