HR Department Thanksgiving Day on October 21

#1 Call to order:
Presiding Officer: Good Morning everyone! I am glad to welcome every staff member from our
HR department to this executive meeting. Thank you all for coming in on time. Today is October
15, 2023 and it’s now 9:00AM. The meeting for the Company-Wide Thanksgiving Celebration
will now be called to order.

Presiding Officer: I would like to call our Secretary, Ms. Ramos to please proceed with the roll
call.

#2 Roll Call:
Secretary: Thank you Sir. Good Morning everyone! Please say “here” as I call your name to
acknowledge your presence in this meeting. Ato?

Ato: Here.

Secretary: Bautista?

Baustista: Here.

Secretary: Gejis?

Gejis: Here.

Secretary: And Ms. Nuque?

Nuque: Here.

Secretary: Thank you for your responses. There are no apologies for today’s meeting Mr.
Cadondon, all members of the HR department are present.

Presiding Officer: Thank you Ms. Ramos. Before we start, make sure all of you have a copy of
our meeting agenda. Ms. Secretary kindly distributed it to everyone.

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All: Yes!/Yup!

(Secretary will read the previous minutes of the meeting)

****Minutes of the previous meeting*****

Name of the meeting: Company-wide Thanksgiving Celebration

Date: October 10, 2023

Time: 9:00 AM

Place: Main conference hall

Present Attendees: All (Name and designation are to be mentioned)

Ato, Baustista, Cadondon, Gejis, Nuque, Ramos

Absent Attendees: None

Previous meeting minutes: Approved (Summary about the previous agenda is to be included)

Agendas discussed and outcomes:

Agenda 1: Designation and distribution of tasks for the company-wide event.

Critical Points of the presentation:

● Ato is assigned to the Location and Accommodation

● Bautista for Tables and Decorations
● Gejis for Awards and Certificates
● Nuque for Games and Prizes
● Ramos for Food and Catering Services

Questions answered:

Questions and answers (Here the discretion of the note taker is crucial to determine which
questions and answers is to be noted)

What is our Budget for this event?

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PHP 10,000

How much time is allotted for the said event?

10 hours

Who will be invited to the event?

All the employees of the company.

Agenda 2: Budget for the event by the finance team

List of changes:

● The request for the budget for the all-day event because of the scale of the event

Outcome: The new budget was approved

Meeting end time: 10AM

New meeting time and date: 9AM on October 17, 2023

*************************************************************************************************************

#3 Approval, amendment or correction of minutes of previous meeting and #4 Reading of

Correspondence:
Presiding Officer: Thank you Ms. Secretary! Now, let’s proceed to the next item, the minutes of
our previous meeting. Please read through the minutes of the last meeting which were
distributed earlier. Before we proceed to our new business, are there any amendments or
changes from our previous meeting Ms. Gejis?

Gejis: Thank you Mr. Cadondon. Good morning everyone! As you may recall, the initial budget
for our event wasn’t enough to cover the company-wide event. We sent a letter to the finance
department and asked for their assistance in increasing the budget that would be allocated for
this all-day event dedicated to celebrating and thanking our employees for their hard work. With
that being said, the finance department has approved our request for us to deliver and execute
this event as a memorable occasion for our employees without any financial distress in
organizing this all-day event. That is all Mr. Cadondon.

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Presiding Officer: Thank you Ms. Gejis! That’s really good to hear since we lacked the financial
resources last event and couldn’t deliver the proper event our employees rightfully
deserve.Thank you for that update Ms. Gejis. Now let’s proceed to the reports of every staff
member. Let’s begin with Mr. Ato.

#5 Reports:
Ato: Thank you Mr. Cadondon! A pleasant morning to everyone. As per probing for almost 50
locations in our area for the appropriate location where we will host the event, I have selected 5
possible locations for us to consider. I also researched each of every location about their safety,
security, and transportation convenience for all of the company’s employees while also
considering the cost and aesthetics of each of the hotels. Here are the following hotels up for
consideration:
● Conrad Manila in Seaside Boulevard corner Coral Way, Mall of Asia Complex,;
● Okada Manila Hotel in New Seaside Drive, Paranaque City;
● Sharing-La The Fort, Manila in the 30th Street corner 5th Avenue, Bonifacio Global City;
● The Peninsula Manila in the Corner of Ayala and Makati Avenues, 1226 and;
● Hyatt Regency Manila City of Dreams in Asean Avenue corner Roxas Boulevard,
Entertainment City.
I have all of the hotels on speed dial when we get to finalized the perfect location for this event.
Thank you!

Presiding Officer: Thank you Mr. Ato for your report! It’s great to hear some of the best hotels
are available for us to consider. Moving forward, let’s go to our next staff for their reports, let’s
now hear Ms. Bautista. Ms. Bautista, please proceed.

Bautista: Thank you Mr. Cadondon! Hello everyone. As per going through multiple stores and
bouquet shops, I have organized some of the sample decorations for this event from the Flower
Store PH. (Show pics of the decor and flowers).
I already took the reservations for this task and will start immediately decorating the location
once it is finalized. Hopefully we can start decorating the event location a day before the most
anticipated event. Thank you!

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Presiding Officer: Amazing work with the decor Ms. Bautista! We’ll give you a heads up once
we get the details of the hotel. Thank you! Moving on, let’s hear the report of our next staff
member, Ms. Gejis, please kindly proceed.

Gejis: Thank you Sir! Good morning everyone! I’ve got exciting news for us today. After
searching for numerous reliable printing service providers and corporate award manufacturers,
I’ve already found a trusted manufacturer and service provider for the certificates and awards
that would be presented to our deserving employees for our upcoming annual Thanksgiving
Event this October 21. I’ve already contacted Awards Central PH and they’re very humbled and
honored to be our chosen partner for this event. They already started with the orders that I gave
them and will make sure that everything will be ready for our event. Thank you!

