St. Mary’s School of Sagada Alumni and Friends Foundation

Minutes of the Meeting*
05 March 2005
All Saints and St. Luke Episcopal Church Hall
Union, New Jersey 

A Special Prayer Service was held for Esther Padalla Pietermann, Rose Batcagan Ambales, and Henry Bawaan who are currently going through serious medical attention, for St. Mary’s School, and for the soul of the recently departed Pedro Baniaga (father of fellow alumni Edwin Baniaga of NJ). The service started at 3:00 p.m. and was officiated by Fr. Dario Palasi. 

Business meeting commenced soon after the service with the SMSSAFF President, Mr. Lambert Sagalla, presiding.

Agenda: 

A.     Registration

30 Alumni and 8 Friends from NJ, NY, MD and VA registered.

List of attendees:

Eva Killip-Abeya Jerry Abeya Rebecca Gulian-Baon Christian Bansil Veronica Longid-Bansil Samson Baon Thomas Belingon Marie Ullocan-Buking Raymond Buking Harold Daupan Mr. Decierto (?) Juliet Abeya-Fiag-oy Joseph Fiag-oy Brenda Fiag-oy Jane Bayden-Gilles Joseph Gilles Audrey Gulian Brian Gulian Briccio Gulian

Juliet Gulian Cora Killip Clifford Killip Rachel Ullocan-Killip Ernest Killip Erwin Killip Francis Killip Grace Kollin-Killip Norman Killip Lita Killip Cecile Salvador-Longid Dario Palasi Nellie Abeya-Pit-og Lambert Sagalla Leona Binguit-Sagalla Inez Killip-Saley Val Capuyan-Salvador Roy Salvador Linda Killip-Sucdad

The Penny Challenge Collection: 

During the registration, attendees also brought in their penny collections which came in diverse containers from small “sako”, “kamuwan”, coin wraps, canisters, etc.. The amount will be reported as soon as the people assigned to count the coins are done counting - naligat ay mang bilang esnan ka centi-centimos.  

A $5.00 membership fee and  $10 entrance fee to defray the rental cost of the Church auditorium were collected during this meeting. Those who paid their membership fees as well as those who have channeled their SMS contributions through manang Inez consitute the initial members of SMSSAFF.

Amid Untold was sung in four voices complete with a surprise piano accompaniment from one of our Maryland-based Friends, Brenda Fiagoy. After the excitement subsided over pennies spilling over the “kamuwan” and the solemn notes of Amid Untold scaled down, Lambert Sagalla  finally welcomed the SMSAAFF on its historic first official gathering.   

B.     The President’s Opening Remarks and Report :  by Lambert Sagalla (LS) 

Lambert Sagalla thanked all of those who sacrificed to attend the first SMSSAFF meeting ever. LS then proceeded to give a general overview of what and how SMS went through the last 5 years noting the financial difficulties and demoralization it faced. He went on to describe the corresponding measures taken to address these concerns. Central to the school’s revival was the alumni (at home and abroad) who rallied behind Businessman Frank Longid (FL) under whose initial leadership gave birth to a semblance of a movement whose cause was to save the school from eventual closure. The Alumni, both individually and collectively, tried to muster enough resources, energy, determination, and spirit to avert the possible closure of the school.  In 2003, the movement faced a moment of uncertainty with Frank Longid’s untimely death and whose leadership has been pivotal to the alumni’s direction.  

Taking up the leadership torch from where FL left is Engineer Rufino Bumasang (RB), who himself was not a new comer to the alumni movement. RB, who from the very beginning had been closely working with FL, responded to the alumni’s clamor to take up the mantle.  

During RB’s leadership, both the products of the initial seeds planted under FL and the new ones that RB, himself, initiated started to bear fruit. Like FL before him, RB tapped the resources of his own corporate network as well as shelled out generous donations from his own personal resources. 

Coming on board is Dr. Dennis Faustino (DF), a non-Anglican and a long-time Sagada resident, who came up with what is the Five-Year Strategic Plan for the School. Adopted by the recent Alumni Homecoming gathering last December, this Strategic Plan now serves as a blue print for transforming SMS into a source of good quality Christian education. Besides his comprehensive Plan, DF also made generous donations to the School from his own personal resources and has solicited the support of his own network (especially the International Brent School). DF also accepted the responsibility to serve as a principal starting this school year once he retires as school head from the International School.  

