HSSC - KG to Elementary of Philippine School Bahrain

Date and Time : February 9, 2024 ( at Oasis Mall, Juffair - Food Court )

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z PSB - FAMILY DAY 2024 z

Review Input Item Discussed/Order of Meeting Review Result Responsible Target Date
* Short Opening Prayer by Mommy Chona Mabalot > Short Opening Prayer 3 - Masigasig Not Applicable
1.0 Opening
* Present during the meeting. -Reggie Arbonida (Presider) Overall Proj. Chairman
-Nemilyn Palac LKG - Love
-Diana Balsomo HKG - Courage (rep)
-Sally Guinto HKG- Peace
-Chona Mabalot 3 - Masigasig
-Agnes Geronimo 4- Matatag
Not Applicable
-Rossana Hibionada 4 - Maagap
-Lourdes Ignacio 1 - Masayahin
-Apple Dario 1 - Masayahin
-VP Arlene Detera PSB VP KG-Elem
- Grace Acosta PSB Program Head
-Alvin Coronel PSB Program Head
* Vice Principle Arlene Introduced to parents the new appointed Program Head for Grade 3 > Alvin Coronel is the new program head -N/A Not Applicable
to Grade 6 for Grade 1 - Grade 3
2.0 Survey Results * - Coordinators Survey Results & School Survey Results -N/A Not Applicable
Discussion Coordinators School Results
HKG -Joy 1 1
LKG - Love 17 17
HKG - Courage 9 6
HKG - Faith 9 12
HKG - Peace 21 21
HKG - Respect 4 5
HKG - Wisdom 3 4
1 - Magiliw 12 6
1 - Masayahin 16 12
1 - Masigla 1 1
2 - Mabait 10 14
Not Applicable
2 - Magalang 11 3 Not Applicable
2 - Masunurin 11 1
3 - Masigasig 11 11
3 - Masikap 9 11
3 - Matulungin 3 3
4 - Matatag 13 11
4 - Maunawain 7 8
4 - Maagap 6 6
5 - Maasahan 10 11
5 - Mapag-Aruga 8 6
6 - Makatao 7 3
6 - Makabayan 5 5
Total 204 178
3.0 Declaration * As per result of the survey, the overall coordinator declared that the Family Day shall * The declaration to proceed was unanimously
HSSC NONE
proceed. agreed by all the HSSC present at the meeting.
* The school should be notify by the HSSC for their declaration to officially proceed with the Prepared letter to school officially informing that
Reggie Arbonida Until February 15, 2024
FAMILY DAY. the Family Day will proceed.
* The committee together with the overall coordinator will visit the school to bring the official
Visit the PSB with official declaration. All Committee's Until February 15, 2024
project declaration and to have meeting with thePSB.
* Officialized/finalized the contents of Family Day Template and send together with the Committees must signed the official approed
proposal.
All Committee's Until February 15, 2024
declaration.
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Review Input Item Discussed/Order of Meeting Review Result Responsible Target Date
4.0 Family Day Payment
* The overall coordinator asked for apology for the declaration of Payment without asking
The HSSC present understand the urgency of
group consensus.He informed that the payment must be declared as soon as possible before Reggie Arbonida NONE
the decision.
the Feb. 7 deadline that’s why early declaration must be done.
* The Family Day registration fee shall be as per declared. * Regular Fee: 10 BD
with 1 free t-shirt for the kid
* Family Package Fee: 15 BD
HSSC NONE
with 1 free t-shirt for the 1st kid only.
* 20% Discount for Section who meet the 80%
registered population
* Payment and Team selection rule for Family Package (where to pay and who will *Rule for Payment & Team Selection
select the team color if you have more than 1 kids. HSSC NONE
Priority 1: Kid who entitled to 20% discount, or
Priorit 2: The oldest PSB sibling who registered.
