Minutes of the meeting from the Muntinlupa Science High School Alumni Association initiative committee that held on September 17, 2011

1. MUNTINLUPA SCIENCE HIGH SCHOOL ALUMNI ASSOCIATION
INITIATIVE COMMITTEE
MINUTES OF THE MEETING
created September 19, 2011
Initiative Committee 1st Special September 17, 2011
Subject: Date :
Meeting (Saturday)
Menard Molina
Meeting
President, MSHS Alumni Class 2003 Time : 7:00 PM
Facilitator :
OIC, MSHS Alumni Affairs
Minutes Mia Rose Fernando Seattle’s Best Coffee,
Location :
Prepared by: (Alumni Class of 2003) Festival Mall, Alabang
Attendees :
Class of 2002 Mel Molina
Class of 2003 Menard Molina
Mia Fernando
Class of 2004 Ricky So
Randyh Laredo
Class of 2005 NONE
Class of 2006 Richard Casanova
Class of 2007 NONE
Class of 2008 Sherard Guico
Peter Jim Paa
Class of 2009 Lorenz Dela
Athena Bisnar
Class of 2010 Antholin Averion
Class of 2011 NONE
Associate Alumni Marck Valderrama (Batch 2002)
Meeting Agenda:
1. INTRODUCTIONS
2. INITIATIVE COMMITTEE UPDATES
3. REPRESENTATION OF ALUMNI CLASS / BATCH
4. ALUMNI ASSOCIATION START-UP
 By-laws
 Alumni Council
 Executive Committee
 Committee Heads
 SEC registration
5. ALUMNI HOMECOMING
 Event Details (Date / Time / Venue)
 Membership Update
 Planning & Execution
6. FUND RAISING FOR THE HOMECOMING
 Membership Contribution & Annual Dues
7. SCHEDULE OF NEXT MEETING
Initiative Committee Minutes (092011) Page 1 of 8

2. ACTION ITEM REMARKS
1. The meeting commenced at 19:30 and began with the
introduction of the attendees.
2. The initiative committee was formed with the blessing With the agreement of all the
of current Muntinlupa Science High School principal attendees, Mr. Molina will serve as
Mrs. Madeline Diaz, and appointed Menard Molina the Presiding officer of the Initiative
(Alumni Class of 2003) to spearhead the effort to Committee, and the Officer-in-Charge
create a more active Alumni Association of the school. of the MSHS Alumni Affairs until such
time that a Chairman of the
The aim of this committee is to establish and organize Association have been elected.
an official SEC registered, non-stock, non-profit
organization comprising of all the alumni of the It has been agreed that the attendees
school, and create progams and activities that shall of the meeting shall be the members
benefit the alumni body, its members, and the school. of the initiative committee and shall
decide for their represented classes.
The committee should ideally consist of two
representatives from Batch 2002 until 2011. However, They shall be the “task force” to work
no representatives attended from Batch 2005, 2007, on the proper establishment of the
and 2011. Alumni Association
3. A Certification form was given to the attendees in However upon discussions with the
which two names of representatives must be filled attendees, representatives may
and a significant number of signatures must be submit acknowledgement of
submitted in the form in order for the two persons representation may come from
called as the official representatives of their alumni printed documents (print screen of
class. email thread, or facebook chat or
messages thread) that may be
(see attached separate document for the copy of the attached on their certification form.
certification form)
It shall be that the number of
acknowledgements or signatures
with the certification form will be the
consensus of the alumni class and
shall be considered quorum vote for
that particular class.
The Deadline for submission or
acknowledgement of the Certification
would be the same date as the next
meeting for the Alumni Council
formation.
However, representatives may still
add or continue to add signatures /
acknowledgements of
Initiative Committee Minutes (092011) Page 2 of 8

