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April 2010 Report to UPBSFI, Inc. Members
From: tatang_up@hotmail.com
To: up-beta-sigma-fraternity-international-@googlegroups.com;
rubenjpascual@gmail.com; rollyreyes@mac.com; up-
beta-sigma-fraternity@googlegroups.com
Subject: {UPBSF International} APRIL 2010 REPORT TO UPBSFI, INC. MEMBERS
Date: Thu, 15 Apr 2010 16:49:34 +0000
Dear Members of UPBSFI, INC.:
Please be informed of the latest developments of our International Body,
aside from the ones that you see at our website: http://www.upbetasigma-international.org.
Per latest tally of UPBSFI Secretary Brod Angie Garbes, the BOD voted
twenty-four (24) YES in favor of BOD Raffy Hidalgo's "Residents Cup II"
proposal, with one (1) NO. (See Appendix A below for the detailed Resident
Cup II project). The proposal is hereby carried, and BOD Edsel Arceo is
requested to prepare the amount equivalent to PhP20,000 for Hole No. 10.
As announced earlier, the Board of Directors by a majority vote (15 YES, 1
NO, and 6 Abstained) approved to grant $500.00 as "ante" to this year's
Brotherhood of Scholars Program for 2 Diliman Brods. Some UPBSFI members
in the US have individually put up another amount of $500 in addition to
the one approved by the Board. The total cost of sending these two
scholars at the Philippines' end is $2,500. Last year, this full amount
was a grant by Diliman Brod Kim Cabatit '82.
From our excess 2009 Funds collections, we now have a balance of $1,715.58
to cover additional requests pursuant to 2010: The Year of UP Beta Sigma
Fraternity and our UPBSFI Mission/Vision. (Appendix B). Appendix C below
(message dated 3/18/2010) shows the guidelines upon which we may avail of
this remaining balance.
For our 2010 Collections, we will use it only to pay for our basic
administrative expenses until such time that we are able to establish
guidelines on how to use the rest of the balance. Appendix B below is a
report by BOD Edsel Arceo showing that we have so far spent from our 2010
collections for the following: (a) 2010 Annual Fees to the US Government,
(b) Accountant's Fees, and (c) Website-related expenses - all totaling to
$1,083.88 leaving us with a fund balance of $776.12.
BOD Rafael Hidalgo is submitting for audit by Philippine Auditor Bernie
Bantegui a detailed report of collections and expenses up to March 31,
2010, showing a net balance of P34,876.99. Our current practice with UP
MIndanao and UP Visayas collections is for these to be used for their
operating expenses (e.g. sponsorship a Freshman Night).
It is part of our Work Program announced in November 2009 (available at
our website) that for our 2010 Revenues, we consider sources other than
membership fees in pursuit of our projects related to our Mission and
Vision. Here are the alternatives that have been submitted so far, which
of course will need a lot of in-depth study to ensure smooth
implementation. PLEASE READ THEM CAREFULLY AND POSSIBLY PRESENT YOURSELVES
IN DEVELOPING ANY OF YOUR PREFERRED OPTIONS.
A. Proposal UPBSFI Fund Management (BOD Ollie Jumao-as)
1. Sources of Funds: membership fees, individual pledges, special
projects, etc.
2. Projected Expenses: UPBSFI admin costs, resident members activities,
individual brods assistance, assistance to other chapter, etc. (to be
prioritized according to our Vision/Mission)
3. Then, a resolution: Any funds in excess to whatever is allocated for
admin costs shall be "allocated to the following project ...
recruitment-related activities, institutional activites, etc.
B. Proposal for a Special Assessment of $25 or more, on a voluntary basis.
(BOD Quisumbing)
A similar proposal came from BOD Wally Rodriguez, but with a Special
Assessment of only $5.00.
C. Proposal to Sponsor a Concert (BOD Willie "Tatang" Vergara). A lot of
efforts were put in March to May 2009 to make a WillieNep Show possible.
