Minutes of Meeting October 10, 2020

Posted byPapaTangoPosted inMinutes

Venue: Crocodile Park, Maa, Davao City
Time Started: 4:14 PM

Attendance:

  1. Feliciano Tenebro Jr.
  2. Dr. Danilo Hernandez
  3. Mariano Anoy Catague
  4. Phillip John Tampus
  5. Lido Abellar
  6. Kirk Steven Estioco
  7. Dr. Jose Emmanuel Del Fierro

Announcements:

  • Collection of pledges for club’s donation to SPMC which consist of six hundred pieces of handwashing soap last March 28, 2020.
  • Collection of annual membership fee (P1,000) for this year since the last payment collected was for the application to VWCP chaptership (P800). The body then decided to defer the annual membership collection to the next meeting.

Review and Confirmation of Board of Directors and Officers

  • It was recalled by the body what transpired during the General Assembly on Feb. 16, 2020 at Las Terrazas Subd. where new Board of Directors were elected. Then thereafter a succeeding meeting took place at a certain KTV establishment in front of Starbucks Matina where a new set of officers was decided.
  • List of new Board of Directors are as follows:
  1. Dr. Jose Emmanuel S. Del Fierro
  2. Phillip John Tampus
  3. Mariano Catague
  4. Dr. Danilo Hernandez
  5. Feliciano Tenebro Jr.
  6. Assam Ulangkaya
  7. Aaron Dela-on
  • New List of Officers:

President: Phillip John Tampus

Vice President: Dr. Danilo Hernandez

Secretary: Mariano Catague

Dr. Jose Emmanuel Del Fierro (Assistant Sec.)

Treasurer: Feliciano Tenebro Jr.

Auditor: Jeric Al Layan

Public Relation Officers: Lido Abellar, Ivin Chan

Marshalls: Aaron Dela-on, Assam Ulangkaya

  • Since the pandemic happened and impacted the normal club meetings and activities, the body moved to extend the period of officers until next year, October 2021.
  • Mr. Tampus stated that Committee structure shall be retained and pending for review. Seconded by Dr. Del Fierro.
  • It was stated by Dr. Del Fierro that the funds of the previous fiscal year be turned over from the previous treasurer (Mr. Jess Layan) to the newly elected treasurer (Mr. Jun Tenebro) on or before the next meeting. Seconded by Mariano Catague.
  • Mr. Tampus stated that he has yet to turn-over result of business from the Manila Bug Run event on Dec. 2019 up to General Assembly on Feb. 16, 2020 Mr. Jess Layan, consisting of earnings of Mugs and Pomelo, and expenses during the Gen. Assembly.

Membership Updates, Recruitment, Inactive Members Retention

  • The body reviewed the amount of annual membership fee which is P1,000.00 and 50% discount for students (P500.00). 
  • Updates on recruitment. It was recalled that each member needs to recruit one new member. Discussion on reward is pending (ex. Annual fee is waived if member recruits three or more)
  • Review on new membership requirement:
  1. Must be able to join at least 3 meetings
  2. Must be able to join at least one event.
  3. Must pass existing members evaluation.
  • Mr. Lido Abellar raised the topic of inactive members and their retention as a member. Dr. Danilo suggested that a new rule should apply to retain membership within a year. If an inactive member fails to comply with the rule, he/she will be removed from the list of members, communication list (cell phone numbers), and official group chat in Messenger.
    • The inactive member retention rules are the following: 
      • In a duration of one year, an inactive member is retained as a member if he/she is able to join at least 25% of club meetings and at least one club activity.

The Inactive Member Retention Rules will be fully implemented effective January 1, 2021. Seconded by Dr. Manny Del Fierro.

Events and Activities for 2021

  • Mr. Tampus stated the unofficial discussions for activities in 2021 as follows: Bug Runs, Racing Team, Car Show, and Within-city Bug Runs. Mr. Tampus then moved the discussion for Activities in 2021 to a separate meeting. Seconded by Dr. Del Fierro.