But “no matter the greatness of the Frank Longid-Rufino Bumasang-Dennis Faustino triumvirate is, they alone cannot transform SMS to a cradle of good quality education that we all want it to be” LS points. He then encouraged each and everyone to do their part saying that the 5-Year Strategic Plan has yet to be fully implemented and needs time to prove its worth.  

With the organization now having achieved the status as a public charity foundation, the US-based alumni has lots of opportunities to make a difference. LS reported that  the organization has been granted the status as a public charity foundation legally recognized as SMSS Alumni and Friends Foundation. With this, the Foundation was able to obtain tax-exemption under section 501(c) of the US Internal Revenue Code which came effective May 4, 2004.   

It was moved and seconded that the President’s Report be accepted. 

[Full version of the President’s Report can be accessed from http://www.smssfoundation.com/smssaff_int_pres.htm  ] 

C.     The Treasurer’s Report: Inez Saley  

Inez Saley reported on the financial status of the SMSSAFF. Below is a summary.A more detailed report on receipts and disbursements can be accessed at: http://www.smssfoundation.com/smssaff_treasurer.htm

Summary of Net Receipts by Category:
Endowment Fund Class '55	$ 6,308.46
Frank Memorial Endowment Fund	6,625.00
Other Memorial Fund	277.00
Endowment  Fund Investment Income	504.81
Gym Fund	2,180.00
Renovation	1,815.00
Scholarship Grant Fund	200.00
Library Salary Fund	440.00
Total	$18,350.27

 It was moved and seconded that the Treasurer’s Report be accepted. 

D. SWOT Analysis: led by Lambert Sagalla 

After defining what the Vision and the Mission of the SMSSAFF is, Lambert Sagalla gave his SWOT analysis of the SMSSAFF which he itemized along the following points: 

Strengths:

•  Tax-exempt Status under 501(c)(3)

• Gainfully employed Alumni and Friends in the USA and other countries

• Internet-literate alumni and friends

• Inspiring leadership and commitment by several alumni and friends lead by Dennis Faustino and Rufino Bumasang

Weaknesses:

• No operational capital

• Lack of directory for SMS alumni and Friends

• Most services to SMSSAFF are purely voluntary 

• Superficial knowledge of grant-making skills 

Opportunities:

•  5-Year Plan

• alumni resource and contacts & networks

• abundance of non-profit resources

• wealth of information on fund-raising strategies and training in the internet

Threats:

• Inadvertent non-compliance to SMSAFF or SMSSI to IRS conditionalities can be a cause of revocation by IRS of tax-exempt status of SMSAFF.

• Fund-raising by some US registered non-profit foundation or terrorist’s activities can adversely affect foreign funding activities of US registered public charity foundations.

• Diversion of donations/contributions from what they were intended and approved can undermine trust and confidence of benefactors/donors.

• “Don’t care”, “ay uney pay datodi,” “apal,” or “men-apos” attitudes can be contagious.

Taking into considerations these organizational strengths, weaknesses, opportunities, and threats, LS proposed that the following items be done in the more immediate term:

• Review, revise and/or approve the Article of Association and By-Laws;

• Review, revise and/or approve the composition of the Board of Trustees and Officers;

•  Impose membership fees to fund some operational costs;

• Form committees in consonance with projects identified in the 5-year plan;

• Institute acceptable accounting and auditing procedures.

E. COMMITTEE FORMATIONS

After the SWOT analysis presentation, the floor was opened for suggestions on what these committees would be. The following committees were suggested:

Funding Assistance Working Committees:

1. Computers and Related Equipment Funding Assistance Committee [CAREFAC]

2. Library Facilities Funding Assistance Committee [LFFAC]

3. Book Solicitation Assistance Committee [BSAC]

4. Sponsor A Student Funding Assistance Committee [SASFAC]

5. Faculty Development Funding Assistance Committee [FDFAC]

6. Endowment Funding Assistance Committee [EFAC]

7. Sports Facilities Funding Assistance Committee [SFFAC]

8. Dormitory Funding Assistance Committee [DFAC]

9. Grants and Aids Committee [GAC]

SMSSAFF Administration-Related Committees:

