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ORGANIZATIONAL MEETING, FINAL VERSION
Saint Mary’s School of
Sagada, Incorporated
November 2, 2003
Killip’s Residence, Danonoy
Sagada, Mountain Province
1. OPENING PRAYER
A prayer was offered by Fr. Moreno Tuguinay to open the meeting.
2. ROLL CALL
A roll call was ordered for members of the Board with the following present:
Atty. Inglay Fokno
Atty. Valentine Daoas
Atty. Hugh Gayman
Mayor Thomas Killip
Engr. Rufino Bomasang
Rhoda Bondad
Dominga Tocong
Absent: Fr. Henry Kiley - with apologies
Atty. Thomas Bayogan
Bishop Edward Malecdan
Others in
attendance:
Nellie Ballola
Fr. Tuguinay
Rose Nabert Fr.
Jerry Sagayo
Mary Zabala
Claus Nabert
Penny Capuyan
Teofilo Killip
Inez Saley
Ezra Aranduque
Teresa Cacho
3.
AGENDA:
1.
Election of Offices of the Board of Trustees
2.
Other matters
With the
quorum thereby established, the meeting was called to order at 10:00 a.m. by
Presiding Officer Atty. Inglay Fokno.
4.
PROCEEDINGS
a.
ELECTION OF OFFICERS
A. The
Presiding Officer opened the table for nominations to the position of
CHAIR. Mayor Killip raised a point of
order. He suggested that the dap-ay
style of making decision by consensus be
adopted. He then proceeded to
suggest that Engr. Bomasang be elected
Chair by consensus since the latter
possessed the following:
a.
Experience in corporate management
b.
Has shown dedication to the cause of the
school
c.
Available during crucial times his presence
is needed
d.
Most senior among the present in terms of
graduation date
Engr.
Bomasang responded by saying that he was honored by the nomination and
overwhelmed by the desire to do it by consensus. However, he pointed out that
he cannot run the organization by remote control. He can only agree to do the
following:
i.
help set policy directions
ii.
meetings
He can then
accept the position of chair on condition that the vice-chair who will attend to
the closer supervision of the school be Sagada-based or from Baguio. This is
because the Vice-chair will have to do the over-all day-to-day frontline work.
Clarificatory
question raised if it is possible for the Vice-Chair to assume this
responsibility. Atty. Daoas checked with the Articles of Incorporation and the
Vice-chair can be assigned tasks by the Chair. That being so, Engr. Bomasang
would then be the Chair by consensus.
A point of
clarification raised by Atty. Gayman: since this is a SEC-registered body, it
would be proper to observe parliamentary procedure.
To accommodate
both modes of election, Mayor Killip then nominated Engr. Bomasang. It was
moved by Atty. Daoas and seconded by Atty. Fokno that the nominations to the
position of Chair be closed. The consensus vote is now reflected as a
UNANIMOUS VOTE for Engr. Bomasang as CHAIR.
Having been
elected Chair, Engr. Bomasang now took over the presiding of the meeting.
B.
The table was opened for nominations to the
position of VICE-CHAIR..
Atty. Inglay
was nominated by Mayor Killip as Vice-Chair since she was
a.
familiar with the dynamics of the school culture
b.
she shares the vision with the Chair
c.
she has been actively participating in
all the activities in the local level
d.
he being Vice-chair will strengthen the
alumni in Baguio and Benguet
e.
she is has the legal expertise
Atty. Fokno
asked to comment on the nomination . She said that with the demise of Frank,
she has taken the over his responsibilities in the SMSAA so what about her
responsibilities thereat?
At this
point, Atty. Gayman raised the question of the staggering in the terms of the
initial Board members in order to have a yearly election of officers.
The body
reconsidered the responsibilities of Atty. Fokno so Atty. Daoas nominated Mayor
Killip to the position of Vice-Chair. It was then moved by Atty. Daoas and
seconded by Ms. Tocong that the nominations be closed. Again, by consensus,
Thomas Killip was elected Vice-Chair by UNANIMOUS VOTE.
C.
The table was opened for the position of
SECRETARY.