3. representations even after the alumni
council has been formed (continuing
effort to keep the alumni informed
and active to the association)
4. A sample printout of the Alumni Batch Directory was A soft copy of the directory shall be
shown and given to the attendees in order for them given to the attendees via email
to have an idea of a unified directory for the Alumni together with this minutes of the
Body. meeting.
This shall be used by all the alumni classes for easier Attendees agreed that they shall give
compilation of the alumni information and for the their best in completing the
future database system for the association information of their own alumni class.
Each attendee had decided on their
(See attached document for the excel file) own on who shall update the info for
their batch.
Associate members shall be referred to Marck
Valderrama. Marck Valderrama (Associate Alumni
– Class 2002) & Sherard Guico
(see details below regarding associate members) (agreed to “help out” in establishing
this database system in the future for
the association.
5. Attendees were given a hard copy of the PROPOSED The Proposed by-laws was voluntarily
MSHS Alumni Association Constitution and By-laws. prepared by Mr. Molina to fast track
the creation of the association.
Each attendee was advised to go
through each article and section for
any clarifications and suggestions as
soon as a soft copy are sent.
6. A Rundown of the important Articles from the By-laws
was discussed with the attendees: Initative committee members were
asked to read through the by-laws in
Alumni Membership their own time for their comments,
suggestions, and clarifications.
Based from the Proposed By-Laws:
The by-laws are still open for
All graduates of Muntinlupa Science High School are discussion and may be finalized once
considered as Regular members. the Alumni Council and the Legal and
By-Laws Committee have been
MSHS faculty or a personnel who has rendered five formed.
(5)years or more of dedicated loyal and quality service
may also become a regular member.
Associate members
Initiative Committee Minutes (092011) Page 3 of 8

4. An associate member is defined as:
‘Students who have had at least one year of study but
did not graduate in MSHS, and not having been
dismissed for misconduct or for any scholastic
deficiency may be admitted as associate members’
and ‘any faculty or personnel who have significantly
served the School for less than five (5) years, and still
wish to be identified as part of the Association and
recognized as an MSHS Alumni’.
Other Membership Statuses: Lifetime and Honorary –
which can be seen on the by-laws
Alumni Council
A meeting will be set for the formation of Muntinlupa
Science High School Alumni Association Council (The
Alumni Council).
The details of this meeting was
The Alumni Council shall consist of the following: parked, and was discussed at the
latter part of the meeting. (see last
a. The Officer-in-Charge for Alumni Affairs, as action item)
appointed by the alumni council, nominated
from the members of the council itself;
b. Two (2) elected representatives of each
Alumni Class;
c. The batch president-elect, or an elected
official representative of the graduating class
of the current year;
d. As ex-officio members, the current
Principal of MSHS, or an appointed alternate,
the current Faculty President, and the
immediate Past President of the Association;
(Ex-officio members may vote in the Alumni Council
but may not hold office in the Executive Committee of
the Association)
 Executive Committee
The Executive Committee shall be the governing
body of the Association. The Members of the
Executive Committee shall consist of the
Chairman and four (4) Vice-Chairmen, elected-at-
large by the alumni council, and the three (3) ex-
officio members of the Alumni Council. The ex-
officio members are part of the Executive
Committee but may not vote nor hold a position
in the Executive Committee.
Initiative Committee Minutes (092011) Page 4 of 8

5.  Committee Heads
Members of the Service Committees may be
appointed by the President from among the
association members upon the recommendation
of the Committee Chair and subject to the
approval of the Executive Committee. The
committees are as follows:
Membership and Communications Committee
Events and Program Committee
Mobilization and Promotions Committee
Finance and Budget Committee
Nomination and Elections Committee
Constitution and Legal Committee
Ad Hoc Committee
6. SEC REGISTRATION OF THE ASSOCIATION There shall be an ad hoc committee
to handle the SEC registration for the
A registration from the Securities and Exchange association after the Alumni Council
Commission (SEC) will make it clear that no and the Executive Committee have
individual will profit from the association. been formed and elected.
Everyone in the association is liable in terms of
fund management.
In addition, a bank account can be formally
opened under the name of the association and all
receipts will be named after it.
Most importantly, a SEC registration number
would formally institutionalize the association.
7. ALUMNI HOMECOMING
No exact details have been decided
 Event details (Date / Time / Venue) yet but it will most probably take
place February 2012, this should be in
The Alumni Homecoming shall be the first line with the activities of the school.
homecoming event of the Alumni.
Attendees were asked to let their
Hopefully, a significant number of alumni per batch batch be informed that the
attend the homecoming in order for them to be homecoming shall push through but
involved and updated in the alumni activities and the details are still being clarified and
other programs of the association. planned by a committee.
The payment or price of ticket for the homecoming Attendees have agreed to this and
shall cover for the Initial Membership contribution for commented that it is likely that this
the attending alumni, would pay for their ALUMNI would be a good way to jumpstart
Initiative Committee Minutes (092011) Page 5 of 8