1. Directory Committee [DC]

2. Publications Committee [PC]

3. Website Committee [WC]

4. Compliance Committee [CC]

5. Preparatory Ad Hoc Committee for the June 18 SMSSAFF meeting in West Virginia

F. Sponsor a Student Funding Assistance Project: Lita Killip (LK) 

A presentation on the Sponsor a Student was given by LK which details the viability of supporting the school by sponsoring scholarships to enroll in the school. During this presentation, the difference between academic scholarships and financial grants were clarified. Scholarships are based on financial need but also have other criteria such as merit, talent, etc. Financial grants are based simply on financial need.  It’s been proposed during the presentation that the Committee will partner with the Philippine-based Scholarship Committee. It’s been proposed that the Committee shall seek sponsors for both scholarships and grants. LK acknowledged that there are still a lot of loose-ends on how this whole project will eventually be implemented. One of the major loose-ends that need to be addressed is the screening/selection process of the scholars/grantees which has to be worked out with the local partner.

A question was raised whether they can channel their monies through the Committee intended for personal scholarships/grants i.e. the beneficiary has been specified by the donor.  It’s been agreed that such sponsorship towards personal financial grant monies shall be accommodated by the US Committee.  

G. Review, revise and/or approve of current composition of SMSSAFF Board of Trustees and Officers. 

LS highlighted some of the major features of the Articles and By-Laws. The floor was open for elections of the Board. There was a move from the floor that all current members of the Board be retained. The move was seconded. 

LS reiterated the need for each and every member to review the Article of Association and By-Laws in preparation for the next meeting. He also reiterated the need to elect one third of the Board of Trustee during the next meeting. Likewise,  LS pointed out that the SMSSAFF  By-Laws require the election of a Chairman of the Board whose responsibilities are different from the President.  L. S. further pointed out that the By-laws requires that no one person can hold two positions at the same time. This item was shelved for the next meeting due to lack of time.

H. SMSSAFF's role vis a vis St. Mary's School is only to assist  not a main source of funding.

In reaction to an email, read during the meeting, from one SMSSI official for SMSSAFF to keep sending money, LS pointed out that even if that statement was made in jest, it can lead people to keep looking towards SMSSAFF [representing overseas-based alumni and friends] as a main source of SMSSI funding when, in truth and in fact, SMSSAFF exists only to assist.  LS then pointed out that SMSSAFF should work towards cooperative endeavors with Philippine-based alumni and Friends. Examples of such cooperative endeavors would be in the form of counterpart funding by Philippines-based SMS alumni and friends as regards the purchase of computers and related equipment as well as in the "Sponsor a Student Project". LS then recommended that henceforth all SMSSAFF working committees will contain the word "Assistance", i. e., "Sponsor a Student Funding Assistance Committee" or "Computer and Related Equipment Funding Assistance Committee", etc., to emphasize SMSSAFF's subordinate funding role.

I. Date and venue of nationwide SMSSAFF reunion and business meeting 

The next meeting which shall be national in scope is scheduled to take place on June 18 at Edwin and Mia Abeya’s vacation house in West Virginia.   

The business meeting was officially adjourned at 6:30 p.m. after which dinner was served. 

J. Post Dinner Follow Up on the Sponsor A Student Assistance Project.

Wanting to take advantage of the enthusiastic response to the Power Point Presentation on the "Sponsor A Child Funding Assistance Project" a group of ladies went around the dinner tables signing up sponsors. The following 14 alumni and friends made the initial grants which would benefit 18 grantees:

Tom Belingon – 1
Cheerway – 1
Juliet/Joseph Fiag-oy -1
Brenda Fiagoy-1
Jane Gilles – 1
Brian Gulian – 1
Francis Killip – 5
Grace/Norman Killip – 1
Veronica Bansil Longid – 1
Dario Palasi – 1
Nellie Pit-og – 1
Leona Sagalla – 1
Val Salvador – 1
KC/Karrson Killip - 1
P. S. Coin Collections during the meeting and "multa" (fine) for those who were not able to attend the meeting will also be allocated to the "Sponsor A Student Funding Assistance Progect".  Hopefully, the coin collections and "multa" will be able to fund a year's tuition fee for a few grantees/scholars.

K. Group Picture Taking for Posterity's Sake.