Morong High School Alumni Association, Inc.

 MHSAA Advisory Council
(Established on January 19, 2002, Santa Maria, California)

 CHARTER

a.      Solution to miscommunication that resulted from the recent Grand Reunion on July 8, 2001 in Los Angeles

b.      Formation of Advisory Committee to act as the governing body for Grand Reunion

c.      Continued support/assistance by all chapters to all Morong schools

d.      Presentation of Grand Reunion schedule format every 2 or 3 years

 It was proposed and agreed upon that a joint exploratory meeting be held between chapters.

 Joint Meeting:              The very first joint meeting was set up by Clem and Pat Gonzales, past presidents and advisors of Southern California Chapter, held on Saturday, January 19, 2002, at Holiday Inn Hotel, Santa Maria, California.  Present were: 

 The Florida Chapter was unable to send a representative due to scheduling conflicts. 

Objectives of the Joint Meeting: 

·         To establish and promote better communications between chapters;

·         To layout advisory committee and groundwork for future grand reunions and joint installations for both chapters;

·         To propose joint programs to support the schools, organizations and community.                                      

 During the meeting, an Advisory Committee was set up and members were elected: 

 Term:  Two (2) grand reunions

 Main Functions of the Advisory Committee were defined, i.e. coordinate/advise, issue/conflict resolution, guidelines, better communications.

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 Section I.        Mission Statement:  The Advisory Council of the Morong High School Alumni Association in the U.S. and Canada shall endeavor to promote the true spirit of cooperation, communication and camaraderie between chapters and alumni in its effort to conduct joint grand reunions, programs and/or events.  

Section II.       Goal of the Advisory Council:  To assure smooth and efficient implementation of planned activities and events during grand reunions, and other joint programs that the chapters might agree to undertake. 

        -  Act as the advisory body in the coordination of logistics and all aspects related to the grand reunions;
        -  Resolve issues, problems and conflicts, if any;
        -  Provide guideline and direction for execution of planned activities and programs;
        -  Promote better communication and coordination between chapters.

Section III.      Founding Members 

The following are the founding members of the council and will remain proactive in the administration of the council, participate in meetings, receive copies of agenda and minutes, and all updates related to the council plans and/or actions: 

Northern California Chapter:  Roger Arcia, Eva San Felipe, Sonia Limitone, Normita Fenn

Southern California Chapter:  Clem Gonzales, Pat Gonzales, Ed Sanga, Lolita Magsino

Florida Chapter:   Rudy Bautista, Lucy Bautista

 Section IV.     Members of the Council

 The Founding Members stated in Section III above will remain as lifetime members of the council.  Membership will also include each chapter’s current president, vice president and immediate past president.  Each chapter shall have an Advisory Chair, to be selected at the discretion of the chapter.  Each chapter will appoint a key contact to assist with the planning and implementation of the grand reunion.

 A facilitator will be appointed by the council, whose primary function is to solicit inputs for agenda items, distribute agenda, set venue/logistics, act as moderator during the meeting, send out the minutes of the meeting, and matters concerning communications and information.

 At this writing, there are five (5) registered MHSAAI chapters in the U.S. and Canada, represented by the following Advisory Chairs and a Facilitator: 

 Honorary Member:      Dr. Olivia Feliciano De Leon, President, University of Rizal System

 Section V.      Advisory Council Meetings

 The advisory council shall hold a meeting or meetings to plan, review and execute guidelines for the upcoming grand reunion and other matters that may come before the council: 

        - Each chapter will have one (1) procedural vote;
        - A member can appoint a substitute, if unable to attend;
        - The facilitator will gather agenda items, send notices, set up the necessary arrangements, and facilitate         meetings;
        -  Prior to a meeting, a recording secretary will be appointed by the council whose duty it is to take minutes of the meeting and coordinate with the facilitator in the dissemination of such.;

A quorum must be at least 50% of the TOTAL membership of the Advisory Council for transactions of business by the council.

Section VI.     Schedule of Meetings 

Schedule of meetings will be as determined by the council to be held at a place and time when majority of the members will be present, i.e. 

        -  March/April - in Morong during Easter visit or during alumni homecoming;
        -  Day before or after a grand reunion - introduce next host chapter, set preliminary information on the next grand reunion, if known;
        -  Follow-up meetings - per schedule and depending on situation.  The facilitator will make recommendations on date and place.

Section VII.    Meeting Expenses

 All council meetings' expenditures shall be shared equally among attendees...-

 Section VIII.   Guidelines - Grand Reunion

The following topics are the major items that will be discussed pertaining to the planning of the grand reunions.  Discussion leaders, consisting of members from each chapter, will be assigned to each of the topics to fairly give every chapter the opportunity to express opinions, inputs and ideas.  

