September 19, 2022 GM Meeting
PRESENT:
Pres. Giselle Concepcion
VP Ruby Amog
Past District Governor( PDG) Baby Perez Sison
Past President (PP) Menchu Pascual
PP Fely Umandap Malou
PP Anatess Oracion
PP Corito Llamas
Past Area Director (PAD) Zenas Lozada
Chit Manabat
Gina Geraldez
Grace Soong
Girlie Pe
Mina Gabor
Nida Lopez
Nila Mata
Tess Herbosa
Guest Member Candidates Present
Pauline Guanzon
Christina Guanzon
Mia Joaquin
Marlu Emmanuel
Others:
Juntilla (secretarial staff)
ABSENT:
Baby de Jesus Carol Sanchez Nonie Basilio
Letty Calma Teody Buenaflor Tricia Briones
Sol Dizon Daisy Serrano Minerva Tanseco
PP Nene Pe Lim Mila Imson Patty Jalbuena
PAD Daisy Arce Cynthia Cruz PP Lulu Castañeda
Bee Angeles
1. Call to Order: Since it was already 11:15 a.m. Pres. Giselle Concepcion (Giselle) called the meeting to order. It was decided that the existence of a quorum will be determined in the
course of the meeting.
2. Zonta Prayer and Zonta Hymn: VP Ruby led the Zonta Prayer and thereafter the members sang the Zonta Hymn and the National Anthem.
3. Reading and Approval of the Agenda: Giselle said that she provided the Agenda in advance to all the members. Upon motion made and duly seconded, the Agenda was approved.
4. Greeting of September Birthday Celebrants: Giselle greeted the September celebrants: Mina Gabor - Sept. 13; PAD Gina Geraldez (Gina) - Sept 16.
5. Reading and Approval of the Minutes: Gina said that she sent the minutes of the GMM held on Aug. 15, 2022 via email and viber. After receiving corrections from Ruby as to what she said about herself during the Meet the ZMF1 Members portion, she revised and resent the minutes via email and viber. Upon motion made and duly seconded the reading of the minutes was dispensed with.
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6. Matters Arising from the Minutes: A question was raised regarding whether or not during the August 15, 2022 meeting the members approved a motion to hold the GMM face-to-face. Giselle said that based on her recollection the motion was approved but that the matter can be revisited. Chit Manabat (Chit) had doubts that a resolution to this effect was passed. She and Ruby cited Tess Herbosa's (Tess) statement that the law allows members' meetings to be held online and that members cannot be prevented from choosing to attend online. Giselle said that Malou Juntilla should check her notes on whether or not such a resolution was adopted.
7. Endorsement of Member Nominees for Approval: Giselle said that three out of the four candidates - Pauline Guanzon, Christina Guanzon and Mia Joaquin - were already presented and spoke during the last GMM. Upon Giselle's request Marlu Emmanuel described herself as an Assumption high school classmate and very good friend of Giselle who believes in the Club's projects. Since she lives in California, she cannot participate physically in the Club's projects but can help by providing financial support. She said that she has been involved in an organization named St. Vincent de Paul which has been helping communities address the challenges and after-effects of COVID, including difficulty with rent and utility payments. She will try to attend as many meetings as she can and will keep abreast of Club project developments. She also said that their high school classmates in North America are closely knit and have established a good network through which she can disseminate information about Zonta.
Upon motion duly made and seconded, the admission of Pauline Guanzon, Christine Guanzon, Mia Joaquin and Marlu Emmanuel as members of the Club was approved.
8. Treasurer's Report: While PDG Baby Perez Sison (Baby), the Club's Treasurer, was present at the start of the meeting, she had to leave because of an ongoing medical consultation. Gina said that upon Baby's request, she had sent via email and Viber the Treasurer's Reports for June, July and August 2023 prepared by Baby. Chit reiterated her comments made during the BOD meeting that, although she respects reports made by other professionals, she wanted to point out that the value of the Club's property in Tondo, consisting of land and improvements, was not reflected in its assets. Only Cash and Receivables are indicated in its Assets. Giselle said that Malou has been requested to look into the valuation of the land and improvements in Tondo.
Giselle announced that Baby will be going on leave for a few months because she will be going to Canada. During her absence, the Asst. Treasurer, Carol Pascual (Carol) and Girlie Pe (Girlie), who are bank signatories, will be attending to financial matters.
9. Amendments to Articles of Incorporation and By-laws for Approval: Giselle announced that the BOD has approved and is endorsing the amendments to the Articles of Incorporation (AOI) and By-laws initially proposed by Tess and reviewed by the appropriate committee headed by Ruby. A motion for approval was made and seconded. However, Tess pointed out that there are many requirements to be complied with for the amendment of AOI and By-laws, as follows:
a. 2/3 vote of all members;
b. a notice of the members' meeting (regular or special) setting the date, time and place of the meeting, enclosing the agenda which should specifically indicate the amendment of the AOI and By-laws as among the items to be taken up, and which notice and agenda must be sent not later than 21 days from the date of the meeting;
c. the notice should also indicate the permissible modes for voting, i.e., in person or by proxy;
d. the proxy form to be enclosed should list each of the amendments to be voted upon with a corresponding box where each member can specify whether she approves or disapproves. The proxy form should state the name of the person authorized to vote as proxy and may give the proxy holder blanket authority to vote, or authorize the proxy holder to vote in accordance with the member's written instructions. Tess also said that at the GMM, each amendment should be read and the corresponding tally of votes for each amendment, announced. She further clarified that the notice can be sent via mail, email, SMS so long as it is sent 21 days before the meeting.