New Uniforms

  • It was suggested that the members will have a new uniform for this year. Mr. Estioco suggested that there should be two uniforms: A polo-shirt one that would be worn during meetings and a long sleeve t-shirt that would be worn during bug runs. Seconded by Mr. Catague, and approved by the body.
  • Mr. Catague suggested the color of the polo-shirt to be black and the sweat shirt to be gray. Seconded by Mr. Tampus.
  • Mr. Estioco followed up for the sweat shirt to have a print done by silk screen, so the club can re-use the silk screen.
  • Mr. Tampus moved to defer the decision of the uniform’s design to the next meeting. Seconded by Dr. Manny Del Fierro.

Club Affiliations

  • Mr. Tampus stated the status of application to VWCP chaptership for Davao recently followed up to Carlito Basco and is currently pending decision of board members of VWCP, which they will hold Board members meeting on October 11, 2020 (the next day). Mr. Tampus added that this will be the last letter of intent, so the club won’t be forcing its VWCP chaptership in Davao. However, Mr. Abellar responded that it is highly probable that the club will get approved. Dr. Hernandez also stated that the VWCP has not denied any application to date.
  • Mr. Abellar also added that the VWCP would then be compelled to accept our request as the Volkswagen club in Zamboanga will also file a request of chaptership to VWCP, while seceding from VWCP Mindanao.
  • Dr. Del Fierro asked the body what if the VWCP board will ask, “Why will you not accept to be under the umbrella of VWCP Mindanao instead of filing for chaptership?”.
  • Dr. Hernandez stated to the body that it will disclose to the VWCP board that there is conflict between Davao Volkswagen Club and VWCP Mindanao.
  • Mr. Tampus and Mr. Abellar also added that the club can also answer the question by pointing out that VWCP Mindanao has no authority to make another club under their umbrella as there is no such structure in VWCP wherein all chapters are equal standing and are directly reporting to the Main organization. For example, there is no such chapter as “VWCP Luzon”.
  • Mr. Abellar also added however, that a group of people in an area that has not yet formed their own club yet, can temporarily affiliate to an official chapter. An example is the Dipolog group would be assisted by the Zamboanga club until the Dipolog group would stand on its own to become a chapter on its own. Another example is the Davao Northwagen (Tagum) club that has already expressed their intention to be an affiliate of Davao Volkswagen Club.

Updates on SEC Documents and Inventory of Assets

  • Mr. Tampus reminded the body that the new board of directors need to sign the General Information Sheet (GIS) of the SEC document to be submitted.
  • Mr. Tampus recalled the current inventory (grouped):
    • Items from 2018 Pamulak sa Kadayawan (flower cutters, spayers, glue guns)
    • Artworks from Abreeza display (℅ Mariano Catague)
    • The official Club Seal and certificates
    • Items donated by Joanna during the 2020 General Assembly
  • Mr. Tampus raised a question if anyone could suggest the club’s headquarters in the city where the club’s assets would be stored and certificates displayed, where members can also gather.
  • Dr. Danilo Hernandez pledged a space in his residence, given that he will be informed if members would like to have a gathering there. The body agreed and thanked Dr. Hernandez.

Activities for the Rest of 2020 and Next Meeting 

  • Mr. Lido Abellar suggested at least one bug run activity before the end of 2020. Seconded by Mr. Catague.
  • The body discussed a few places and it would be an overnight event. Mr. Jun Tenebro pledged Lechon if we decide the itinerary on his area in San Isidro. The body agreed and thanked Mr. Tenebro Jr..
  • Mr. Catague suggested the bug run would be held after the Kalag-kalag. Seconded by Mr. Tenebro Jr., approved by the body. Mr Tampus moved to defer the discussion of details on the next meeting.
  • Dr. Danilo Hernandez suggested that we should still have the year-end party amidst the pandemic, given that we would observe social distancing. Seconded by Mr. Tampus and approved by the body.
  • Mr. Estioco suggested the next meeting would be some time on the third weekend of October. Mr. Abellar then added the venue to be held at Subasta. Both seconded by Mr. Catague, approved by the body.
  • Mr. Tampus moved to adjourn the meeting. Meeting was adjourned.

Time Ended: 5:40 PM

Prepared by:

Phillip John Tampus

This Minutes of Meeting is still in DRAFT status as of 18:51 October 13, 2020.

————————– Nothing Follows ————————–

Leave a comment

Design a site like this with WordPress.com
Get started