TABLE OF CONTENTS Foreword of Hon. Datu Roonie Q, Sinsuat… ………….………………….……………..
i
Acknowledgement of Hon. Datu Roonie Q. Sinsuat..……………………….………......
ii
I. Citizen’s Charter……………………………………………………………………… 1 1. Mandate, Vision, Mission, Philosophy and Goals…..…………………………… 1 2. Performance Pledge….…………………………………………………………… 2 3. Frontline Services………………………………………………………………… 3 Matrices for the Frontline Services…..…………………………………………… 3 Legislative Operations Service:
Reference and Research…..…………………………………………………… Plenary Affairs ………………………………………………………………... Committee Affairs…………………………………………………………….. Editorial and Publication…..…………………………………………………..
3 4 4 5
Commission on Appointments Appointment, Review and Investigation…..………………………………….. 6 4. Suggestions and Complaints Procedure and Redress Mechanism…….………….. 7 II. Appendices 1. The Regional Legislative Assembly The Seal and its Description…..………………………………………………. Powers…………………………………………………………………………. Composition…..………………………………………………………………. Standing Committees….………………………………………………………. Laws Mandated Under the Organic Act..……………………………………... Secretariat and Other Support Services……………………………………..…
9 10 10 10 11 11
Legislative Operations Service……..………………………………..…… 12 a. Duties and Functions of Divisions Reference and Research ………………………………………..…… 12 Plenary Affairs…………………………………………………….... 13 Committee Affairs…………………………………………………… 13 Editorial and Publication………………………………………….... 14
Administrative and Finance Service……………………………….……… 15 b. Duties and Functions of Divisions Budget…………………………………………………...…… Human Resource Management………………………………. Accounting…………………………………………………… Management and Audit………………………………………. General Administrative and Support Services………………..
16 17 19 19 20
Other Offices Legal Office…………………………………………………… 20 Sergeant-at-Arms…………………………………………….. 20
Regional Legislative Assembly Log-Frame…………………………….…. 21 Societal Goal Sectoral Goal Organizational Outcome Major Final Output Program/Activities/Project Performance Indicator Performance Indicator-Explained
2. The Commission on Appointments……………………………………………….. 22 The Secretary Plenary/Committee Affairs Division Appointment Review and Investigation Office of Sergeant-at-Arms 3. Diagrams…………………………………………………………………………… 25 Organizational Structure Process of Law Making RLA Buildings Layout 4. Tables/Form……………………………………………………………….……….. 28 Clients Feedback Form Form RRD1-A LOS Form 1 CA Form 1 5. Office Order/Memorandum……………………………………………………….. 32 Office Order No.:03 s2009 An Order Mandating for the Establishment of a Citizen’s Charter for the Regional Legislative Assembly, Instituting and Mobilizing the Executive Agenda Team (EAT) and Task Force for the Citizen’s Charter
Memorandum Order No.:29 s2014 Memorandum Creating the Composite Team to review and draft the 2nd edition of RLA Citizen’s Charter III. Notes…………………………………………………………………………….…….. 36
Republic of the Philippines Autonomous Region in Muslim Mindanao REGIONAL LEGISLATIVE ASSEMBLY Cotabato City
OFFICE OF THE SPEAKER
FOREWORD
ASSALAMU ALAIKUM WARAHMATULLAHI WABARAKATUHU. The Second Edition of the Regional Legislative Assembly Citizen’s Charter aims to present in the simplest and modest manner a guide for our clients in the Region and those from other places. It contains information on the front line services and the procedures on how the clients may access these services the easiest way. With this in mind, we aim to provide our clients the best service. If you feel there are still shortcomings in our services, please help us by filling-up the client’s feedback form, as we humbly pledge to do our best and improve our services. We aim to further improve the quality of service we provide.
Thank you. WASSALAM….
