Minutes of January 26, 2013 Meeting

MINUTES OF THE MEETING

January 26, 2014, Bantayan Park, Bago City

The first meeting for the year 2014 started around 3:30 PM. The following were in attendance:

1.    Dennis Madrigal

2.    Gershom Elican

3.    Remia Serva

4.    Teresa Lamata

5.    Ma. Theresa Carbonilla

6.    Melchor Bolaños

7.    Abcde Makilan

Presided by the Interim Chairman Gershom Elican, the following were issues discussed during the meeting:

1.    Reunion 2013 Evaluation Report.Using the format below, the conduct of the Annual Reunion 2013 held last December 30 was deliberated and assessed and suggestions for improvement for the next reunion were offered.

AREAS	ASSESSMENT	RECOMMENDATIONS
ATTENDANCE	The 2013 Annual Reunion had a total of 111 participants, a little bit lower compared to last year’s attendance (121). The small decline in numbers was due perhaps to the early departure of those working abroad ahead of the scheduled reunion. Many of them were able to attend last year’s reunion. Nevertheless, the number of attendees was impressive despite the difficulty because we were able to gather many participants compared to other groups/batches that also held their annual reunion.	Increase the number of attendees by reaching out and encouraging section officers to inform and invite their respective classmates to the 2014 reunion.
DOCUMENTATION	There were enough photos and videos taken during the annual reunion as seen in the Facebook Group. However, since not all who attended and were Facebook users, they could not access the photos and videos of the activity.	Print hard copies of selected photos of the reunions and put them in an album for everyone to see and reminisce the memorable moments of our annual reunion.
DOOR PRIZES	All door prizes were donated. For this year, we had enough door prizes for everyone who attended.	If there will be an extra budget, there’s a suggestion to add more door prizes in the next reunion. And if possible, we can suggest to the donor what items to give for the door prizes for variety.
FOOD	The food was really good. Everyone was able to eat and enjoyed the food. There were leftovers which were shared to those interested to bring home some after the activity. The food distribution was very organized compared to last year’s reunion.	Continue the good practice and keep improving our effort for food preparation and serving.
GAMES	Everyone enjoyed the games. There’s a better participation of batchmates due to pre-grouping, except for the minimal participation of the boys in the games.	Continue the pre-grouping of participants and come up with new  and exciting games.
MEETING	The meeting was successfully conducted and important issues were discussed by the officers together with the assembly. There was no Treasurer’s Report for updates on the financial condition of the group.	Present the Treasurer’s Report during the Annual Reunion.
MOTORCADE	It was delayed due to the late arrival of the Police Traffic Enforcer. As observed, there were more cars and tricycles that joined in this year’s motorcade. There was also an observation that we really gathered more participants to our reunion compared to other batches holding their respective reunions. This may be the result of our resolve not to collect any registration fee from those attending the reunion.	Invite more participants to join in the motorcade and follow-up/facilitate the Police Traffic Enforcer.
PROGRAM	The program was very okay, very organized. Thanks to our invited host, Bombo Jaz de Jesus-Madrigal, the wife of our secretary. According to feedbacks from those who attended, she was able to host our program well.	Request impromptu presentation or intermission numbers from each section to add more fun and surprises.
TICKETS/RAFFLE DRAW PRIZES	There were still uncollected payments for the tickets (112 stubs). It was agreed that unreturned tickets on or before the grand draw will be considered sold. As to the raffle draw prizes, we offered the best prizes for the winners, more than enough for the price of our ticket.	Collect the payments of unpaid tickets. Plan for more exciting prizes for the next raffle draw to increase more ticket sales.
REGISTRATION	The ID thingy for the registration was a welcome innovation. It added more surprise and enhanced the groupings due to color codes which resulted to a better interaction and participation among the attendees.	Continue the good practice and improve. A budget will be allocated for our IDs in the next reunion.
T-SHIRTS	The t-shirts were provided free of charge for those who attended the reunion. It was the cheapest t-shirt price so far the committee was able to canvass and negotiate, considering the small amount of order we placed. There were some comments about the color (kalasaw) and design. But since the majority agreed to the proposed designed by the printer during the meeting prior to the actual printing of the t-shirts, we can do nothing about the complaints.	To properly get the best t-shirt design and color for the next printing, we invite everyone to attend the meeting so that we can gather more suggestions for our t-shirt project next time.
VENUE	The venue was very good and appropriate for the activity. We were able to contain and gather the participants well for more  bonding moments, interaction and participation.	The next reunion to be held in the same venue.