Atty. Daoas
nominated Bernice See to the position of Secretary.
Ms. See
requested to comment on the nomination. She offered to act as the recording
secretary but that somebody from the alumni be the Secretary. Atty. Daoas
commented that the position of Secretary is usually held by a non-Board member
and outside of the organization. It was then moved by Atty. Fokno and seconded
by Ms. Tocong to close the nomination to the position of Secretary. By
consensus, Ms. See was elected SECRETARY.
D.
The table was opened for nominations to the
position of TREASURER.
It was noted
that although the position of TREASURER is already appointed in the Articles of
Incorporation, it would still be proper to elect the treasurer. Mr. Rhoda
Bondad was nominated by Atty. Fokno to the position of Treasurer. It was moved
by Atty. Gayman and seconded by Ms. Tocong that the nominations be closed for
the position of Treasurer. By consensus, Ms. Rhoda Bondad was elected
unanimously as TREASURER.
b.
OTHER MATTERS
1.
STAGGERING OF THE TERMS OF OFFICERS
It was moved
by Atty. Gayman and seconded by Atty. Fokno to divide the 10 members of the
Board with the 1st three serving three-year term, the next three,
2-year term, and the last four 1-year term, as follows:
3-year
termers: Engr. Rufino Bomasang
Mayor Thomas
Killip
Rhoda Bondad
2-year termers:
Atty. Fokno
Atty.
Valentine Daoas
Atty. Hugh Gayman
1-year termers:
Bishop Malecdan
Fr. Henry Kiley
Ms. Dominga
Tocong
Thomas Bayogan
The officers
can be re-elected. All members of the Board will be elected in order that they
can voice, sit and vote.
Atty. Daoas
raised the question who is going to make decisions in the interim that the Board
is not sitting.
Atty. Fokno
asked if an Executive Committee can be created.
The Chair
strongly suggested the creation of such a body to act in behalf of the Board
when this body is not in session. The members of the Executive Council will
have to come from the members of the Board.
Atty. Daoas
informed the body that the Management Council currently sits as the
policy-making body as a creation of the Bishop.
The Chair then
ordered the creation of an Executive Committee which will work towards assuming
the day-to-day supervision of the school from the Management Council.
The following
were nominated to compose the Executive Committee:
Thomas Killip - Chair
Rhoda Bondad
Valentine Daoas
Bishop Malecdan
The complete
turnover of responsibilities between the Management Council and the Executive
Committee should be done by 30 April 2004 in order to prepare for SY 2004-2005.
Towards this end, the Bishop shall be requested to formally dissolve the
Management Council.
In the
meantime, the MC is in effect, now working for the Board.
2.
CORPORATE FUNDS
1. Initial contribution of incorporators in the amount of P5,000 per.
3.
OPERATIONS OF THE SCHOOL
The EC shall
sit as a Task Force to negotiate the terms of the Memo of Agreement with the
EDNP through the Standing Committee. Atty. Daoas shall convene this .
Some talking
points to be considered in the drafting of the MOA:
1.
delineation and use of areas under the
stewardship of the school [refer to
SMV Parish 1997 agreement] the same of which
will be turned over to
SMSSI
2.
mutual non-encumberment of areas in 1 while MOA is
in effect
3.
free and unencumbered use of 1
4.
Inventory of all existing properties of the school
which shall be turned over to
SMSSI
5.
Employee matters = the pronouncements of the
Bishop and the
Administrative Officer must be followed up regarding
Diocesan jurisdiction
over its employees, the tenured teachers. In
previous meetings, the Bishop
and the AO have repeatedly stated that the
Diocese will take care of the
separation pay of the tenured teachers in the event that they
cannot be
absorbed in other operations of the school.
6.
Finance matters:
a. Continuation of Diocesan subsidy to the
school until 2005.
b. Internal audit of school for the past 10
years to be undertaken by the
SMSSI but the Diocese
must cooperate in providing all the necessary
documents.
c. Identification and turnover of all
funds due the school or in the name of the
school and its
programs.
7. Presentation of corporate VMG
DRAFT OF MOA:
3rd week November 2003
FINAL: 31
DECEMBER 2003 - already ratified
4.
