Minutes of Accounting Staff Meeting: Changes in Organization Job Description due to Outsourcing

FYI

---------- Forwarded message ---------
From: Don Aboga <dvaboga2006@yahoo.com>
Date: Wed, Feb 20, 2019 at 10:47 AM
Subject: MINUTES OF THE STAFF MEETING
To: Jorge Saguinsin <holygardens.groupnew@gmail.com>
Cc: Madel <madz2424@yahoo.com>, Madel HGMP <hgmpmrs@gmail.com>

Sir:

Based on our meeting yesterday, here are the functions of each remaining employees at the Head Office.

First, since Cherrie is scheduled to resign, her function as Accounts Payable Clerk will be handled by Alysha.  However, we have agreed that she will focus on finishing the JV sharing for SAN CARLOS for the months of AUGUST AND SEPTEMBER 2018.  She has already started filing the abstract for that months and will start validation against the official receipts issued.  However, all transactions from OCT-DEC. 2018 will be handled by our group (OUTSOURCE GROUP) specifically, the JV Sharing.

Alysha - upon assuming the function of Cherrie as AP, will handle the preparation of Check Voucher for the following payable, including the JV sharing for LA UNION and OTON (up to JAN. 2019 only since the outsource group will be doing all JV sharing for all JV partners.

• JV sharing for LA UNION for the period of JAN. 2019 (for check preparation)
• JV sharing for OTON for the period of DEC. 2018 and JAN. 2019 (no action yet)
• Payroll for all employees -  CV preparation and handling of approval of checks prepared
• Remittance of Mandatory Contribution for all SBUs, includes filing for BPI and Majorem
• BIR paymenets - CV preparation and approval of checks prepared
• Utility payments - CV preparation and approval of checks
• SBU request of funds
• SBU request for supplies and materials and other incidental expense

Joanne - handles all check preparation for all CV prepared by Alysha, including her finalizing the JV sharing for Calapan for the month of JAN. 2019 (for check preparation).  Also, she will still be handling all functions for Destiny Plans, which is a monthly preparation of FS, BIR payments Compliance Report, SEC, and IC.  Moreover, she will be doing the computation  of all BIR remittances for all SBU, Majorem and BPI.  Doing the price list (once a year or as needed) will still be her duty, until the Outsource group handles it.  I have also requested her to have a master list of all office furniture and fixtures, equipment, and company assets for BPI and Majorem.

Glize - will handle all inventory of lots for sale (need to reconcile with all the SBUs to come up with a reliable list).  She will also handles all request for title releases.  Aside from her regular duties, she will handle all communications, memorandum and coordination will all SBU.  Practically, she will be our Customer and Head Office Relation Officer (since Joanne seems to be ineffective coordinating with the SBUs)

Further,  since the head office needs to close all cash advance requests and liquidation, we have agreed that they need to submit a list of all pending requests for us to set a timeline to fully accomplish it.  We have agreed that since Cherrie is loaded with all these requests, Joanne and Alysha will pitch-in to validate all request.  As agreed, the main focus of Cherrie is to finish the JV sharing for San Carlos.

Until the Outsource Group have completed the programming, all other functions will be handled by the three (four including Cherrie) employees, particularly the preparation of SOA.

For your information.

Regards,

Don

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