5.0 Officers & Committee's * The following officers were appointed & appointment accepted without objections.
Overall Project Chairman * Reggie M. Arbonida Daddy Reggie
Asst. Overall Project Chairman * Nemilyn palac Mommy Lyn
Treasurer * Apple Dario Mommy Apple
Secretary * Chona Mabalot Mommy Chona
Ways & Means Committee Chairman * Sally Guinto Mommy Sally
Sports & Games Committee Chairman * Agnes Geronimo Mommy Agnes
Program Committee Chairman * -----(Waiting for volunteer -
Asst. Ways & Means Committee Chairman * Rosanna Hibionada Mommy Rosana Not Applicable
Asst. Sports & Games Committee Chairman * Joseph Abatayo Daddy Joseph
Asst. Program Committee Chairman * -----(Waiting for volunteer -
Ways & Means Member * Lourdes Ignacio Mommy Lourdes
Ways & Means Committee Member * Malou Gimaran (Informed thu message) Mommy Malou
Sports & Games Committee Member * Rhea/Dianna (HKG-Courage) -
Program Committee Member * Maureen Cabrejas (Informed thu message) Mommy Mau
Program Committee Member * Mary Ann Murillo (Informed thu message) Mommy Ann
*Committee Main Objective and Basic Reponsibilities
Executive Committee * Monitor, review and execute the Family
Overall Project Chairman Day approved plans.
Asst. Overall Project Chairman
* Budget review and recommendation.
Treasurer ExeCOm Not Applicable
Secretary * Support each group and ensure meet the
Ways & Means Committee Chairman target timeline.
Sports & Games Committee Chairman
Program Committee Chairman
Ways & Means Committee
* To satisfy as much as possible the needs of
Assign Main Objective customer 1 (PSB)
Basic Responsibilities *Act as Family Day Sales and Marketing team
and create strategies to meet and exceed
target proceeds.
WMCom
*Plan and provide rules for bazaar and/or Not applicable
propose other activity that might add extra
amount to target fund collection.
*Be responsible on every action and ensure
transparency when necessary.
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Review Input Item Discussed/Order of Meeting Review Result Responsible Target Date
Sports & Event Committee * To satisfied and meet the expectation as
much as possible the needs of customer 2
Assign Main Objective (Family Day Participants)
Basic Responsibilities *Review and finalized the mechanics of each
event.
*Review and finalized the final game list.
*Review, finalize and conduct inventory and
SECom Not applicable
ensure availability of things needed per
game/event.
*Review the budget allocations and provide
recommendations if needed.
*Spearheaded the Basketball and Volleyball
Elimination.
*Create the game schedules & team who will
face each other during the event.
Program Committee *To ensure an organized flow of the programs
and activities during the event.
Assign Main Objective *To secure well categorized positioning of
team location, stall numbering , event zoning
and parade plan.
Basic Responsibilities *Preparation of the over all Family Day
Programs.
*Ensure prepared program flow (invitations,
assigned Emcee, parades routes, area for PCom Not applicable
each team location, Bazaar stall
identification.
*Coordinate with PSB , the stage design,
sound system and/or stage preparation.
*In coordination with the other related
committee's & parties, plan & implement a
best zoning
Asst. Overall Project Chairman and Secretary
* To act as our team purchaser and
Assign Main Objective secretary.
Basic Responsibilities *Find possible supplier of the things that we
need to buy.
*Ensure good quality with best price for the
things that we procure.
*Cost negotiate in behalf of the team to any
identified suppliers.
*Be the team document controller and
ensure proper safe keep of records and ACSCom Not applicable
purchased receipt.
*Originate official forms need during the
event, officials list of participants who
registered and on where team participants
belong.
*Issue control solicitation letters and records
who recived it.
*Be responsible on every action and ensure
transparency when necessary.
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Review Input Item Discussed/Order of Meeting Review Result Responsible Target Date

Treasurer
* To act as our project Treasurer.
