November 8 Meeting

Rina Azcuna-Siongco writes:

Hi everyone! Right on the heels of our 1st successful fundraiser (the 80s party), we held a meeting last Sat at Gem's Mom's house. We had pretty good attendance, and a number of items to discuss. See minutes below prepared by Liza Fernandez-Martinez. See you all at the next fundraiser - the Garage Sale!

Minutes of Meeting
08 November 2008
Hernandez Residence

Present: Ginge Pagulayan, Liza Fernandez, Mitch Lazaro, Cyrene dela Rosa, Erlaine Lee, Rina Azcuna, Kelly Espinosa, Leah Lota, Chell Balbin, Gem Hernandez, Irma Tuazon, Nora Siggaoat, Mimi Cruz, Cecile Cruz, Raquel Maloles, Ermin Punzalan, Michelle Narvaez, Anggie Mendoza, Sharon Refuerzo, Candy Melencio, Made Marante, Mina Conchu

A. Incorporation of St. Scholastica’s Manila HS 1985 Inc.

The meeting started at 5:15pm with a prayer led by Anggie. Mitch opened the meeting by giving a brief background on the establishment of the corporation, the rationale for its establishment and the people behind it:

- she and Lara (by virtue of their being our HSCB Pres and Vice Pres) were being called on by the SSAFI (St. Scholastica’s Alumni Foundation Inc) in the last 2 years for matters concerning Batch ’85 specially in relation to the homecoming
- she and Lara were being asked to run for seats at the SSAFI board
- she and Lara have touched base with older batches e.g. Batch ’83, and gleaned some understanding and appreciation of the essentials of hosting and mounting a homecoming
- since fundraising is one of the most major endeavors in preparation for a homecoming, other batches suggested the establishment of a corporation/association to give the group a legal personality and to enable the group to open a bank account and issue official receipts for the purpose

Following the advise and suggestion of other batches, Mitch and Lara, being the Vice President and President, respectively, of the HSCB during our time, thought it best to incorporate our batch and register with the Securities and Exchange Commission (SEC).

As a requisite for the registration, at least five (5) people were needed to sign the incorporation papers. Because of proximity and long standing relations, Mitch and Lara requested Ginge, Raquel and Rina to assist and join them in completing the registration requirements. Again, as required by the registration process and since they are the initial members of the corporation/association, they also had to register as the members of the Board and officers of the corporation. Ginge, Raquel and Rina were briefed and made fully aware of the concomitant obligations/responsibilities of being the incorporators and officers of the corporation, i.e. submission of annual reportorial requirements mandated by law such as the General Information Sheet (GIS) and the Audited Financial Statement (AFS). Mitch informed the group that the corporation is a non-stock, non-profit corporation which will not be subjected to tax, but will nevertheless be required to file a return. Mitch presented the group with the Articles of Incorporation and read them the purpose as stated therein:

“To organize members of the High School Class of 1985 of St. Scholastica’s College Manila in preparation for their homecoming in 2010 and subsequent jubilee celebrations while undertaking fundraising projects as a means of giving back to the school and fostering camaraderie among the 1985 graduates.”
Essentially, the corporation gives the batch a legal personality in dealing with possible sponsors and/or entities in relation to the homecoming activities. All contracts and payments/solicitations will be in the name of the corporation and the corporation will be able to issue the corresponding official receipts especially to entities/corporations that may require the same. Ex: instead of “Mitch Lazaro” is asking for a donation from “Company XYZ”, Mitch is asking for a donation on behalf of SSC HS 85, therefore check is issued to SSC HS 85 rather than “Mitch Lazaro.”

With establishment of the corporation, the “Board”, through Rina, proceeded to open an account with BDO. She is also responsible for setting up the Paypal account which allows batchmates from abroad to remit money for the batch activities. For proper check and balance, there are always 2 signatories to any withdrawals or disbursements from the batch account. They have also made representations with the BIR for the printing of the official receipts of the corporation. The Official Receipt was presented to the group. Ginge and Liza were asked by Lara to take the lead in organizing the preparations for the homecoming since she and Mitch are admittedly preoccupied with their respective careers. Liza and Ginge gathered all the materials from the other batches and set up a proposed organizational set-up and strategy to guide our Batch in the preparation for the homecoming.

Mitch reiterated that she and Lara, as the highest HSCB officers during our time and who felt somehow responsible for the Batch, decided on these matters, in good faith, and with the intention of jumpstarting the preparations. The establishment of the Corporation and the Board was not designed to offend anyone or to usurp any power or authority. It was just the means taken to gather and rally the Batch to the common objective.

Mitch recounted that these were all discussed during the first two meetings at the Barcino but deemed it best to discuss it again to clear the matter. Mitch repeatedly stated that the “Board” is not the deciding authority and only came to being as a requisite for the incorporation papers. They are only the people whom she and Lara requested to help out in getting things started and who have committed their time and effort to further our objective. Nevertheless, Mitch informed the group that the Board members are willing to relinquish their positions if that would be the consensus of the group.

With the clarification made by Mitch the group agreed not to disturb the present set up of the Board to be able to move forward.

B. The Core Group

With the clarification that the Board is not the deciding authority, Mitch strongly advocated the creation/formation of a Core Group or a steering committee. The Core Group will head operations, ensure there is proper coordination among the various projects, and provide communication/updates across the project teams and the rest of the batch. The core group should be people who are willing to commit their time and effort to the endeavor.