2. TAMBAYAN NG RTNHS BATCH 1992. As observed lately, there were members in our Facebook Group who do not belong to RTNHS Batch 1992. As understood, our Facebook Group must be exclusive to members of RTNHS Batch 1992. However, the name of the Facebook Group which did not properly specify that it’s for RTNHS-Main (not just any RTNHS Extension Schools during our time) may have caused the misunderstanding and confusion to other RTNHS 1992 Graduates who wanted to join in our Facebook Group. Another concern was noted as to who are supposed to invite and add the bonafide RTNHS-Main Batch 1992 to the group. The administrators of the Facebook group should verify the information of individuals before accepting friend requests to our Facebook group.

To address the problem at hand, the following were suggested measures:

a)    Contact the Manila Administrators of our Facebook Group and request for possible designation of TWO ADMINISTRATORS ONLY (representing Manila and Negros Occidental) to carefully verify requests to join in the group and block or delete those who do not belong to our batch.

b)    The secretary to provide the official list of RTNHS-Main Class 1992 Graduates based from the official graduation souvenir program to check the authenticity of the names of members in the group.

c)    To give a period of two months to verify all members in our Facebook group, after which non-members will be deleted.

3. FINANCIAL UPDATES. The interim chairman relayed the financial report prepared by our Treasurer Amafre Genovis which she earlier posted in our Facebook Group.

           

            As of January 26, 2014, please find below the financial status of our group:

Beginning Balance (As of December 2012)	12,031.00
CASH RECIEPTS:
Ticket Payments (As of December 30, 2013)	87,600.00
Pledges/Donations***	41,640.00
Total Cash Receipts	129,240.00
LESS CASH DISBURSEMENTS:	29,000.00
T-Shirts & Printing	25,593.00
Foods/Drinks/Prizes & Others	34,988.00
Raffle Prizes	34,988.00
Total Cash Disbursements	89,581.00
Remaining Balance	39,659.00
TOTAL CASH ON HAND	51,690.00

                        ***List of Donors:

1.    Anonymous 01 - 14,000.00 (foods)

2.    Anonymous 02 - 1000.00

3.    Anonymous 03 - 3,675.00

4.    Edwin Tolentino - 1,000.00

5.    Anonymous 04 - 1,000.00

                6.    Mr. and Mrs. Robert Maranoñ - 4,365.00 (USD 100)

7.    Anonymous 05 - 3,000.00

8.    Anonymous 06 - 1,000.00

9.    Anonymous 07 - 5,000.00

10.  Anonymous 08 - 2,000.00

11.  Lyra Pelinogn - 1,000.00

12.  Anonymous 09- 2,000.00

13.  Anonymoous 10 - 1,000.00

14.  Jescel Oquiana - 1,600.00

TOTAL AMOUNT - P41,640.00

4.    NEW FUNDRAISING ACTIVITY. The proposed selling of mugs for fundraising were approved during the meeting. The mug will be sold at P220.00. As of January 26, we have received an order of six (6) pieces. For those interested to order, you may contact Gershom Elican. Orders are subject to the availability of the mugs.

5.    SEC REGISTRATION. The registration of RTNHS Class 1992 Association Inc. to the Securities and Exchange Commission in Iloilo City will push through this January 2014. The documents were already prepared and signed last December 30, 2013 and ready for filing.

6.    ANNOUNCEMENT. Those who have not yet claimed their T-Shirts last December 30, you may claim them from Gershom during our next monthly meeting on February 23, 2013

Meeting adjourned at around 4:17 PM.

Prepared by:                                                                  

          (Sgd.) SECRETARY                                                                                       

         Approved by:

        (Sgd.) INTERIM CHAIRMAN