Key Outcomes
The group held an informal coordination meeting to plan a courtesy visit to the Butuan City Mayor's Office (September 17, afternoon) and a club demonstration at Caraga State University (September 18, morning), followed by an evening joint meeting. Letters of invitation have been sent but responses are still pending. The team agreed to treat September 17 evening as a fellowship dinner rather than a formal meeting, and to follow up on all outstanding confirmations by the following Monday–Wednesday. 12
Decisions Made
- September 17 (Thursday): Courtesy/invitation visit to the Mayor's Office in the afternoon; fellowship dinner in the evening (venue TBD, possibly Reyes Café or a downtown restaurant). 34
- September 18 (Friday): Demo at Caraga State University in the morning; Oreos/CSU area in the afternoon; joint meeting in the evening (7:00–9:00 PM). 35
- Installation ceremony will not proceed as originally scheduled due to unavailability of key officers (President traveling, Jojo out of town, JAN on duty). 67
- September 17 evening repurposed as fellowship/dinner + light strategic planning — no formal installation. 2
- The letter to the Office of the City Mayor was sent with an e-signature (not a wet signature); follow-up required if no response is received. 89
Membership & Officer Status
- President: Traveling/unavailable on the target dates. 10
- Jojo: Out of town; cannot attend. 5
- JAN (John Andrew): On duty Thursday–Saturday; unavailable for installation. 11
- Julie: Possible attendee for city hall visit; not yet confirmed. 12
- James: Works at the Sanggunian building near City Hall; may be able to step out briefly. 1314
- Ernelyn: Identified as a possible participant for the demo. 14
- Ma'am Evelyn (Ephrelyn): Confirmed she will get member availability confirmations at their Saturday club meeting and report back. 15
Club Demo Planning
- Demo roles needed: General Evaluator, Word Master, Table Topics Master, sample speaker. 1617
- Suggested demo structure: orientation/background on Toastmasters → sample topic session → evaluation. 17
- Ephrelyn to confirm available members for demo roles after Saturday's club meeting. 15
- Concern raised that members who are government employees may not be easily pulled from office hours on a weekday. 18
- Online participation flagged as an option for members who cannot attend in person. 5
City Mayor's Office Engagement Strategy
- Current approach: formal letter sent proposing a Toastmasters club within the Office of the City Mayor. 19
- CREVI's recommendation: Start with a brief, informal courtesy call to build awareness before pushing the formal proposal — relationship-building first. 2021
- Suggestion to simplify the initial outreach to a one-page introduction letter rather than a full proposal. 22
- Ephrelyn's note: Success depends on having a good network or connection to the Mayor; cold outreach alone unlikely to succeed. 22
- Once the Mayor is aware, identify a contact person (e.g., communication team) for follow-up. 23
Pending Confirmation
- Response from the Office of the City Mayor to the invitation letter — no reply received yet. 2425
- Ephrelyn to confirm member availability (17th and 18th) after Saturday's meeting. 26
- Venue for September 17 dinner — Reyes Café suggested but not finalized. 4
- Julie's availability for the city hall visit. 12
- Whether City Hall departments have returned to regular Friday office hours (compressed work week policy in flux). 827
Action Items
- Jen: Follow up on letter to Mayor's Office — Monday or Wednesday next week. 828
- Jen: Relay updates to Direk Bobsie regarding the courtesy call approach and overall plan. 22
- Ephrelyn: Collect member confirmations for September 17–18 at Saturday's club meeting; report back next week. 26
- CREVI / Chelsea (Sir Charles): Assist with letter follow-up at City Hall given proximity to the office. 2930
- Team: Assign roles for demo program once member availability is confirmed. 16