Assign Main Objective
Basic Responsibilities *Manage fund in relation to fund raising
activities.
*Monitor payment status of each section or
participants (from the official list provided by
the ACSCom).
*Ensure that the amount/budget requested Treasurer Not applicable
by each committee's are as per budget
allocation.
*Document all project financial transactions.
*Ensure the protection of funds from any
potential misuse by any other members of
the committee.
*At the end of the project, create financial
reports.
Overall Project Chairman
* Ensure team cooperation to meet
Assign Main Objective committee obectives and project success
Basic Responsibilities
*Managing all project deliverables .
Not applicable
Proj. Head
*Ensure delegated tasks has been properly
carry on, and provide necessary adjustment
if needed.
* Communicate with the PSB and other
stakeholders.
5.0 Family Day T-shirts *T-shirt Design (Presented thru HSSC and PSB representative during the meeting)
and Related
The atteendee's during the
* Voting Results
meeting do a secret voting
HSSC & School
to select the best design to * Entry no. 1 - Wins with majority vote of 5.
Representative duirng Not applicable
be use during Family Day. * Entry no. 6 - Wins as second choice with vote of 4 meeting
* Entry no. 4 - Wins as 3rd choice with vote of 4.
The top 3 t-shirts will officially
No objections an unanimously agreed by HSSC
use in the Family Day as per present in the meeting.
suggested by the Proj. head.
Entry number 1 (top choice) *To be use as official t-shirts by the Kids & Parents Participants.
Entry number 6 (2nd choice) *To be use by HSSC coordinators Official T-shirt.
Entry number 4 (3rd choice) *To be use by PSB teachers(if they will order).
The winning entries will are the This design will also printed and sell during the Family Day at 5BD
ACSCom Feb. 9, 2024
only design to be printed. Each.
The winning entries will Top Choice - 2 Free T-shirt with the same design.
received the following prizes. 2nd Choice - 1 Free T-shirt with the same design.
Note: There is 1 other entry selection not reflected on this minutes. 3rd Choice - 1 Free T-shirt with the same design.
*To maintain the best design and will not cause color combination problem once the design will be *Unanimously agreed by everybody. HSSC & School
printed in different color T-shirt as background (Red, Blue, Green, Yellow, Black & others) the *Team color will be identify thru others means Representative duirng Not applicable
Project Head proposed that all the Family Day T-shirts must be White. and not by the T-shirt color. meeting
*Project Head suggested that the participant team identification can be thru *Looking for possible wristband options. ACSCom
Until Feb. 23, 2024
wristband color coding. *Final decision will be made by the Execom later on ExeCom
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Review Input Item Discussed/Order of Meeting Review Result Responsible Target Date
6.0 Budget allocation and
Proceeds *Discussed to the group the budget allocation per items. * Team agreed to the budget allocation and only Flower - March 8, 2024
Note: Specific budget allocation per items will not reflect on this suggested to revised the trophy for muse and instead ACSCom Sash - March 7, 2024
minutes (see attachment as reference). Trophy for the best Muse best muse will be receiving Flowers and Sash.
To lessen the expenses, Team will *As per current status, we already have sponsorship
help to seek sponsorships for for Trophies and Medals;
Trophies & Medals. Mr. Nathaniel Mangume (1 big Trophy) Mommy Sally
Engr. Ma. Elena Astro (10 bd worth of Trophy) Mommy Sally Feb. 22, 2024
Engr. Felix Eumague (10 bd worth of Trophy) Mommy Sally
Tau Gamma (Trophy or Cash) Mommy Sally
PSB Teachers (Target donation of 23 Medals) VP Arlene
Bell Helmet (F1 Miniature Helmet) for Tug O War Apple Dario
*HSSC can seek sponsorship for Trohies & Medals. HSSC
Feb. 22, 2024
Quantity we need: 14 trophies & 68 Medals ACSCom
For the group trophy (like Over-all *During awarding the trophies will be received by the
Winning Teams March 8, 2024
champion, 2nd, 3rd & 4th over all winning team.
placer, basketball, volleyball & role *If the major sponsors of the winning team is available during the
Team Managers to
model team) who will safekeep the awarding, the trophy will hand over by the Team Managers/Coaches to March 8, 2024
Team Sponsors
trophies after the awarding? the Major Sponsors of the winning team.
