February 4, 2012
iLearners Monthly Organization Meeting
Mcdonald’s IT Park, Lahug, Cebu City
Time Started: 8:00 PM
Time Adjourned: 11:05 PM
Attendees:
Andrew Buenaviaje – Executive President
Edd Buenaviaje – VP – Finance
Shake Signe – VP – Supplies
Ethylbert Ouano – VP – Legal
Xerxes Bernades – VP – Public Relations
Jaylord Alarde – VP – Human Resource
Michelle Yu – VP – Audit
Dave Bargamento – OIC – Membership
Chai Rico – Founder
Zanjo Sevilla – Executive Secretary
Norman Imbong – Member
JP Fernandez – Member
Javier Colina – Member
Via Phone Patch:
Drake Cataluna – Executive VP, OIC Marketing
MArilou Amistrad – BOT. Member
Agenda:
1. Revision and Launching of the New Logo
2. Increasing of Memberships for 2012
3. Finalization of Government Papers
4. Recognition and Commencement Exercises
5. Organization Team Building Activity / Classroom Building
6. Cebu Literacy Awareness Day
7. iLearners Wishlist
8. Banking Transaction Details for Membership
9. Management of Online Group and Community Pages
DETAILS:
I. Revision and Launching of New Logo
- All logo concepts will be accepted by the Organization for evaluation.
-This logo will be used to promote instant public recognition.
- The colors and graphics of the logo concept should explain the organization’s goals.
- It was decided that the colors ORANGE AND WHITE must be retained in the new logo as it appears in the current logo of the organization.
- This will be officially released during the CEBU LITERACY AWARENESS DAY.
- It was decided that all logo concepts will be accepted up until FEBRUARY 26, 2012 (the last week of the month). This will be presented February 27, 2012 for public viewing in the facebook group page and will run for a week. During the March Monthly Organization Meeting (March 4, 2012), the BOTs will vote for the logo which they think best exemplifies the organization.
II. Increasing of Memberships for 2012
- It was sited that the increase of the number of members this year will have a beneficial impact to the organization in itself by:
a. allowing additional human resources to help in this year’s line up of activities;
b. membership donations are sited as one of the most important sources of funds for the organization’s activities.
- A number of ways were identified to significantly increase member population of this year. These are as follows:
a. Posters
A number of posters will be publicized in the University of the Visayas and the University of San Carlos. These institutions are the pioneering sponsor schools during the organization’s activities. The aim for this poster is to encourage students and other school personnel to join the organization. This will also serve as a “posters of appreciation” for the universities’ full support in those activities. This will include photos showcasing those events where the schools have taken part in the activities.
It was also decided that this poster will bear the current logo of the organization, and that a new poster with the new logo will then be posted for the June activities. Deadline for this posters will be on February 29, 2012 and should then be ready for posting. Andrew Buenaviaje will take charge of making the posters.
b. E-mail Newsletters and Invitations
This was also identified as a good way of promoting the organization. Volunteers will now be able to receive E-mails for updates and invites. Andrew Buenaviaje will take charge of sending the E-mails. Zanjo Sevilla will collate all the members’ and volunteers’ e-mail addresses.
c. Members’ Initiative
Members are encouraged to help promote the group through their own initiative, by sharing links through social networking sites, by word of mouth, or through referrals.
III. Finalization of Government Papers
- Deadline for the finalized papers will be next week, February 14-18, 2012
- Officers who will take charge will be Ethylbert Ounao – VP for Legal Affairs, Andrew Buenaviaje
Executive President, and Zanjo Sevilla – Executive Secretary.
- Total estimated expenses will be P10,000.00. Official receipts should be kept for accounting.
- To ask for Financial Statement for Bank of the Philippine Islands (BPI).
- Vouchers should then be given to members/persons who give donations and receipts for expenses should always be kept for accounting purposes. The Office of the Vice-President for Finance should take charge of this.
- it was resolved that there should be a monthly liquidation of all monetary transactions and all records must be kept in a journal. This should be done without fail, and 15 minutes will be allotted every monthly meeting.
- Drake Cataluna, Executive Vice-President, is requested to make a board resolution regarding the change in membership donations from 1000.00 to 500.00 annually. This should be ammended by the BOTs. This should be done and presented on the next meeting, March 4, 2012.