6. CARD and at the same time all the freebies for the the association and the funds for the
event (food, drinks, etc.) activities / program.
With these in mind, it was raised that
 Planning and execution only the announcement from the
Alumni Council shall be considered
The Events & Programs Committee from the Alumni factual regarding the homecoming
Council shall deal with the exact details of this event. No other source shall be
activity. deemed truthful which could be
incoherent with the plans of the
association.
8. FUND RAISING
The funds from Membership shall be primarily used
for the homecoming event.
It has been agreed upon that all alumni shall be
considered a member upon the individual’s
registration and paying the membership contribution.
The registration fees agreed upon are
The attendees discussed about the possible amount as follows:
for the following:
- Initial Membership Contribution INITIAL CONTRIBUTION
- Annual Memebership Fee PhP 200.00
- Lifetime Membership Contribution **ANNUAL CONTRIBUTION
PhP 100.00
LIFETIME MEMBERSHIP
The floor was opened for discussions on the possible CONTRIBUTION PhP 2,500.00
amounts.
(**will be computed retrograde
starting from the year the alumni
Possible perks and other benefits from being an graduated) this is because to make
Alumni Association Member (whether regular, up for “lost” years of the association
associate, or lifetime) shall be determined in the and contribute to the advancement
future by the Alumni Council of the group.
Sponsorships and discounts and
other perks were suggested by the
attendees and were taken into
consideration for future purposes.
9. ALUMNI CLASS REPRESENTATION
The representatives who attended the meeting were They shall be unofficial
considered to be their batch representatives. representatives of their batches until
such time that they submit a written
However, Batch 2002, 2006, and 2010 will require one document of their official
more representative. representation shall they be
Initiative Committee Minutes (092011) Page 6 of 8

7. considered and shall be included in
Batch 2003 will be represented by JL Henson and the Alumni Council.
Menard Molina.
Surely their effort to attend this
Batch 2005 will be informed through more eMails, important meeting serves as their
nomination to be the Alumni Council
Batch 2007 and 2011 will be informed by Batch 2008 as Alumni Class Representatives.
and 2010 respectively.
If the representative in the committee is the batch
president or an officer, as elected by their batch The representatives have agreed on
during their senior year or upon graduation, no this and shall complete the
attachments (signatures) will be further required. documents on time at the Alumni
Council Meeting.
IF not, gather as many signatures certifying the batch
members’ agreement of the representatives. Emails,
print screen of FB threads and the likes will also be
considered. Certification must be brought to the next
meeting.
10. COMMUNICATION LINES
A Facebook group page (closed) shall be made by
Marck Valderrama for the Initiative Council. Updates
will be posted.
Once the alumni council is established, a bulletin-style
page will also be made by Marck Valderrama.
One email address shall be set up for the council.
11. NEXT MEETING Mia Fernando and Menard Molina
shall handle the logistics of the next
The next meeting shall be the ALUMNI COUNCIL FIRST meeting.
MEETING will be held on October 8, 2011 (Sunday) at
10AM. All other attendees were tasked to
inform their batches regarding this
Venue is yet to be confirmed and informed to all meeting and
those concerned.
Alumni Class Representatives MUST attend this
meeting.
No representation means agreement to all the
decisions made in the meeting.
Once the ALUMNI COUNCIL meeting has been
established, this Initiative Committee shall be
dissolved as agreed upon the members.
Initiative Committee Minutes (092011) Page 7 of 8

8. Alumni members are welcome to observe in the
meeting, only the batch representatives (two) can
vote and freely discuss matters during the meeting
12. The meeting was adjourned at 22:30.
Initiative Committee Minutes (092011) Page 8 of 8