For the Individual winners *The trohy and medal will go directly to the winner. Winners March 8, 2024
Project Head - proposed to seek Team
The HSSC team - agreed with the idea. HSSC Not Applicable
Sponsorship.
Dsicussed how the team Sponsorship * That for each team, we will look and assigned Team
will work? Sponsor(s).
* Maximum budget of sponsorship per team is 500BD. WMCom & HSSC
* The WMCom and others HSSC will do cash
solicitations
* The ACSCom will list all recieved solicitations made
HSSC
by the WMCom and/or the parents.
(a) Listing from highest to lowest cash sponsorhip.
(b) The sponsors will be equally divided into
6 to 8 (depend of the total team we had).
WMCom & ACSCom
Example - Top six sponsors to be divided into difefferent teams.
The same procedures for the next batch of sponsors, until all
sponsors had assigned team.
* In case that the team on where the sponsors has
been assigned wins, they are entitle to possibly Feb. 22, 2024
receive the group trophies.
* Rules of who amoung sponsors entitle to get the trophy.
Priority 1: Team biggest trophies goes to the sponsor
with higesht amount of cash sponsorship.
Priority 2: Team 2nd best trophy will be given to the 2nd highest
cash sponsorship.
Ranking of Trophies Pcom
1.) Over All Chamption
2.) 2nd Placer
3.) Basketball Champion
4. Volleyball Champion
5.) Overall 3rd placer
6) Overall 4th placer
7) Most Organized Section
Current Status of Cash Sponsrship 1.) Beyon (no amount yet) Mommy Sally
2.) Costless (50 BD) Mommy Sally Feb. 22, 2024
3.) Donux (25 BD) Mommy Sally
Food Bazaar or Install Rental
*Suggested and agreed to put stall on the Family day.
WMCom & Pcom Not Applicable
* Target to have at least 15 stall to be rented for 30bd each.
* Stall location will be the samelocation during the Fundation day.
* Finalized other stall details. ExeCom Feb. 14, 2024
VP Arlene reminded about food safety in *The HSSC agreed to avoid the mentioned risk, we will only approved
ExeCom
selection of food stall rentee. food rentee, with physical store or with a brand.
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Review Input Item Discussed/Order of Meeting Review Result Responsible Target Date

Other Additional Attraction *No final decision yet, but studying the possibility of
putting inflatable during the Family Day.
ACSCom & ExeCom until Feb 17, 2024
* Target to have additional attraction for KG to G3.
* Free entrance and use for 10mins might be included (as freebies) to all
registered participants.
* We are still looking for Fun Train, asking HSSC if they know any
Fun Train supplier where we can rent a Fun Train.
HSSC & Parents until Feb 17, 2024

Approval of T-Shirt Quotes *The Project Head, received 3 quotations to supply

Project Head DONE
and Print T-Shirt design.
*Requested and asked the present HSSC on the
HSSC Feb. 9, 2024
meeting to decide and approved the winning bid.