In response to Gina's question, Tess confirmed that the annual members meeting to elect the directors need not be held in the Club's address indicated in the AOI, (which is the Tondo Building where the kiddie classes are being conducted) but anywhere within the City of Manila.
Giselle thanked Tess and the committee members for their valuable inputs.
10. Updates on selected projects:
New ZCMF1 Forms: Giselle showed some new forms that will be used in the Club as follows:
a. the Prospective Member Form which she prepared and is intended to elicit basic information on the applicant's occupation, profession, business, interests and hobbies, membership in other organizations and ways the applicant intends to contribute to the Club;
b. ZCMF1 Billing Statement prepared by Baby to be filled up for requests for reimbursement;
c. ZCMF1 Tondo Kiddie Class application form.
Website: VP Ruby (Ruby) reported that following some diligent follow-up, many more members have submitted their photos and bio-notes/resumes. Ruby said that she is tasked to review these bio-notes after which she will send them to Grace Soong (Grace) for uploading to the website. She showed the preliminary design of the website and the website link https://sites.google.com /u/0/d/1fODGi1KE4 dEMuXcFuJGV- owu89fPTHm/preview. Clicking the name underneath a member's photo will open the member's bio-notes. She expressed preference for receiving the materials via email but she can work with viber submissions as well. She was reminded to delete the two members who have resigned and to add the four new members.
Giselle said that Zonta InternationaI (ZI) and District 17 have new tag lines and thrusts which would be good to incorporate in the website. Ruby said she will focus first on completing the bio notes. When 80% of the bio-notes have been submitted, she and Grace will work on providing easy access to the website.
Tondo Kiddie Class: Giselle reported that classes started on Sept. 5 with two sections each with 20 students; teacher, Luz Ignacio was selected from among 3 teachers based on resume and lesson plan submitted and feedback from group in-charge that she would be the most effective.
PP Nene Pe Lim (Nene) has discussed the terms of engagement with Luz, i.e. monthly
compensation of P10,000, based on the minimum wage law and number of hours of work and with no contribution from parents, but the written contract has not been drafted and signed. Orientation of mothers will be conducted. Expenses for teacher compensation, supplies and maintenance and incidental costs such as photocopying of 30 worksheets per month have to be included in the monthly budget of roughly P12,000.00. The group in charge is in the process of obtaining the names of the students and is working on a business plan to pursue the project. Cynthia Cruz (Cynthia) donated P10,000 for this project. Giselle showed old and new photos of the kiddie class and said that it is a work in progress and that there are plans to expand the classes to four sections.
Chit commented that since the project has been approved by the BOD, it is sufficient that this be noted by the members without need for approval. She suggested that only highlights be reported at GMMs and that operational details be confined to the BOD, except for big projects such as the Platinum Anniversary Celebration. Giselle replied that she is providing milestones and some details to sustain the interest of more members considering, also, that there have been new developments. Girlie and Grace agreed with Chit's comments.
Rajah Soliman S&T High School and DHVSU: Giselle reported that Rajah has provided the Club with the list of Zonta scholars together with their class standing, information which should be shared with the members. The group in charge is headed by PP Corito Llamas (Corito). She also said that the meeting with the DHVSU scholars in Bacolor was postponed and that there is a need to determine the impact of Zonta's donations to DHVSU students.
For the record Gina sought clarification on the transfer of Ruby's donation for scholarships to the Tondo Kiddie Class. Ruby clarified that she is temporarily suspending her donations for the scholarships in Rajah and DHVSU and transferring these to the Tondo Kiddie Class, which is also an education initiative. She said she can resume the donations for scholarship to Rajah and DHVSU once all the arrangements are in place.
Climate change-related project: Giselle reported on the collaboration between the UP Los Baños BIOTECH and the ASHI farmers regarding the use of Mykovam bio-fertilizers to enhance agricultural productivity. The training on the use of Mykovam, conducted by Dr. Nelly Aggangan of BIOTECH was attended by Mercy Abad and her staff, the ASHI farmers and by her, Gina and Mina. Mercy purchased P25,000 worth of Mykovam and Giselle donated another P25,000 in the name of the Club. Gina and Mina have pledged to donate for fertilizers for ASHI farmers in the Visayas as requested by Mercy. Dr. Aggangan will continue to guide the farmers and to monitor crop productivity outcome.
In this connection, Giselle reported that directives have come from the Area, District and ZI for the Zonta clubs to get involved in climate change projects.
Food and Future for Young Mothers: Giselle reported that although funds have been allocated for this project, it is currently on stand still pending the identification by Ateneo Center for Educational Development (ACED) of qualified mothers.
Platinum anniversary fundraising: The Platinum anniversary celebration has been postponed to May 20, 2023. Giselle asked for volunteers from among the members to handle different requirements for the project. Gina volunteered to help the Treasurer with the distribution and accounting of ticket sales.
11. Other Matters: Giselle suggested that all members should use the Club's Viber group to emphasize positive member contributions in the past, present and future and not for making remarks that may cause unnecessary agitation. She requested Ruby to provide guidelines. Ruby said that postings in the ZONTA MANILA 1 OFFICIAL viber group should be strictly limited to Club business matters. The Zonta Mnl1 Viber group is the member's social Viber group and can be used for personal greetings and sharing but, similarly should not be used to discuss personal differences that should be aired in private messages between the parties concerned. Menchu said that members have to be respectful and courteous to each other. Chit said that going forward, let issues remain between concerned parties and that the should members work to make the Club a happy one. She pointed out that, in any event, the group administrator should be able to provide the appropriate rules
12. Adjournment: There being no other matters to discuss, upon motion duly made and seconded, the meeting was adjourned.
Gina Geraldez
Recording Secretary