(SGD)DATU ROONIE Q. SINSUAT Speaker
Republic of the Philippines Autonomous Region in Muslim Mindanao REGIONAL LEGISLATIVE ASSEMBLY Cotabato City
OFFICE OF THE SPEAKER
ACKNOWLEDGEMENT On behalf of the Members of the 8th Regional Legislative Assembly, officers and employees, I acknowledged with deep humility and gratitude the invaluable assistance of the Development Academy of the Philippines (DAP), through Ms. Marian Mae C. Solangon, Project Officer of ARMM/Bangsamoro Program Office & Local Governance and Development Office, Center for Governance, the Honorable Mujiv S. Hataman, ARMM Regional Governor for allowing us to join the Executive Department in the formulation of the 2nd Edition of our Citizen’s Charter, the RLA Composite Team tasked to frame the 2 nd Edition (RLA Memo No. 29 s. 2014) which exerted all efforts in coming up with this document, spending its time on research works, meetings and compilation of data despite its busy schedules, deserves appropriate accolade. Kudos to the group led by our Director III for Administrative and Finance Service, Mr. Jose R. Mojado, MPS DM-PAM, CESE, Legislative Operations Service Director III, Mr. Siddique S. Mali and the cooperation of Atty. Bai Israhayda S. Sinsuat of the Legal Services Division, the Legislative Operations Service Division Chiefs: Mr. Aladdin M. Ambia, Reference and Research Division, Mr. Jaime M. Ayub, Plenary Affairs Division, Mr. Royo M. Gampong, Committee Affairs Division, Ms. Julia G. Ramirez, Editorial and Publication Division, the Regional Commission on Appointments Division Chiefs: Mr. Samson S. Peralta, Plenary/Committee Affairs Division, Mr. Datungku E. Lauban, Appointment Review and Investigation Division, Mr. Alfredo F. Tumbaga, Jr., Sergeant-at-Arms; Administrative and Finance Service Division Chiefs: Ms. Haritah A. Biruar, Human Resource Management Division, Mr. Alladin D. Usi, CPA, Accounting Division, Ms. Edith Y. Gepte, Management
Audit Division, and Atty. Art Laurent A. Tan, Budget Division. I wish to thank Ms. Candida B. Borbajo of Committee Affairs Division, Mr. Ahmad M. Ammak of the Editorial and Publication Division, including the Information Technology assistance of Mr. Julius S. Mondrano of the Reference and Research Division and Mr. Herminigildo S. Vilo of the Management and Audit Division and the bookbinding service support of Mr. Gerardo R. Pelingon of the Budget Division and other staffers who, in one way or the other, contributed to the completion of this work. From the bottom of my heart, Sukran‌
(SGD) DATU ROONIE Q. SINSUAT Speaker
CITIZEN’S CHARTER Mandate/Vision/Mission/Philosophy and Goals
1. MANDATE The Regional Legislative Assembly, being the legislative branch of the Autonomous Regional Government is mandated to formulate plans and policies through legislative measures that ensure efficient governance and socio-economic development of the region. Corollary to this is its oversight function thru the power to conduct public hearing and investigation in aid of legislation. 2. VISION Towards the attainment of a genuine and meaningful Autonomous Region in Muslim Mindanao, we the officers and employees envision the Regional Legislative Assembly as a team of God fearing, enlightened and dedicated people who are committed to the aspiration, promotion and attainment of the region’s sustainable peace and order, growth and development and freedom to pursue the ARMM’s destiny through active participation and supportive collaboration of an empowered citizenry in the legislative process in order to evolve an efficient, transparent and accountable regional government. 3.
MISSION
We, the officers and employees, commit to transform the Regional Legislative Assembly’s vision into reality by providing quality and responsive legislation to promote the development of sustainable peace and order, socio – economic development, financial autonomy, maintenance and preservation of socio – cultural heritage, upliftment of health and education, housing, electricity and other social amenities, strengthening of political institutions, ecological balanced environment and ensuring efficient government through administration initiatives and the confirmation process. 4.
PHILOSOPY
We, the officers and employees of the Regional Legislative Assembly, commit to the vision and mission to uphold a friendly legislative atmosphere meaningful and responsive to the needs of the constituents, to attain the ultimate degree of human dignity. Further, we believe in moral uprightness, honesty, integrity, dedication and competence in the delivery of public service under the guidance of the Divine Providence.
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5.
GOALS
In order to attain the declared goals, the Regional Legislative Assembly stands firm as faithful public office to:
Strengthen the institutional capability of the Regional Legislative Assembly; Maximize the passage of quality and responsive legislation; Promote sustainable peace and development in the Region; Encourage people participation in regional policy formulation and development; Empower the regional government in the delivery of basic social services and other concern; Institutionalize the system of check and balance through responsive, speedy and effective confirmation process; Uphold the integrity of person(s) in the exercise of the power to conduct public hearing and investigation; and Ensure efficiency in the Regional Government through transparency and accountability.
