Minutes of the September 21, 2019 Meeting of USTHS70 Golden Jubilee Organization Committee

Board Room, Tower Club, Philamlife Building, Makati

Attendees:

1. Aggie Cabugao - Overall Co-Chair
2. Bobby Castillo – Overall Co-Chair
3. Maribel Sahagun – Attendance (Philippines)
4. Romy Villanueva – Attendance (Philippines)
5. VCD Dazon – Attendance (Overseas) via videocon
6. Tess Guevara – Finance
(Philippines)
7. Ed Manahan – Finance (Philippines)
8. Jing Banzon - Souvenirs
9. Alex delos Reyes- Souvenirs
10. Thelma Castillo-Marcelo – Medical Mission
11. Jim Barron – Medical Mission
12. Bess Del Carmen – Outing  
13. Butch Mate – Outing
14. Del Bernabe  - General Alumni Homecoming (GAH)
15. Liz Benjamin
- GAH
16. Malou Roco – GAH
17. Jaz Geraldez – Farewell Party 

Special Guest: Harry Talusan who took pictures for photo book

Important Deadlines

• “Now” Pictures and pictures of batch activities: extended further to October 31, 2019
• Pledges and payments: extended further to October 31, 2019
• Advertisements/Greetings: October 31, 2019
• Payment of Additional Costs: October 31, 2019

Attire

• Commemorative medical mission Tshirt at medical mission
• Golden Jubilee Tshirt at photo op and welcome cocktails in Acea
• Bohemian at Bohemian Party in Acea
• Gold overblouse with black top for ladies and Golden Jubilee Tshirt for men, plus blue denim pants for all at GAH
• Black and/or gold long dress/pants suit/jumpsuit for ladies and long-sleeved black and/or gold shirt with black pants for men at the Farewell Party

Summary of Organization Committee Decisions

1. Attendance

• Latest results of Attendance Survey updated after September 21 meeting show that 159 are attending at least one of the events (including 11 who have not made a pledge) and 13 are not attending but have made a pledge. So there are 172 Golden Jubilee participants including those who have donated but are not attending. They will all receive souvenir bags with photo books and Tshirts.

                                                   

• As agreed during September 21 OrgCom meeting, Section Coordinators met on September 30 and received batch report showing batch mates’ attendance at four events, pledges and payments, Tshirt sizes, submission of Now pictures, and payments for additional costs. Section Coordinators were asked to follow up missing information and payments. They were also asked to solicit ads/greetings for photo book. Lastly, as suggested during OrgCom meeting, a fundraising to sell Jollibee dolls wearing UST jackets was launched. OrgCom bought 200 dolls, and 50 dolls were paid and distributed during meeting.  A total of 116 dolls have since been sold/reserved.

2. Finance 


• Table below shows pledges have reached P1.98 million, and payments equaled P1.78 million, for a collection rate of 90%. We have greatly exceeded our target of P1.5 million!

                   

• Table below shows as of October 16, 2019 collections from batch mates and fund-raisers, and expenses; and cash balances in our peso and USD bank accounts in Manila, and money in the US.

                                        

3. Souvenirs 


• “Now” pictures from 155 batch mates have been received. We need to follow up 17 batch mates. Deadline has been extended to October 31. A mockup of the “Then” and “Now” page was presented and approved. As agreed, batch mates will be presented alphabetically with the ladies’ names shown as “maiden name-married name”, and city or province or state, and country shown for each.

                                                  

• Design for Golden Jubilee Tshirt was presented and approved. Shirt will be used by everyone at photo op at Welcome Cocktails by the beach in Acea, and again by the men at GAH.

                                                             

• Important deadlines:

   o Oct 31, 2019: submission by batch mates of their “now” pictures and pictures of batch activities

       o Oct 31, 2019: submission of advertisements and greetings

       o Dec 31, 2019: finalization of batch mates’ pages and advertisements/greetings

    o Feb 1, 2020: completion of printing of photo book, USBs, and publication of photo book in reunion     website

4. Reunion Website

• Photo book will be included in reunion website.                              

5. Medical Mission on February 16, 2020 near Subic


• Ocular inspection will be held in in October. Intended beneficiaries will be Aetas of Subic. A request was made to rent a van or a bus for those needing transportation to and from medical mission site. It was agreed that a $200 donation from a batch mate be used for this purpose.
• Design for a Tshirt to commemorate 50^th medical mission was presented and approved as shown below. Tshirt will be given to all Golden Jubilee participants.

                                                            

• It was agreed that Jollibee gift certificates be used to buy Jollibee packed meals which will be brought to medical mission site, in interest of time.