     A.   Logistics

Host Chapter – define theme
Probable date
Place/Venue - deposit
Banquet – deposit, *cost per person
Music – deposit
Video and photography
Est. attendance
Attire
Lodging – if possible, host chapter to pre-negotiate special rates for attendees with a few hotels near the venue
Cost per person:  Ticket price:  room and equipment rental, food, taxes, gratuity, picnic (if appropriate) 

B.   Program

Guest speaker – the host chapter will be the one to select, unless they ask for advice or recommendation from council members.
Person to introduce guest speaker – depending on who is selected
Induction of incoming officers from chapters – select inducting officer
Chapters’ participation – invocation, presidents’ messages, recognition award, presentation, etc.
A draft copy of the Program shall be circulated to all chapter presidents for ADVANCE information, review, comments.

C.  Invitation

Alumni and friends may be invited
Host to chair the invitation
Mandatory attendance as per number of tickets distributed

D. Tickets Printing/Distribution

In charge of printing – host chapter or delegated to another chapter
Distribution – no. of tickets per chapter
Ticket price – room and equipment rental, food, taxes, gratuity, picnic (if appropriate)
Collection of payments – collection of payments should be by chapter through the treasurer or the president and should have guidelines on distributing tickets.  Tickets to be PREPAID as confirmed attendance.

E.  Souvenir Book

Host chapter or can delegate to another chapter
Determine cost of ads
Each member chapter gets a COMPLIMENTARY full page ad of chapter officers
Alumni directory – inside the book or a separate booklet
Souvenir book cover – host or assign to a member chapter for design
Messages - all chapter presidents including Philippine Chapter mandatory.  The rest will be determined by host chapter.
*Share of proceeds - normally, proportionate to the amount and number of ads solicited by a chapter.  However, depending upon the situation, this could also be discussed and agreed upon by the council and all chapter presidents.
Continue to accept one-quarter page ad – text only, no picture   
Contact person by chapter – chapter president or designee

     F. Recognition plaques – host chapter or assign to a member chapter for design and production  

    G.  Activities

      Day before – sports, tours, sightseeing - host chapter to recommend
      Grand reunion day – induction of officers/dinner/dance
      Day after – picnic etc. - host to find venue and will make all arrangements

H.  Financial

Expense Projection:  Six (6) months prior to the event, host chapter president will submit a projection of expenses to all chapter presidents on the following expense items, subject to further review at least three (3) months prior to the event:

·         Printing – tickets and souvenir book

·         Est. banquet cost – room and equipment rental, food, taxes, gratuity

·         Band

·         Video/Photography

·         Decorations

·         Recognition Plaques

·         Picnic – rental, food, entertainment, supplies

·         Miscellaneous expenses – postage, shipping (if any)

Profit and Loss: 

a.      Souvenir book - *Share of proceeds - normally, proportionate to the amount and number of ads solicited by a chapter.  However, depending upon the situation, this could also be discussed and agreed upon by the council and all chapter presidents.

b.   Overall - Equal share of profit/loss between participating chapters and share for picnic, etc. expenditures.  However, depending about the situation, this could also be discussed and agreed upon by the council and all chapter presidents. 

Section IX – Guidelines – Joint Activities and Events 

To be determined.

Section X – General Statement

The Preamble in this Charter provides the history and perspectives for which the Advisory Council was established.  It was excerpted from recorded Minutes of Meetings and statement of facts.

It is not the function of the MHSAA Advisory Council to serve as a governing body, rather it is to provide the guiding principles for grand reunions as stated in this Charter and whatever joint activities and events it decides to undertake.  It will be mindful of its mission to promote the true spirit of cooperation, communication and camaraderie between chapters and alumni.   

With regard to Section VIII, Guidelines – Grand Reunion - The host chapter may deviate from portions of the guidelines according to the resources available to them and prevailing situation at the time. 

It is understood that from time to time, portions of this Charter may be subject to review, amendment, inputs, comments, suggestions and/or discussions by the council. 

Section XI – Inputs, Comments, Suggestions 

The following Advisory Council members provided their inputs, comments and suggestions to this Charter.

Transmittals:

Draft 6/8/07 – Normita Fenn
Inputs – 6/13/07 – Roger Arcia
Inputs – 6/19/07 - Vilma Arcia
Inputs – 6/19/07 – Ricardo Soriano – by phone
Inputs – 6/25/07 – Orlando and Eva San Felipe
Inputs – 6/28/07 – Lolita Magsino
Inputs – 7/16/07 – Bobby Soriano
Inputs – 7/19/07 – Clem and Pat Gonzales – by phone
Inputs – 7/25/07 – Rudy and Lucy Bautista

Section XI – Approval

 This Charter was presented and discussed at the MHSAA Advisory Council Meeting held on Sunday, August 5, 2007, in Vancouver, BC, and was adopted by a majority vote of the members present, per Minutes of Meeting.

 Attendees:

 Aug. 5, 2007