Performance Pledge We, the Members, officers and employees of the Regional Legislative Assembly, Autonomous Region in Muslim Mindanao humbly and heartily pledge and commit to be
Responsive Leaders Accessible to public service and to: A - Accept and Process all our client’s requests, promptly, patiently, courteously, and with humility from Mondays to Fridays, 8:00 am to 5:00 pm without noon break, by our friendly personnel, and institute measures to continuously improve our delivery of basic services needs and ensure that every client is equally attended to, regardless of nationality, political affiliation, gender, economic status, tribe and religious belief. Preferential attention shall be given to senior citizens, differently-abled persons and pregnant women;
C - Commit ourselves to faithfully serve our clients without reservation and adhere to the principle of professionalism with honesty, integrity and dedication; and
T - Transact with utmost transparency, mindful of the fact that we are public servants and accountable to the people and to Almighty God.
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FRONTLINE SERVICES The Regional Legislative Assembly, as the legislative branch of the Autonomous Regional Government is primarily mandated under Republic Act. No. 9054, the Organic Act for ARMM, to enact laws for the Autonomous Region in Muslim Mindanao. However, under section 2, paragraph 3, Article VII of the Organic Act, the Regional Legislative Assembly is also mandated to confirm the appointments of the Members of the Regional Cabinet issued by the Regional Governor. As such the major frontline services of the Regional Legislative Assembly are its legislative services and confirmation processes presented as follows:
Matrices of Frontlines Service LEGISLATIVE OPERATIONS SERVICE I. Reference and Research Division Transaction: Request of Documents (MMA Acts, Research, Accomplishment Report) Client Step
Office Action
Purpose of Step
Person Responsible
Maximum time duration 3 minutes
Fee
Documents required
Location (where to go) Ground floor Kabelan Sema Hall do
Advice the Validation Admin None Accomplish client to Aide VI RRD1-A Accomplish accomplish Request form form RRD1(RRD1-A)* A Receive the Admin 2 minutes None 2. Submit Aide VI accomplished form accomplished form Approve and LSO VI 3 minutes None Signed do sign form (chief) RRD1-A RRD1-A** 3. Wait for the Prepare the LSO III or 5 minutes None do release requested Librarian II documents, including certification as to authenticity of document 4. Receive copy of the Record and Recording Admin 2 minutes None do requested release the Aide VI documents and sign requested the logbook documents *If the request is filled by a representative, a letter of request/authorization by the requesting party is required. **In case, request is disapproved the division head shall explain, verbally or in-writing, to the requesting party the reason for disapproval.
1. Secure and
See Appendices for RRD1-A Form Sample
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II.
Plenary Affairs Division
Transaction: Request of Documents (Bills, Resolutions, Order of Business and Verbatim Transcripts) Client Step
Office Action
Purpose of Step
Person Responsible
1. Secure and Accomplish Request form (LOS Form 1)*
Advice the client to accomplish form LOS Form 1 Receive the accomplished form
Validation
Admin Aide VI
2. Submit accomplished form
Admin Aide VI
Maximum time duration 3 minute
Fee
Documents required
None
Accomplish LOS Form 1
2 minutes
None
Location (where to go) Main Building Extension Office do
Approve and LSO VI 3 minutes None Signed do sign form (chief) LOS Form LOS Form 1 1 3. Wait for the Prepare the LSO III 5 minutes None do release requested documents, including certification as to authenticity of document 4. Receive copy of Record and Recording Admin 2 minutes None do the requested release the Aide VI documents and requested sign the logbook documents *If the request is filled by a representative, a letter of request/authorization by the requesting party is required. **In case, request is disapproved the division head shall explain, verbally or in-writing, to the requesting party the reason for disapproval. See Appendices for LOS Form I Sample
III.
