Key Outcomes
Planning is underway for a September 30 visit to Butuan combining three activities: a demo meeting at Father Saturnino Urios University (FSU/Oreo) at 1:00 PM, a meeting with the LGU/City Mayor's Office at approximately 3:30 PM, and an installation of officers in the evening at 6:30 PM. 1 Role assignments for the demo meeting are partially identified but not yet finalized. Attendance confirmation from Downtown Butuan Toastmasters remains the critical blocker, particularly regarding President Hemadi and VP Gilbert. 23
Decisions Made
- Demo meeting format: Follow the Digos program template (district-issued); roles include Toastmaster of the Day, Grammarian, Ah-Counter/Timer, Table Topics, Prepared Speech, and General Evaluator. 45
- Direk Bobby to deliver the prepared speech (same speech used in Digos); confirmed willing to repeat it if no other speaker is available. 67
- Installation venue: Leaning toward Balangay Hotel (where the club holds regular meetings); Amara also considered as an alternative for overnight stay. 89
- Travel plan: Depart Davao by 5:00 AM on September 30 to arrive in Butuan by approximately 10:00–11:00 AM. 8
- Installation deadline: Must be completed by end of September per district directive (Suzette's guidance). 10
- Presentation materials: Use Direk Bobby's short, straightforward Tagum template rather than the lengthy Rainer PowerPoint; fewer words preferred. 1112
Role Assignments (Demo Meeting — Partial)
- Call to Order / Speech: Direk Bobby 6
- General Evaluator: Tm Jed (if available from Butuan) 13
- Evaluator of Speech: VP Gilbert (confirmed willing) 14
- Toastmaster of the Day: Ephrelyn (tentative) 13
- Grammarian / Ah-Counter / Timer: Jen (dual role if needed) 15
- Table Topics: Preferably assigned to a Downtown Butuan member 16
Installation Program Flow
- Discharging of outgoing officers → Induction of new members → Acceptance speech → Valedictorian address 1718
- Keynote speaker: Sir Jed proposed; Direk Bobby to confirm his availability. 1920
- If President Ched is absent, Vice President to deliver the valedictory speech. 17
- Roasting/tribute segment (Table Topics style) before valedictory address is optional and can be removed. 21
- Program estimated to start at 6:30 PM. 22
Blockers & Risks
- Downtown Butuan attendance unconfirmed: President Hemadi unresponsive; Gilbert is the primary point of contact but has limited availability. 223
- Ma'am Jojo and Ma'am Ched are out of town and cannot confirm attendance for September 30. 1524
- Low headcount risk: Demo meeting requires sufficient numbers to make a credible impression on FSU; showing up with only 3–4 people is not acceptable. 2526
- Wednesday is a workday, limiting availability of LGU employees and school contacts for the demo. 27
- Caraga State University contact (Rex Paro) not responding; university has exam week, reducing student availability. 28
Pending Confirmation
- Sir Jed's availability to fly in from Butuan as keynote speaker. 19
- Final headcount from Downtown Butuan (target: at least 4 members). 29
- Mayor's schedule confirmation by Monday (Ma'am Crevi to follow up with Gem). 30
- FSU/Oreo permit: names of all attendees must be submitted in advance. 26
- Hotel booking: Direk Bobby to check Amara via friend; Ephrelyn to ask Tm Addi (Inland manager) about a discount. 31
- Charter fee status for Oreo club: PHP 7,000 confirmed as within budget; individual membership fees are separate. 32
Action Items
- Jen: Convert demo meeting program to editable Word/Google Docs format; share via Google Drive for role input by members. 2933
- Jen: Send attendee name list to FSU/Oreo by Monday for permit processing. 26
- Jen: Request soft copy of materials and flyer from PRM Charity for distribution at the demo. 33
- Jen / Ephrelyn: Follow up with Downtown Butuan members (Gilbert, Hemadi) to confirm participation by Monday. 26
- Direk Bobby: Text Hemadi directly — ask if installation is pushing through for both Butuan and Downtown clubs. 334
- Direk Bobby: Contact Sir Jed to confirm keynote availability for installation. 19
- Direk Bobby: Check Amara hotel rates via personal contact; share hotel details once confirmed. 9
- Ma'am Crevi: Message Sir Jed to confirm keynote; get mayor's schedule confirmation by Monday. 1830
- Ephrelyn: Individually call/confirm role-takers for demo meeting by Monday night. 35
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