1 Media Art Mood (Quote): Price (Lowest Bid) Winning Bid
UniGraphix Quote: Price (Higher by 0.25 Fills from
2 -
the Lowest Bid)
Target Sports Quote: Price (Higher by 0.25 Fills
3 -
from the Lowest Bid)
Mega Star and Tailor Quote: Price (Higher by 0.75 Feb. 9, 2024
4 -
Fills from the Lowest Bid)
No official offer letter (Isa Mudhafar) Quote Price
5 -
(Higher by 0.75Fills to the lowest bud)
JG Interiors & Design Studio Quote: Price (Higher
6 -
by 1.5 BD from the Lowest Bid)
Winning Bidder for T-Shirt To be message and contact by the team Reggie & ACSCom Feb. 10, 2024
Contact JG Interiors & Design Studio for possibility of Mommy Agnes Feb. 14, 2024
special T-shirt project under special cost. Geronimo
7.0 Important Items and *Discussed to the important Items to Note and what is the team agreed date:
Deadlines
1.) When to start to infrom supplier to T-shirt Printing? *After getting the amount for downpayment. ExeCom On or before Feb. 14, 2024
2.) When is the target of T-shirt distribution? *Coordinate & inform the winning supplier ACSCom On or before Feb. 29, 2024
3.) How to do correct measurement and fast track the measurement for kids. *Request measurement chart from the winning supplier. ACSCom On or before Feb. 12, 2024
4.) Are we going to accept last minute registration (for participants)? *Majority answer YES HSSC Decided
5.) If Yes, Untill when? *We will accept until February 22, 2024,But inform the late registrant that
Until Feb. 22, 2024
Note:Any late registrant beyond Feb. 16, from any section, shall not be entitle to have 20% discount the free or ordered t-shirt might be delivered after the Family Day. HSSC
(if they meet the 80% registrants from their section). *20% discount is for section who meet the 80% registrant on or before the target date. On or before Feb. 16, 2024
6.) When we will start the collection of payment? *For HSSC who registered for the Family Day & with budget on hand. HSSC On or Before Feb. 12, 2024
7.) When is the deadline of Payment? *Depend on salary date (agreed to offer 3 dates).;
1st Batch: On February 15, 2024.
As per mentioned date
2nd batch: On February 22, 2024,
3rd batch: On February 29, 2024,
8.) Start of Team Grouping? *Any time after submitting the declaration in relation PSB Teachers
On or before Feb. 15, 2024
to item 3 of this minutes.
9.) Target date of Basketball and Volleyball Eliminations? *Committee in charge will make plan & propose. SECom On or Before Feb. 14, 2024
10) When to start ordering Medals & Tropies? *After we completed the medals & trophy sponsorship. WMCom & ACSCom On or Before Feb. 22, 2024
Note: need to ask and consider the supplier turn around time to finsih the order
11) Who will collect the payment of Participants? *HSSC will collect the payment of the participants. HSSC
12) From HSSC where to send the payment? *Section HSSC will collect the payment thru Benefits and send it to Refer to minutes item 7.7
HSSC to Treasuer
Project Treasurer Benefits,.
13) Finalization of Wristband Identification(team color)? *Committee in charge will look for supplier & propose. ACSCom On or Before Feb. 15, 2024
14) When to conduct visit with the school and conduct meeting with PSB Teachers? *Meeting with technical committee who will handle the actual event. ExeCom March 7, 2024
15) When will be the committee group on Whatsapp be created, for on-line group On or Before Feb. 12, 2024
*Each committee will be created for the purspose of fast discussion. Project Head
discussion and brainstorming of idea?
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Review Input Item Discussed/Order of Meeting Review Result Responsible Target Date
8.0 Solicitation Letters *35 pieces of Solicitation Letters were surrender to Ms. Nelyn Palac * Solicitation were distributed as follows;
Distribution. a) Control Number FM001-FM015 Ms. Sally Guinto
b) Control Number FM016-FM017 Ms. Agnes Geronimo
c) Control Number FM018-FM020 Ms. Lourdes Ignacio
d) Control Number FM021-FM022 Ms.Rosana Hibiona
On or Before Feb, 22, 20224
e) Control Number FM023-FM024 Ms. Lyn Palac
f) Control Number FM025-FM026
* HSSC members that need solicutation for possible
HSSC to ACSCom
sponsors, please contact Mommy Lyn.
9.0 Adjourned *The meeting adhourned at 3:43 PM