This had to be called off because of the prevailing state of the US
economy.
D. Proposal for a UPBSFI Publication (BOD Gene Samson). Sponsorships will
come from private companies and brods. This will work like the Frat Ball
Souvenir Program in point of funds solicitation. On content, it will be
just like The Betan, except that selection of articles would focus on
general readership and not readers within the frat only. For instance, we
could lift some of the existing 27 articles in our monthly Environmental
Awareness.
E. Proposal to Keep a Portion of our Membership Fees to be given back to
the family of the member who has passed. (BOD Willie "Tatang" Vergara) For
instance, we could set aside $10 to $20 each year for every paying member
(depending on an educated guess of our total collections from membership
fees and fund-raising activities). A member passes away and yet who has
paid more than the current year will entitle his family the full amount of
the future years that he has paid. This will mean that IT IS OK TO PAY
SEVERAL YEARS.
F. Proposal to Set Up A Mutual Assistance Fund (Rico Arranz, last May in
San Francisco). This is a follow up of the presentation of Founder Rico
Arranz during the San Francisco International Conference held last May
2009. The objectives of the program are:
a. Help brods in legitimate need of financial assistance
b. Develop a network with institutions (Philippines and abroad) who could
be of help to needy brods IMPORTANT NOTES: (i) Year 2010 will be for
development of the program, but pledges could be generated as soon as the
BOD approves this work program, (ii) Assistance to any brod towards this
end shall be made on an individual basis until such time that the BOD
approves guidelines for the use of such fund. (iii) The Council of Elders
shall be the lead group of this program.
My dear Brods, I trust that you have read all the details of this
all-important report that covers many topics, which is summarize below:
1. Approval to sponsor Hole#10 of The Residents Cup II (P20,000)
2. Approval to release $500 to the Brotherhood of Scholars Program
3. A Report of the 2009 Excess Collections and how to avail of such funds
for projects
4. A Report of our 2010 Collections
5. Several options to raise more funds and how to spend them. Any or a
combination of the proposals abovementioned may be adopted, subject to the
usual approvals. As mentioned, all these will need a LOT OF WORK.
There are still many things in our Work Program that we have to work on.
You may access the complete list at our website http://www.upbetasigma-international.org/
(ANNOUNCEMENT/ANNOUNCE 01/2009 Nov 17 - UPBSFI WORK PROGRAM) and possibly
volunteer your services.
God bless our beloved fraternity.
As ever your servant,
Willie "Tatang" Vergara
===================================================================================================
APPENDIX A: RESIDENTS CUP II (for SOMA CENTER)
1.
Project Proponent:
Operation Big Brother Foundation Inc.
2.
Project Name
Residents Cup II
3.
General Description
Fundraising golf tournament with the UPBS SOMA (JC SOMA Foundation) as a
beneficiary.
4.
General Objective
The activity is done in support of the Johnny Chiuten School of Martial
Arts Foundation Inc, whose goal is to revive the tradition of martial arts
in the UP campuses.
More specifically, the objective of the project is to raise P150,000 which
will be a seed fund for the envisioned UPBS SOMA Center, a permanent
martial arts training and resource center for the UP Beta Sigma
Fraternity. Excess income from the project will form part of OBBF
non-allocated / operational funds.
5.
Organizing Committee Chairman
Gerard 'Jay' Policarpio '88
6.
Event Details
Valley Golf and Country Club (VGCC), May 21 2010, 12:00PM - 1:00PM Tee Off
7.
Beneficiary
P150,000 of the net income of the project will be allocated for UPBS SOMA.
More specifically the fund will be used to start and maintain (for up to 2
years), the UP Beta Sigma SOMA Center. The center will be a permanent
training gym and martial arts resource center for the Fraternity.
Dennis Belmonte jr. 86 will chair the setup of the UPBS SOMA Center as
this will be a separate project. (funding of the UPBS SOMA Center will not
be exclusively from the allocated proceeds of the Residents' Cup II)
8.
