SINAG QUEZON 2021

Minutes of the Meeting

Meeting First Executive Board Meeting Location Zoom

Date January 03, 2020 Start 8:20 PM End 11:56 PM

Presider Cathyrene Peñaflorida Prepared by Clarisse Jane Javier

Attendance

Executive Board

President Cathyrene Peñaflorida

Executive Vice President Darwin Tabernilla

Vice President for External Affairs Kizar Fabie

Vice President for Membership Dubhe Gienah Mayor

Vice President for Finance Arvie Aquino

Vice President for Audit Jhao Tamayo

Vice President for Communications (District 1) Jewel Olivera

Vice President for Communications (District 2) Vinzen Josh Borja

Vice President for Communications (District 3) Vash Bael

Vice President for Communications (District 4) Ma. Christena Merano

Vice President for Information and Publicity Sophia Zoleta

Secretary General Clarisse Jane Javier

Assistant Secretary Isabella Sydney Bagting

Note: Present Late Absent

PART 1. Kumustahan
Question: Kumusta ang 2020 mo? What are you looking forward to for yourself and
the organization this 2021?

Summary of Answers:
2020- More on self-realizations, self-improvements, and milestones. A few
expressed dismay for everything that happened last year.
2021- Looking forward to more improvements, achieving goals and advocacies, and
a better and fruitful year for everyone.

MEETING AGENDAS

I. Position and Job Descriptions

This part was presented by Mr. Darwin Tabernilla.

Here are the official positions and job descriptions of each position of the
organization:
President. Presides meetings, supervise the organization, and has power over the
members of the organization.
Executive Vice President. Assists the President in performing her duties, handles
constitution, and bylaws. He is also concerned with checking if the members are
following everything that is stated in the organization’s constitution and bylaws (CBL).
Vice President for External Affairs. Handles marketing, sponsorship, and
partnership.
Vice President for Membership. Handles members’ directory, membership,
members’ profiles, and performance.
Vice President for Finance. Handles and safeguards funds and properties and
prepares financial statements.
Vice President for Audit. Monitor receipts and disbursements, audit financial
statements (FS) and render a reasonable assurance as to the fairness of FS. Vice
President for Communications. Each VPC represents their district, acts as the
liaison, and is mainly responsible for the promotion and updates from their respective
districts.
Vice President for Information and Publicity. Responsible for handling researches
and publicity materials of the organization.
Secretary-General. Handles the minutes of the meeting and all the records of the
organization.
Assistant Secretary. Assists the Secretary in the performance of her duties.

Concerns
During the meeting, concern about who will handle the constitution and bylaws arose.
Is it the VPIA or the Executive VP? However, it was resolved at the end of this
agenda that the Executive VP will handle the CBL.

II. COMMITTEES
Concerns: Will the executive board appoint or screen committee heads? Majority
opted for the appointment of all committee heads. The executive board needs to
decide on the appointments until January 6. The board will also ask the members to
fill out a Google form where they will choose their top 3 preferred committees.
However, since committees aren’t formed yet, the board decided to proceed with
AdHoc Committees for the activities planned for the month of January.

III. CONSTITUTION AND BYLAWS

The crafting of CBL will be spearheaded by Cath Penaflorida, Darwin Tabernilla,
Dubhe Mayor, CJ Javier, Jhao Tamayo, and Kizar Fabie. The head of this team is Mr.
Jhao Tamayo. Tasks will be divided accordingly and the team will start crafting within
this week to achieve the target finishing date on the last week of January.

The Constitution and bylaws will be presented to the members every Sunday within
the month of January for consultation.
IV. SOCIAL MEDIA & REBRANDING
The organization’s social media and rebranding will be spearheaded by Josh Borja,
Vash Bael, Jewel Olivera, Isabella Bagting, Sophia Zoleta and Thena Merano.

Color Palette of the Org. No final decisions yet

Suggestions:
● Yellow Symbolizing “sinag”
● Yellow with Green
● Yellow with dark color(s)
The original page will be retained.
Rebranding to be handled by the creative committee.
Executive Board Reveal. No final decisions yet.
● Suggestions for color/ motif:
● Magazine-like shoots
● White theme
● Black and Yellow theme
● Dark Color + Yellow Accessories

V. LAUNCHING
No final decisions about the launching yet
Suggestions for launching:
● There will be a general assembly of all members and then oath taking Official
launching shall be open for all and previous YAP members from Quezon will be
invited.
● Official launching should only include the founding members.

Concern: Pagsasabayin ba ang launching and presentation of Constitution

and bylaws?
Options:
● Launching and CBL will be done on the same day where non-members may
also take part
● Launching will be done first where non-members may be invited while the
presentation of CBL will be done on a different day where only the members
 are allowed to join.

Program for the launching

Suggestions:
● Orientation about the organization where the VGMO, plans, and memberships
will be presented.
● Webinar with a resource speaker who has knowledge about handling
organizations.
● Inclusion of games and engaging activities.
● Kapihan Session with speakers, presentation of officers, program assessment
and survey about who are willing to apply for membership (care of VP for
Membership)

VI. GENERAL PLAN OF ACTIVITIES

The planning for GPOA started with the presentation of plans made by members of
the executive board which includes Dubhe Mayor, Josh Borja, Jhao Tamayo, Thena
Merano, CJ Javier, and Cath Penaflorida. From their presentations, the board was
able to plot out the plan of activities for each month.

Here is the GPOA decided by the board.

MONTH ACTIVITIES

JANUARY Internal Stuff, CBL consultation

every Sunday and Launching

FEBRUARY Membership Process

Training of Members

MARCH/APRIL Career Orientation, COVID 19

Information Dissemination Activities

MAY Labor Day-related activities

JUNE Voter’s Registration Campaign,

Independence Day Pubs

JULY Break (No event)

AUGUST Quezon Day-related activities

SEPTEMBER Agriculture-related activities e.g.

round table discussions

OCTOBER Mental Health Awareness Activity

(literary folio competition)

NOVEMBER Education(reading)-related activities

 DECEMBER Gift-giving activity, Year- Ender
Activity (term ending)

OTHER MATTERS
● Accreditation of the Organization. Knowing the process and necessary
documents for the accreditation.
● Meeting Procedures. We will proceed with our meetings using parliamentary
procedures. Note: This will only be done at selected meetings.
● Advisers. We will look for an adviser for the org. Care of Ms. Cath Peñaflorida.
● A monthly meeting will be held.

Reminders:
● Recognize and embrace our differences and diversity.
● Address issues as soon as possible. Learn to accept criticisms. ● It is
suggested that the Executive Board will have a buddy system. This will allow
us to get to know each other more and learn from what each member does.
● Inform the officers or any member if you can’t fulfill your commitment ahead of
time.
● Respond to announcements as soon as you read them.
● You need to send your weekly schedule to our assistant secretary for the
purpose of planning the time for a meeting.

Prepared by

Clarisse Jane N. Javier

Secretary-General, SINAG Quezon

Noted by

Cathyrene Pen
a
̃ florida
President, SINAG QUEZON