Committee Affairs Division
Transaction: Request of Documents (Committee Reports, Minutes of the Public Hearing, Committee Hearings/Meetings and Verbatim Transcripts) Client Step
Office Action
Purpose of Step
Person Responsible
1. Secure
Advise the client to accomplish the form (LOS Form I)
Validation
Admin Aide VI
and accompl ish LOS
4
Maximum time duration 3 minutes
Fee
Documents required
None
Committee Reports, Minutes of the Public Hearing,
Location (where to go) Main Building Extension Office
Form I*
2.
3.
Submit accompli shed form
Wait for the release
Receive the Accomplished form
Admin Aide VI
2 minutes
None
Approve and sign form LOS Form I
LSO VI (chief)
3 minutes
None
Retrieval of Documents Release the documents (Committee Reports, Minutes of the Public Hearing, Committee Hearings/Meetings and Verbatim Transcripts)
LSO IV
5 minutes
None
Admin Aide VI
2 minutes
4.
Committee Hearings/Meetings and Verbatim Transcripts Copy of the Committee Reports, Minutes of the Public Hearing, Committee Hearings/Meetings and Verbatim Transcripts Signed LOS Form
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do
do Copy of the Committee Reports, Minutes of the Public Hearing, Committee Hearings/Meetings and Verbatim Transcripts
Receive Record Documentation Admin 2 minutes None Do copy of Aide VI the requeste d docume nts and sign the logbook *If the request is filled by a representative, a letter of request/authorization by the requesting party is required. **In case, request is disapproved the division head shall explain, verbally or in-writing, to the requesting party the reason for disapproval. See Appendices for LOS Form I Sample
do
do
do
IV. Editorial and Publication Division Transaction: Request of Documents (Journal) Client Step
Office Action
Purpose of Step
Person Responsible
1. Secure and accomplish LOS Form *
Advise the client to accomplish the form (LOS Form I) Receive the Accomplished form Approve and sign form LOS Form I
Validation
Admin Aide VI
2. Submit accomplish ed form
3. Wait for the release
Retrieval of Documents Release the documents (journal) Record
Maximum time duration 3 minutes
Fee
Documents required
Location (where to go) Main Building Extension Office
None
Journal
Admin Aide VI
2 minutes
None
Copy of the journal
do
LSO VI (chief)
3 minutes
None
Signed LOS Form I
do
LSO IV
5 minutes
None
Admin Aide VI
2 minutes
do Copy of the journal
do
4. Receive Documentation Admin 2 minutes None Do do copy of the Aide VI requested documents and sign the logbook *If the request is filled by a representative, a letter of request/authorization by the requesting party is required. **In case, request is disapproved the division head shall explain, verbally or in-writing, to the requesting party the reason for disapproval. See Appendices for LOS Form I Sample
Commission on Appointments 1.
Appointment Review and Investigation Division
Transaction 1 : Request of list of requirements for confirmation of nominees to cabinet secretary positions and other related documents (Committee Reports, Minutes of the Public Hearing, Committee Hearings/Meetings and Verbatim Transcripts) Client : Line Agencies’ Cabinet Secretaries or Authorized Representatives
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Client Step
Office Action
Purpose of Step
Person Responsible
Secure and accomplish CA Form I*
Advice client to accomplish CA form I
Validation
Admin. Aide VI
Submit accomplished form
Receive the accomplished form Approved and signing of the requested document CA form I Get the document requested Recording and releasing of the requested documents
Wait for the release
Maximum time duration 3 minutes
Fee
Documents required
Location (where to go) Ground floor Kabelan Hall
No fee
List of requirement for CS nominees for confirmation and other related documents (Committee Reports, Minutes of the Public Hearing, Committee Hearings/Meetings and Verbatim Transcripts)
Admin aide VI
2 minutes
None
do
LSO VI
3 minutes
None
do
LSO III
3 minutes
None
do
Receive copy Recording Admin aide 2 minutes None do of requested VI document and sign logbook *If the request is filled by a representative, a letter of request/authorization by the requesting party is required. **In case, request is disapproved the division head shall explain, verbally or in-writing, to the requesting party the reason for disapproval. See Appendices for CA Form I Sample
Transaction 2: Submission of Pertinent documents of nominees for confirmation Client Step
Office Action
Submit pertinent documents of nominees for confirmation
Receive the Pertinent Documents of nominee for confirmation Examination/Revie w of pertinent documents Forward the
Wait for the result
Purpose of Step
Validatio n
Person Responsibl e
Maximum time duration
Admin. Aide VI
2 minutes
LSO VI
7 hours
Do
LSO VI
2 minutes
Do
7
Fe e
Document s required
Locatio n (where to go) Ground floor Kabelan Hall
of examination/revie w of pertinent documents submitted
reviewed documents to CA Plenary/Committee Affairs Division