TRANSITION PROCESS:
-
The
MC shall be maintained in status quo but shall work closely with the
Board though consultations.
-
Comprehensive assessment and audit – performance, management, financial for
the past 10 years. This is urgent in order to determine the status of
resources that will be taken over by SMSSI. An auditor will be hired to
supervise and alumni CPAs will be tapped. Tom will bring the letter and talk
to the Bishop. The Bsp. Will also be asked what are his plans for the
transition. Tom reminds the body that the situation of the Diocese is a bit
helpless in relation to its properties because of encroachments. As a matter
of fact, he mentioned that he expects the corporation to help in stewarding
the properties of the Diocese under the jurisdiction of the school.
-
Curriculum
review - study science and other curricula
-
Strategic
planning after the signing of the MOA
-
Search for a
Principal and faculty - if we have to be fully prepared next school year,
the search must start ASAP.
-
Opening of a
separate account for the SMSSI and other monies that need to be separate.
-
signatories to the account shall be any 2
of the 3:
Treasurer
Vice-chair
Dominga Tocong as Acting Principal
-
Bank: LBP or PNB
7. SMSAA will
transfer $100,000 as loan to the SMSSI for funding delayed salaries. This shall
be made at the Rural Bank of Sagada, Inc. for easier access. This shall be
deposited in an account of SMMSSI to be signed by the Acting Principal [D Tocong]
and the Cashier [Teresa Cacho].
SMSAA will also transfer the P72,000 salary of the science teacher to the
school.
8. The results of the
workshops conducted in the school shall be collated as part of the preparations
for the MOA.
COMMITMENT
WE SHALL BE
GOOD STEWARDS OF THE SCHOOL RESOURCES, AND WE SHALL ACCOUNT ALL MONIES UP TO
THE LAST CENTAVO [Inglay]
5.
CHAIR’S HOUR
The real work
starts and this is to raise resources to support the Vision and Mission of the
school.
VISION: SMS
the best s secondary school in Mountain Province by 2010. It shall be
a high school of choice for students, parents, grandparents who can afford the
tuition fee required by the school. The quality of the institution shall be the
selling point.
MISSION: A
Christian school with strong emphasis on science and technology which is
essential for progress, with well-equipped facilities and highly capable and
committed faculty. It shall be a training ground for Christian leaders.
SWOT ANALYSIS
- please see Annex
6.
DRAFT PLAN OF ACTION
1.
Accelerate campaign for financial support
2.
Communicate immediately to stakeholders this
VM
3.
Infuse fresh blood into administration and
faculty. The faculty must be top-
calibre quality.
4.
SMS must recognize its successful alumni
through, but not limited to, the
following:
-
naming some of the rooms and halls after
some VIPs who in a position to make substantial donations
-
get a committee who can screen successful
alumni - like top 100 for the past 100 years and then select the top 10
outstanding ones for recognition
-
give them the privilege of sharing their
blessings through donations, sponsorships, and having a space in their name
5.
Reconsider the next homecoming to coincide
with the entry of Rev. Staunton in the Sagada area - the start of Christian
education - 1904, the same centennial of the Parish. Since we need to
participate anyway in the Parish celebrations as we are part of the Parish, we
might as well launch the year-long centennial celebration in December 8th
200 to culminated in 21 December 2004.
SMSAA - will
float this idea in the different chapters.
We need to
get more local participants to this next homecoming.
Tentative
SKEDS FOR 2004:
19th -
Arrival
20th -
Celebration/Business meeting
Framework of
the celebration should be Christian education VM of the school
RESOLUTION;
It was moved by the Chair and seconded that the Board acknowledge the
tremendous support the alumni and friends of the school have given to the school
since the start of the school year.
The body was
informed by Inez Saley that the SMSAA-US is in the process of registering as a
not-for-profit foundation in order to generate resources for the school
After the
business has been exhausted, the meeting was adjourned at 12:30 p.m. followed
by a sumptuous dinner courtesy of the Killip family.
Prepared by :
Bernice A.
See
Secretary |
