"Aditako bokodan di gawis" = Let us share our blessings

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 1^st 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:  3^rd week  November 2003

FINAL:  31 DECEMBER 2003  -  already ratified

4.    TRANSITION PROCESS: 

1.  The MC shall be maintained in status quo but shall work closely with the
    Board though consultations.

2. 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.

3. Curriculum review  -  study science and other curricula

4. Strategic planning after the signing of the MOA

5. Search for a Principal and faculty  - if we have to be fully prepared next school year,  the search must start ASAP.

6. 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 8t^h 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:

                19^th                          -               Arrival
                20^th                          -               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