Presiding Officer: That’s really great to hear Ms. Gejis. I hope they exceed our expectations
with this partnership. Moving forward, let’s now hear what Ms. Nuque has to say for her report.

Nuque: Thank you Sir and a pleasant morning everyone. I am pleased to report that the annual
games for this company-wide thanksgiving celebration are already well-prepared and ready for
action. I am also working very closely with Ms. Gejis for the prizes which will be given to our
event winners for the afternoon event. Although there are some difficulties along the way while
making up the games for this event, I am making sure that everything will be set in motion once
we get a hold of our sponsors for the prizes. Thank you!

Presiding Officer: Thank you Ms. Nuque for your report! I will coordinate with our finance
department and with our board of directors for this matter to ensure that the program will run
smoothly. Thank you! And now last and definitely not the least, let’s hear from Ms. Ramos, our
Secretary about her report. Kindly proceed.

Ramos: Good morning again everyone! I am very pleased to report that I have hired the best
caterers for our annual all-day event and ensured that the meals, appetizers, drinks, and
desserts for this event will satisfy everyone's tastes and palette. After our previous meeting, I
went to four different taste tests from four catering services all over Metro Manila to ensure that
the menu for this event will be as favorable and enjoyable to our honorable guests and
employees. That is all, thank you!

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Presiding Officer: That’s absolutely delighted to hear that Ms. Ramos! I am sure that everyone
will enjoy everything that we have prepared for them and will leave this event with a big smile on
their faces and a satisfied appetite. Thank you very much everyone for your reports and updates
for your designated tasks. I am looking forward to seeing everything on the day of the event and
hopefully everything goes well. Okay, moving forward, let’s get to our next item which is our
unfinished business during our previous meeting.

#6 Unfinished business
Presiding officer: The request for the additional event of holiday grams this Thanksgiving
event is still being considered. Please wait for the further announcements in our next meeting.
Do we have other some unfinished business during our previous meeting Ms. Secretary?

Ramos: Yes, Mr. Cadondon we do. As for the recent issue about the shortage of turkeys, we
already found a better supplier that offered a discount for our deal. Previous requests about
pumpkin bowling, team building and Thanksgiving bingo have all been rejected.

Presiding Officer: Thank you Ms. Secretary. If you have any more requests please don't
hesitate to recommend what you have in mind in our next meeting. Before we move on, do our
staff members have any questions?

Nuque: I would like to ask why those activities were rejected and how long will we have to wait
for an update about holiday grams?

Presiding Officer: The given time for our planned event is only limited so we can only accept
as many activities as possible. As for the holiday grams please wait for the announcement of
the date after we discuss the new business topic for the next meeting. We can't guarantee that
this activity will be accepted so if we have no more questions we will move onto our next
agenda. Are there any more clarifications among our staff members? If none, we’re moving on
with our next agenda.

#7 New Business
Presiding Officer: The floor is now open for discussion or suggestions for our upcoming event.
Everyone will be given the opportunity to give their new ideas which may be considered for this
much awaited event and please don’t hesitate to raise your hand and take the floor.

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Bautista: How about we get some artists to perform at our event Sir? I think the budget will
cover their fees just fine and imagine the atmosphere of the event when we get to see their
performances live!

Presiding Officer: That’s a brilliant idea Ms. Bautista! Unfortunately, this event is a formal event
which will focus on celebrating our employees. We wouldn’t like to turn this thanksgiving
celebration into a concert party. I also don’t think the budget will be enough for even one artist to
perform since all of our finances have already been distributed accordingly. I appreciate your
enthusiasm for your idea Ms. Bautista. I will take note of this and will definitely consider this for
our other events in the near future, but for now, I don’t think it would be possible given the
current circumstances. My apologies Ms. Bautista, but still thank you for sharing your idea. So,
are there any more suggestions?

Nuque: What about raffles Sir? We can also host a talent show for our employees and the
winners will also be given prizes. What do you think, Sir?

Presiding Officer: Hmmmm. That’s another great idea Ms. Nuque! I think your suggestion is
probable. We still have enough budget for raffle gifts and additional prizes for a contest for
employees. That’s good! Thank you Ms. Nuque. Please kindly coordinate with Ms. Gejis for
additional plaques for this program.

Nuque: Noted Sir! Thank you!

Presiding Officer: Are there any more suggestions that you guys want to share? (5 second
silence and everyone will look at each other). If there’s none, we will now proceed to our next
final announcements.

#8 Announcements, including the date of the next meeting

Presiding Officer: Announcement! Requests that waiting for approval will be addressed. Topics
about the next batch of new employees that will undergo training will also be tackled, especially
positions and roles that have yet to be filled. Currently there's still a lack of instructors and some
instructors who were assigned have recently requested to back out and not participate in it.
There's also quite a big number of janitors resigning recently and this needs to be settled before

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the Thanksgiving event starts to avoid a lot of residue of decorations that may interfere with the
company's employees. That is all. Thank you all for coming for this crucial meeting. I am looking
forward to each and every one of your tasks on the day of the event. If there are any more
concerns, we will discuss them at our next meeting on the 23rd of October, 2023.

#9 Adjournment
Presiding Officer: It’s been a pleasure meeting all of you and with that this meeting has been
adjourned at exactly (time). I bid you all farewell and hope we all get to enjoy the Thanksgiving
event to the fullest. See you at the event and at our next meeting.Thank you and God Bless!