OFFICE OF THE CABINET SECRETARY

MINUTES OF MEETING
FIRST CABINET MEETING Date Venue Time Started Time Ended Presiding Officer : 4 April 2014 : Loyola Conference Room : 10:36 AM : 1:34 PM : Harold John M Laborte

ATTENDANCE Present: Harold John M Laborte (President) Mario Alejandro Jacinto M Neri (Executive Secretary) Annalotta C Tecson (Cabinet Secretary) Alton Melvar M Dapanas (Secretary, Department of Academic Affairs) Camilo Jan G Banuag (Secretary, Department of Budget and Finance) Arsenio F Meneses III (Secretary, Department of Communications Management) Katherine Mae O Tacubao (Secretary, Department of External Affairs and Corporate Relations) Ruffy A Mapano (Secretary, Department of Internal Administration) Albert Ralph Vincent T Abapo (Secretary, Department of Research and Statistics) Ron Bryan G Balarias (Secretary, Department of Sector Representation) Carlo Angelo M Hollanes (Secretary, Department of Social Involvement) Pauline Giani B Montellano (Secretary, Department of Student Leadership and Development) Niel Diamond E Naga (Secretary, Department of Student Services and Campus Development) Absent: Sharmaine Mae P Lobido (Vice President) Ma Theresa Augusta M Alolor (Secretary, Department of Event Management) Dawn C Acebedo (Secretary, Department of Organizational Support and Services) * (Secretary, Department of Sports and Recreation) AGENDA Executive Orders and Memoranda Department Updates on International Pool of Volunteers Presentation of Department Strategic Goals Updates on Department Assignments GPOA Making Orientation Sash-Toga Discussion CHEDs Institutional Sustainability Assessment (ISA) Presentation Comprehensive Agrarian Reform Program Extension with Reforms (CARPER) Controversy KKP Summer Service Program Discussion on the Flash Mob Assistance organized by a PWD Organization CSG Leadership Retreat Discussion Courtesy Call to the Administration Discussion Templates for Office Documents Office Management BOLTS Discussion

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Other Matters

TEXT Executive Orders and Memoranda Mr Neri explained that the executive orders are not yet released but will be available later that evening, he also discussed that the letter heads for Presidents is different from other letter heads intended for communications Mr Laborte announced that the department secretaries are to be interviewed on April 7, 2014 Mr Neri then discussed the Memoranda followed by the Executive orders discussed by Mr Laborte. The executive orders are then further discussed with the Committees. Department Updates on International Pool of Volunteers DIA still on the process of selecting volunteers DACA already has 3 volunteers but is still open to accept more volunteers DEACOR still updating other volunteers and selecting them DRS already has 3 volunteers but is still open to accept more volunteers DCM the list of volunteers is still tentative DSI still has no associate secretary and still inviting volunteers DSR no volunteers yet DSLD - already has 3 volunteers but is still open to accept more volunteers

Presentation of Department Strategic Goals There were only 10 out of 13 departments who were present during the meeting. These were the following: DIA, DACA, DEACOR, DRS, DSSCD, DCM, DSI, DBF, DSLD, and DSR. These were the only departments who were able to present their strategic goals. Soft copies of their strategic goals were asked by the Cabinet Secretary to be passed until April 6, 2014; 6pm. Updates on Department Assignments The DIA is still on the process of creating a more systematic way of archiving and organizing files with the help of the Executive secretary (Mario Neri). The department is also establishing a new and convenient way of processing documents. Mr Mapano (DIA Secretary) presented the departments initiative; which included the structure of the 3 new CSG offices, processes of form reservations, the organizing and scheduling of BOLTS, Midyear Evaluation and Year-end Evaluation. Mr Mapano also presented the initiative of more support and supply of resources for internal activities (e.g., finances) The DSSCD secretary has included new ideas for the enrollment, centralized rentals and locker rentals. They have also created new ideas like baggage counters, classroom wall clocks, scholars food subsidy and admin forums. The DEACOR is still on the process of ratifying their constitutions for ONE CDO. Ms Tacubao discussed new ideas of processing other external matters. The DRS included the Annual XYA, Intramurals and Toga Concerns to their Initiatives.

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The DCM secretary discussed some new initiatives for their department. Mr Meneses included IDs for the officers, T-shirts (formal or casual design), Hand-outs/Booklet for ORSEM, Centralized Social Media Accounts of the CSG with official email, a Centralized Subscriber Sim for disseminating information, redesigning of bulletin boards and a more updated Schedule of Games/Activities for the students interest.