Revenue Streams
--
Hole Sponsors
Each of the 18 holes will have one or more hole sponsors. P10,000 per
sponsorship, except for Holes 1 and 10 at P20,000 per sponsorship. A VGCC
regulation-sized banner with the sponsor's ad/name will be placed on the
specified hole. Sponsors will also be given 1 complimentary playing ticket
(2 tickets for Hole 1 / 10 sponsors)
--
Participation
Participants (except sponsored participants), will pay for their ticket
which includes green fee and caddy costs. The price of the ticket is a
mere pass on of actual costs.
--
Revenue Target is P400,000
Expenses
Expenses expected to total above P 100,000 and will include:
· Green fees and associated player costs
· Food and beverage
· Raffle prizes
· Trophies
· Banners
· Promotions
Funding request:
Support is sought through hole sponsorship as explained above.
Cheers brods!
Rafael C. Hidalgo '86
===================================================================================================
APPENDIX B: 2009 EXCESS FUNDS AVAILABLE
Ending Balance, 12/31/09 $2,666.58
Less: Brotherhood of Scholars Program $500.00
OBBF Residents Cup II
450.00 950.00
2009 Excess Funds Available $1,716.58
===================================================================================================
APPENDIX C: PROCEDURE ON PROJECT APPROVAL
{U.P. Beta Sigma Fraternity BOD} LET'S STREAMLINE OUR PROCEDURE - version
2?
From:
up-beta-sigma-fraternity-bod@googlegroups.com on behalf of Willie Vergara
(tatang_up@hotmail.com)
Sent:
Thu 3/18/10 3:55 PM
To:
up-beta-sigma-fraternity-bod@googlegroups.com; TEDDY TOPACIO (ted_top80@yahoo.com)
Cc:
enecophil@pldtdsl.net; vicramos.ph@gmail.com; rollyreyes@mac.com;
randpancheta@roadrunner.com; ecorneliadvm@msn.com; carlotagdvm@sbcglobal.net;
aquinodvm@aol.com; dominador.ramos@yahoo.com
Dear Members of this August Body:
Hereinbelow please see Version 2 of the Proposed Streamlined Procedure:
1. Proponent submits a complete proposal showing the following
information:
a. Proposal Title
b. Objectives
c. Strategy of Implementation / Additional Relevant Information (if any)
d. Objectively verifiable indicators of success (quantitative and/or
qualitative)
2. After a proposal has been seconded, allow three (3) days for
information sharing; including discussion of pros and cons; in rare cases
where the general membership is directly affected (e.g. CBL Art. IX. Sec.
3. Special Assessments), we shall allow five (5) additional days of
discussion of such proposal in the international googlegroup.
3. Allow two (2) days for the proponent to introduce amendments and come
up with his final proposal on the basis of the discussions/info sharing;
4. Voting (open via BOD email; simple majority: 50% plus 1 either way -
"Yea" or "Nay")
NOTE: As a way of respecting each other's capability to think and analyze
proposals/issues, let's keep all discussions within the Board of
Directors. If there is difficulty resolving an issue, we will consult the
Council of Elders upon request of at least five (5) members of the BOD.
Exception to this rule is specified in #2 above.
Let's please take the next three days (March 17-19, 2010) discussing how
to further streamline the procedure above. As much as possible, let's
please avoid being contentious and falling into a bureaucratic trap.
Respectfully submitted,
Willie "Tatang" Vergara
cc: Council of Elders
===================================================================================================
APPENDIX D: 2010 EXCESS FUNDS AVAILABLE
2010 Membership Dues Paid as of 4/9/10 $1,860.00
Less: 2010 Tax - Franchise Tax Board $800.00
2010 Tax Returns Preparation Fee 200.00
2010 Hosting Windows - Website
83.88 1,083.88
2010 Funds Available as of 4/9/10 $ 776.12
===================================================================================================
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