It was clarified that the board members need not be the core group itself. The group was asked to name people they would like to be in the core group. Others present were also requested to be part of the core group. Hence, as agreed during the Nov 8 mtg, the following shall form the core group:

Ginge Pagulayan – Salud (Ways and Means Committee)
Anggie Mendoza – Guanzon (Ways and Means Committee)
Rina Azcuna – Siongco (Finance Committee)
Raquel Maloles – Aldaba ( Communications Committee - Internal)
Cyrene dela Rosa (Communications Committee - External)
Ermin Punzalan – Velsaco (Homecoming Committee)
Liza Fernandez – Martinez (Homecoming Committee)
Mitch Lazaro (SSAFI rep)
Lara Parpan (SSAFI rep)


Next Step: Henceforth, Core Group to meet regularly to check on progress of the various projects. General Assemblies will be called as needed.

C. The Committee Members

The following batchmates have signed up to participate in the following committees:

Ways and Means (Anggie and Ginge)
1) Batch Party – Project Head: Pelita
Angeli Lacson, Mina Conchu, Leah Lota, Carmela Endriga, Madde
Marante, Marissa Toroba, Chichi Espiritu, Antonette Tan, Nora
Siggaoat, Gem Hernandez
2) Garage Sale – Project Heads: Mina and Gem
Angeli Lacson, Leah Lota, Nora Siggaoat
* Sharon Refuerzo and Candy Melencio willing to help
3) Badminton Tournament – Project Heads: Cyrene and Antonette
4) Movie Premiere – Project Head: Mina
5) All St. Scho Bazaar – Project Heads: Gem and Mina
6) 2010 Planner – Ginge

Finance (Rina)
Regina Garde

Communications and PR (Raquel and Cyrene)
Lara Parpan

Homecoming (Ermin and Liza)
1) Malen Manese-Isaac
2) Weng Segovia
3) Gina Garde
4) Cynthia Garcia
5) Jojo Briones
6) Maiam Villa-Real – Antonio

D. The Garage Sale

The Garage Sale will proceed as follows:

Nov 23 – church in Better Living

Pricing of items: P 20, P 40, P 50 – P 100

Commonly priced items to be placed in one box.

Candy suggested a venue in Magallanes, accessible to the Pasay residents, as site of Makati garage sale. Target date to hold this is weekend of Nov 29 (payday/Xmas bonus weekend)

Next Step: Gem and/or Mina to provide further details and disseminate such information to batch like a text brigade to drive further awareness amongst batchmates for this project. Donations of merchandise to be sold very much needed. Selling paraphernalia e.g. clothes rack, very much needed also. Gem and Mina to also communicate exact schedules involved.

E. About Miss Salazar

Anggie will be point person for this. She will coordinate with Margot Balderas of Batch ’83 and explore possibility of collaborating with them or complementing whatever donation they will make.

There is P 25,000 with Carmela from the US-based Scholasticans and some based here. Decision for its use will depend on outcome of discussions of Anggie with Batch ’83.

Next Step: Anggie will post on fb whatever is outcome of her discussion with Margot from where we will decide on action to take.

F. About Suzette Ralutin

Gem shared how Suzy intimated to her their family’s financial need for her mother’s medical treatment. The group decided to pass the hat around. Further, Gem will share with the batch, through fb, Suzy’s predicament which will hopefully generate personal contributions from batch mates.

Separately, Irma suggested that we start a fund that is aimed at extending financial help to batch mates in similar need. A cap is proposed just to set limitations. While it was seen as a noble idea, its sustainability will be a challenge. Idea will be parked for the meantime.

G. About Monthly Contributions

Each batch mate is encouraged to make a regular/monthly contribution to the batch funds. Historically, batches raise funds from personal contributions and fundraising projects. For refresher, we are raising funds for:

Teacher Chair
SSC GK
Homecoming proper

A revised pledge form will be posted on our blog sschs85.blogspot.com. Rationale for pledge form:
- basis for collection for use of point persons
- tool for forecasting our financial standing
- has also been seen to work for previous batches from SSC and other schools

The pledge form will contain several choices – from amounts of “P 100 a month” to “sorry, I cannot contribute.” Each batch mate is encouraged to accomplish the pledge form. It is completely voluntary. It is not mandatory. For those who pledge, area point persons will take care of following up their donations

Again, for reference, our bank account info is as follows:

BDO (Pioneer Highlands) s/a 4850114450
St. Scholastica’s Manila High School 1985 Inc.

This will also be indicated in the pledge form.

Contributions may be deposited directly to the above account. Or checks may be issued to the above name and be given to any of the core group members who may make the deposit themselves.

Batchmates abroad may use the PayPal method to send their contributions.

Below are area point persons assigned from Oct 4 mtg:
Manila – Leah Lota
Makati – Gem and Rina (kindly include San Juan/Mandaluyong residents Kelly Espinosa, Hannah Peralta and Lara Parpan)
Paranaque/Las Pinas – Ermin and Nora
Pasig – Cyrene and Pepsi
Quezon City – Ginge and Liza
Canada – Babette Gojo
Europe – Socky
US East Coast – Meg Cabrera
US West Coast – Annette Mijares
Asia – Lee/Scho/Sonia
Australia/NZ – Bernie/Gemma

Next Steps:
1) Revised pledge form to be released by Lara/Rina/Raquel.
2) Anggie and Ginge to communicate with point persons for dissemination.

H. Movie Premiere

Mina is in charge. Tentatively targeted for April 2009 pending available movies. May move depending on choice.

Next Step: Mina to explore line-up of movies for 2009 and select along with core group.

Sharon suggested exploring stage productions as well like plays and musicales.

Next Step: Rina to explore list of stage productions for 2009 and will share.
Ermin will explore Tanghalang Pilipino productions for next year.

I. Badminton Tourney

Cyrene and Antonette in charge. Set for June 2009. We can source capital from our funds provided returns are significant.

Next Step: Cyrene to progress on this with Antonette and share with Core Group.


The meeting ended with the usual exchange of pleasantries. The Core Group will set next meeting for progress report.



Prepared by:

LIZA MARTINEZ