The DBF included weekly cashbooks and freeze accounts to their initiatives for a more fast and convenient way of processing money in the organization. The department secretary also introduced the idea of creating an LR for Dummies Kit for those student leaders who need help in processing their Liquidation Reports. The department is still on the process of finalizing their system.

The DSLD discussed about the initiative of coordinating with Teachers Guild for the program CDO Lead. The finalization of retreats is still ongoing with Maam Petalcurin. The DSR is still on the process of planning for more initiatives since it is a new department. The DSI secretary discussed about KKP Summer of Service that needs volunteers to several areas. Mr Hollanes also introduced the GK Bayani Challenge which dealt with natural and manmade disasters at Bohol. This project needs 15 members per team and will start from April May with 5 days support. Mr Hollanes also discussed about the initiatives the department has for the Elections 2016 which involves thumb mark electronics and voters registration. He also discussed about the Dugong Atenista Mass Blood Donation on July 2014, the Social Involvement Wall which posts about councils activities involving social projects, the CLAYGO Enforcer at the Magis Canteen and the Refundable Additional Food Rates.

GPOA Making Orientation Mr Neri discussed the rules and guidelines in making the GPOA. He introduced the ABCD and SMART way of creating objectives. The deadline for the GPOAs is on April 30, 2014. Sash-Toga Discussion Mr Laborte suggested a voting regarding the renting of sash or toga for the next graduation. 9 people were in favor of the initiative of the CSG, through the Department of Research and Statistics and Department of Academic Affairs, to conduct a study and survey; while 2 people were against the move. This concern is to be followed up by the DACA and DRS. CHEDs Institutional Sustainability Assessment (ISA) Presentation This agendum is skipped. Comprehensive Agrarian Reform Program Extension with Reforms (CARPER) Controversy Ms Tacubao discussed the issues involving farmers at the Department of Agrarian Reform which affected thousands of families. Some targets were not reached by the department and there is no equal land distribution. Because of these, CARPER asked for help from institutions and organizations to look for volunteers that will help them amplify their thoughts. Talks from local farmers are to be presented and planning for the DAR issue is ongoing. Mr Laborte suggested a voting for the concern and 11 people inside the room are in favor of helping the campaign to support the initiative of AFARM (Ateneans for Agrarian Reform Movement).

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OFFICE OF THE CABINET SECRETARY

KKP Summer Service Program The body requested for the WHO, WHAT, WHEN, WHERE needed for the program which are catered by the DSI secretary.

Discussion on the Flash Mob Assistance organized by a PWD Organization Mr Laborte discussed the need of dancers for the Flash Mob. The body suggested for this presentation to be done during the ORSEM. CSG Leadership Retreat Discussion Mr Laborte discussed that this retreat will happen overnight during the last week of April and is still on process with the help of Maam Petalcurin. Courtesy Call to the Admin Discussion The body discussed about suggesting to the different University Administrators the individualized discussion of issues. Templates for Office Documents Mr Neri (Executive Secretary) introduced the official Header and Footer to be used for documents inside and outside the office. The templates are available in the facebook group. Office Management Mr Mapano presented design drafts for the 3 new offices of CSG. BOLTS Discussion Mr Mapano introduced the IPP style for the BOLTS. It included: Day 1 Context Talks, Orientations, GTKY, Expectations Day 2 Experience Amazing Race Day 3 Action GPOA making Evaluation Assessment of the activity and Critiquing May 16-18 BOLTS Other Matters Seminar/Workshops for Events Organizing by DEM for its members is a need. Mr Mapano announced about the revamp of the CSG office scheduled on April 9, 2014; 9am.

Prepared by

Noted by

ANNALOTTA C TECSON (SGD) Cabinet Secretary

HAROLD JOHN M LABORTE President

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OFFICE OF THE CABINET SECRETARY

PHOTO DOCUMENTATION

XU-CSG President, Harold John M Laborte, presided the meeting

Appointed Executive Cabinet officials listened attentively to the presentation of each department.

A new logo presented by the Secretary of the Department of Communications Management.

After the meeting, the appointed and elected officers of XU-CSG posed for a group photo.

Room 205-206, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City 9000 Email: csgxu@yahoo.com | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-3116 local 3305