Hello beloved members, and welcome to the ones who signed up at our bake sale!
First off I’d like to thank everyone who helped out at our bake sale last week. I apologize for those who were unable to make it, especially due to poor promotion, but that is something we are planning on remedying that especially for next year.
At our last general assembly, those present had discussed what we would like to see changed for our organization last year. As no one was interested in taking up the heavy hardship of presidentship, we agreed to split that responsibility to three heads. With this idea, the whole structure of our executive ‘hierarchy’ changed, giving equal responsiblity to three individuals with a larger support group. Indepth descriptions of each of the positions can be found below:
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PROPOSAL FOR UMSIGAW BOARD
DIRECTORS
Director of External Affairs (DoEA)
· Liaison to UMSU, student groups and other Filipino groups
· Representative for the Philippine Heritage Council of Manitoba
· UMSigaw’s spokesperson to the general public at large
· In charge of advertisement of events to members
· Head of Recruitment Committee*
· Head of Extra Events Committee* (Movie Night, Games Night, Potluck, RACE)
· Head of Big Event Committee*
Director of Internal Affairs (DoIA)
· In charge of org’s housekeeping: keeps record of member contact info, maintenance of Gmail account, in contact with members
· Moderates UMSigaw’s online accounts
o Facebook
o Multiply
o Flickr
· Delegates the assignment of writing articles for Filipino Journal to other boardmembers or general members; edits articles
· Delegates the assignment of making posters or any promotional material
· Fills out forms for room booking, equipment rental and other UMSU forms
o Must be trained to set-up and operate PA system
o Must be the one to sign-out key and equipment
· Composes meeting agendas
· Manager of UMSigaw Manual
Director of Finance (DoF)
· Bookkeeper/accountant for UMSigaw, keeps track of ‘income’ (bake sales, fundraisers, donations, etc) and expenses
· Distributor of reimbursements
· Head of Bake Sale Committee*; draws up and signer of Bake Sale Report
· Head of Basketball Tournament Committee*
· Librarian of records, taker of meeting minutes
Asides:
- 2 of 3 directors must be present for a board meeting to occur, otherwise the meeting must be rescheduled
- 2 of 3 directors must agree to a decision for it to pass, with the approval of the majority of the boardmembers present
BOARDMEMBERS
Members of External Affairs (MoEA) – max. 3 members
· Part of Recruitment Committee*
· Part of Extra Events Committee*
· Assists DoEA in advertisement of events and meetings
· Keeps track of Potluck contributors
· Keeps track of RACE participants
Members of Internal Affairs (MoIA) – max. 3 members
· Writers of Filipino Journal articles
· Makers of Event posters
· Draws up event report/assessments
· Assists DoIA with his/her duties ie. Moderating of site
· Must be trained to set-up and operate UMSU PA system
· Makes entries for UMSigaw Manual
Members of Finance (MoF) – max. 3 members
· Part of Bake Sale Committee*
o Recounts the money at the end of the sale
o Looks over the calculations made by DoF
o Certifier of Bake Sale Report
· Part of Basketball Tournament Committee*
o Keeps track of participants
o Keeps track of spectators
o Enforces payment of fees from participants and spectators
o Recounts the payment at the end of tournament
· Takes minutes in the absence of DoF
Asides:
- There will be a fixed date of meetings for both org and board
- Org meetings are to be held twice a month, on the first and third week of each month; current allotted day and time is Thursday at 3:45pm
- Board meetings are to be held every week; allotted day and time is determined by the decision of the directors
COMMITTEES
Recruitment Committee
· Consists of DoEA and MoEA
· May include other members who wish to accompany the DoEA or MoEA when recruiting
· Comes up with ideas on how to recruit members and keep them active
· Approaches crowds or clusters of Filipino students with pamphlets during Recruitment week, outside of booth
· Promotes UMSigaw to the general public; clarifies UMSigaw’s objectives, activities, and image to those who are inquiring or misinformed
Extra Events Committee
· Consists of DoEA and MoEA
· May include any other member interested in being part of committee
· Chooses movie(s) to be screened on Movie Night
· Arranges games to be brought/played for Game Night, sets a programme/order of games (if need be)
· DoEA or at least a MoEA must be present at Movie and Game Night
· In the case of Movie Night, the DoIA or at least a MoIA must be present to operate UMSU PA system if used
o use of PA system is alternative when UMSU Council Chambers cannot be booked for Movie Night
· Makes sure there are enough Potluck contributors aka there is enough food
· Organizes who will be planners of the RACE; schedules meetings and practice run for the RACE
Big Event Committee
· Big Event varies per year, dependent on decision of council
· Headed by DoEA; consists of DoIA, DoF, boardmembers, and any general member who wishes to take part
o DoEA comes up with different committees, appoints heads, assigns duties for heads and members of committees
· (Section to be expanded later)
Bake Sale Committee
· Consists of DoF and MoF
· See UMSigaw Manual re: Bake Sale for further instructions
· Table must be booked a month in advance
Basketball Tournament Committee
· Consists of DoF and MoF
· See UMSigaw Manual re: Basketball Tournament for further instructions
· Gym must be booked a month in advance
Asides:
- Any director or boardmember may be part of a committee, however the roles mentioned are assigned to that director or boardmember and therefore the duty is mandatory
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(Please do not be intimidated by the fancy wording here. This proposal was initially drawn up for someone else, so all you need to do is look past the fancy words and you’ll just find tasks that are quite simple and familiar.)
After approaching several active members, we have drawn up a list of your next year’s officers:
Director of External Affairs: Jay Jimenez
Members of External Affairs: Josh Borja
Mowie Chua
Gelbert Paul Macaraeg
Director of Internal Affairs: Anna Visperas
Members of Internal Affairs: Maan Manaol
Geraldine Tumilap
Chemariz Zacarias
Director of Finance: to-be-filled
Members of Finance: Curt Atanacio
Eric Enriquez
There are two spots to be filled, which is the Director of Finance and one more Member of Finance; if you are interested in either positions, please contact us at umsigaw@gmail.com or on Facebook: facebook.com/um.sigaw
Elections will take place from April 4 – April 8, though it is simply a question of your approval of the proposal or not. If you have any concerns about the candidates, the organization structure, or the election, please feel free to contact us. We also give you the option of voting anonymously and for that you would have to come to the UMSU office on Tuesday or Thursday from 8:30-4:30 to see me, Agnus. If you are unavailable TR and would like to come MWF, then please contact me and we will make other arrangements.
To vote, all you need to do is send an e-mail (it may be a reply to this e-mail) with the statement: “I vote ‘yes’ for the new proposal,” or “I vote ‘no’ for the new proposal.” If you disapprove, it would be most helpful if you also listed your qualms about the proposal. Whether you approve or not, you are welcome to also voice out your suggestions for improvements on next year’s activities or the way we run things.
I hope all of you are well amidst your approach to final exams, but would have the time to send us your vote. It would give us a good picture of how many people we’re reaching out to.