6. Outing on February 16 to 18, 2020 in Acea, Subic

• Registration will start at 2pm and a souvenir bag containing photo book and USB, Golden Jubilee T-shirt, commemorative medical mission Tshirt, overblouse for GAH will be distributed.
• Program of activities as follows:

February 16	2:00pm: Registration 4:00pm: Mass at DLS Ballroom 5:30pm: Photo op in Golden Jubilee Tshirts 6:00pm: Cocktails by the beach
February 17	7am - 10am: Breakfast 7:00am – 7:30 am: Zumba on the beach 9:00 – 12nn: GAH rehearsal 5:30pm: Photo Op in Bohemian Attire on the beach 6:00pm: Bohemian Party at DLS Ballroom
February 18	7am – 10am: Breakfast 9:00 – 12nn: GAH rehearsal 12nn: Check out

• Budget was discussed and approval was given to cover costs of a band, lights and sounds, LED wall, décor, and event planner.
• Options were also provided for dormitory-type accommodations for drivers outside Acea with the lowest cost of P415/head/night.

7. General Alumni Homecoming on Feb 22, 2020 at Plaza Mayor, UST

• Golf Tournament fundraiser will be held on December 6 at South Course of Valley Golf. Our batch has paid P50,000 as Gold Sponsor of tournament which will entitle us to three golf tickets.
• After much discussion, attire for ladies was approved as modeled below. Overblouse will go better with black top and blue denim pants. For men, the re-designed Golden Jubilee Tshirt in black and gold as shown above was approved also.

                      

• GAH co-chairs have been busy meeting with other jubilarian batches. Our batch is responsible for food and overall coordination for all the committees.
• For our batch presentation at GAH, a meeting was held with choreographer and following concept was agreed on: evolution of our lives from high school graduation, through college, careers, marriage, to Golden Jubilarians to be performed in songs at start and end, and in dances in between. Songs are: High School Life; I Saw Her Standing There; Do the Hustle; Nine to Five; You’re My First, My Last, My Everything; and Kahit Maputi Na ang Buhok Ko. Details will be announced separately.
• For GAH program, Bobby Castillo will give welcome remarks, Divina Telan-Robillard and Denny Munoz have agreed to be emcees in addition to two other emcees from silver jubilarians, Pearlie Battung-Pacia and Henry Chongco will be asked to model 70s attire, Romy Villanueva will prepare In Memoriam segment for our batch, Alex delos Reyes will design batch collage and banner, and Doods de Luna will coordinate batch audio-visual presentation.

8. Farewell Party on February 23, 2020 at Palacio de Maynila

• OrgCom approved Joel Macanaya’s offer to provide his video and editing equipment for free to do video coverage for all four events with costs to be paid only for two camera men plus a same day edit to be shown at the Farewell Party, for P50,000.
• OrgCom also approved additional budget for décor, a mobile bar, and an LED wall.
• OrgCom also approved hiring Behind Closed Doors as band for P50,000 with Jimmy Vicente shouldering P40,000.

Next Steps for Reporting in OrgCom Thread

1. Attendance

• Section coordinators to follow up pledges/payments, advertisements/greetings, and pictures.  

2. Finance 


• In coordination with Attendance Committee and Section Coordinators, collect balance of pledges and payments of additional costs, and make necessary payments to suppliers as approved.

3. Souvenirs 


• Prepare layouts for photo book, solicit quotations from printers, select printer, present cost for approval, and arrange for printing.
• Solicit quotations for two Tshirts, select a supplier, present costs for approval, and have Tshirts made.

4. Reunion Website 


• Post deadlines, Solicitation Letter and Form, and minutes of meeting in reunion website.

5. Medical Mission

• Conduct ocular inspection of medical mission site in Subic with local sponsor and report to OrgCom.
• Determine if a van or a bus is needed for transport, look for provider and present cost for approval.

6. Outing

• Present design and cost for souvenir bag for approval.
• Finalize contracts with Acea and all suppliers, if within approved budget.
• Prepare detailed program of activities for three days, with date, time, venue and attire.
• Present details of  program for Bohemian Party including emcees.

7. GAH 


• Continue to work on Golf Tournament.
• Continue to meet with other jubilarian batches to finalize food, finance, presentation, publicity, etc.

• Oversee rehearsals for batch presentation at GAH.
• Present designs for batch collage and banner for approval.
• Present draft of batch AVP for approval.
• Find a supplier for ladies’ overblouse and present cost for approval.

8. Farewell Party 



• Finalize arrangements for LED wall if within budget.
• Present floor plan drawn to scale for Palacio de Maynila and decor for approval.
• Present program details for approval.


Next Meeting: To be held in January 2020.