- Edd Buenaviaje is requested to set a date for a meeting with Ethylbert Ouano, Andrew Buenaviaje and Michelle Yu, VP – Audit for Financial Statements and Accounting.
IV. Recognition and Commencement Exercises
- Suggested estimated budget for the activities for the 3 schools will be P9,000 for medals, ribbons and gifts; or P30,000 including food expenses for the students.
- Suggested that the top students of the graduating class will receive a watch and P200 each.
- iLearners official medal design to be done by Neil San Pedro for next year.
- It was resolved that a program called “Adopt a Section” will be done. An amount of not less than P1000.00 pesos per class will be sponsored by the benefactor. This was clarified that a single person or a group may adopt one class for as long as they reach the minimum amount.
- BOTS are encouraged, but not required, to donate or adopt a section.
V. Organization Team Building Activity / Classroom Building
- April 14 and 15, 2012 was the date set for this activity.
- The team building activity will be done in Caohagan Island (Olanggo group of Islands) on the given dates. All members of the organization is requested to participate in the said event. Early announcement and planning is to be done. This allows the members to settle their schedules in time.
- This program will also serve as the Induction of New Members.
- A program shall be planned by the Office of Human Resource and presented to the BOTs for approval. A special meeting shall be done to discuss on such matters.
- The activity should include classroom building and painting during those days as part of the team building activity. This classroom will stand as the day care center for Caohagan.
- An estimation for needed materials and other expenses should be done by a carpenter from the island.
VI. Cebu Literacy Awareness Week
- the title “Cebu Literacy Awareness Week” has been made final as this superseded the former “Cebu Literacy Day”. This will be a yearly event organized by the group.
- This should be held every last week of May.
- the main purpose for this is to make the Cebuano people aware about the escalating illiteracy rate in the province of Cebu. This will center the involvement of the youth in the campaign activities which are as follows:
- Head Shot Clinic
- Party
- Photo Exhibit that will run for a week
- Membership Drive for iLearners Inc.
- Gala Dinner
- Training for Teachers of the Adopted schools
- Scholarship Information Booths
- Information regarding the illiteracy rate and other pertinent information will be assigned to Dave Bargamento
- A meeting will be scheduled for the planning of this event.
- A quiz bowl was suggested to be included in the activities next year. For, it is not feasible as of this year.
- A tie-up is yet to be arranged with Convergys Phils. Cebu for the English Proficiency Trainings for the teachers.
- Andrew Buenaviaje and Chai Rico will stand as the Event heads for this project.
VII. iLearners Wishlist
- A list of items was made to determine those that the organization and the schools need.
- the mobile sounds system and projectors were deemed to be insignificant as of the moment for the reasons that:
a. the schools were able to provide their own sound system in the previous activities;
b. a projector is not that much of a need this time and an available LCD projector owned by Andrew Buenaviaje can be used for official occasions and gatherings.
- The giving of slippers was also denied for the reason that this is not a major goal of the organization and that there are other organizations which address this need of the children.
VIII. Banking Transaction Details for Membership
- for membership application and renewal, an additional step was added to aid future members in their banking transactions.
- For those members who decide to give their donations through the BPI Saving Account, they are to E-mail their banking transaction details including the:
a. time of transaction
b. Transaction ID number
c. Member’s Full Name
- This will be sent to: membership@ilearnersinc.org
IX. Management of Online Group and Community Pages
- by the end of March, all those who have not renewed their membership will not be considered as official members for 2012 and will be deemed as volunteers.
- To maintain the exclusivity of the group page in facebook, those who will not be able to renew will be removed and be redirected to the facebook community page.
- Only the OIC for membership will be allowed to add people into the group page given that he/she has successfully completed the membership/renewal process.
- Appointed individual(s) shall stand as moderators of the facebook community and group pages and will have the right and responsibility to rid the said pages of irrelevant posts.
- Deactivation of the second group page, Juan Learners, is ordered. This has created a confusion for prospects and new members. The said page also bears the current organization logo which should be removed. Drake Cataluna, being the OIC for Marketing, is advised to take action for this.
X X X X
Prepared by:
SANTIAGO GIO M. SEVILLA
Executive Secretary
Dated: February 6, 2012
Thanks and God Speed!