(after the seven hours examinatio n in above row) 2 minutes
Receive personal Recordin Admin Do copies of pertinent g Aide VI documents duly singed by Admin Aide VI submitted and sign logbook *If the request is filled by a representative, a letter of request/authorization by the requesting party is required. **In case, request is disapproved the division head shall explain, verbally or in-writing, to the requesting party the reason for disapproval. See Appendices for LOS Form I Sample
Suggestions and Complaints Procedure and Redress Mechanism Because you are our partner in progress and development, we ask your continued support in looking for ways and means to support and improve our performance level in delivering our frontline services to our valued clients, like you, whom we really want to serve even better than what you have experienced during your last visit with us by giving us a feedback through any of the following mode, to wit:
Telephone calls Client’s Feedback Form Letter of complaint Electronic mail (rla_armm@yahoo.com)
We may be contacted directly through our telephone lines: (064) 552-00-57 You are important to us, so we have provided a ready Fax machine to receive your message through fax telephone number (064) 421-19-83. Suggestion boxes are located in conspicuous places, particularly at the lobbies of the Main Building and Datu Kabelan Sema Hall where you can drop your feedback form.
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Rest assured that any information you will share with us will be treated not only with strict confidentiality but with utmost care in assisting you with your request. Feedback forms are available with the Public Assistance and Complaint Desk, located at the lobbies of the Main Building and Datu Kabelan Sema Hall. Thank you for your comments and suggestions.
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THE REGIONAL LEGISLATIVE ASSEMBLY I. The Seal and its Description
The Official Seal shall be in circular design with the words “Regional Legislative Assembly” clearly printed or engraved immediately around its upper outer portion and the phrase “Autonomous Region in Muslim Mindanao” shall be inscribed at the lower outer portion. At the center of the Seal is an inverted bell divided horizontally, in blue, white and red colors with a crescent and a big star in yellow color imposed in a green circle. Five small stars are at the top of the inverted bell just above the crescent and big star. Just below the inverted bell are written the figures “1990” imposed on a white ribbon, indicating the year the Regional Legislative Assembly was established. The background of the outer portion of the circle shall be yellow while the inner portion shall be green. All letters and numbers shall be in heavy black. 1. Interpretation of the Symbols. – The features, items and figures drawn in the Circular Seal shall be interpreted as follows: The five stars at the top of the inverted bell represent the five provinces in the region after the ratification of the expanded Autonomous Region in Muslim Mindanao, namely: Maguindanao, Lanao del Sur, Sulu, Tawi-Tawi and Basilan. The bell represents the autonomy status of the Region.
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The green color represents the predominantly agriculture economy of the region and the yellow color symbolizes royalty and nobility, a proud tradition of the region’s people and history. II. Powers The Organic Act is the shore of legislative authority, against which the waves legislative enactment may dash, but over which they cannot leap. 1 The Regional Legislative Assembly has a plenary law-making power over all subjects, whether pertaining to persons or things, within its territorial jurisdiction, either to introduce new laws or repeal the old, unless prohibited expressly or by implication by the Philippine Constitution or limited or restrained by its Organic Act.2 The Regional Legislative Assembly may exercise legislative power in the autonomous region for the benefit of the people and for the development of the region except on the matter of:
foreign affairs national defense and security postal service coinage and fiscal monetary policies administrative of justice3 quarantine, customs and tariff citizenship, naturalization, immigration and deportation general auditing national elections maritime, land and air transportation and communications4 patents, trademarks, trade name, and copyrights foreign trade5
Notwithstanding the limitation, it may enact laws that promote the general welfare of the people of the autonomous region.6
III.
Composition
The Regional Legislative Assembly is composed of members elected by popular vote, with three (3) members elected from each of the legislative districts. There are eight (8) legislative districts in the Autonomous Region in Muslim Mindanao. The provinces of Lanao del Sur including Marawi City, Maguindanao and Sulu have two (2) legislative districts each, while Basilan and Tawi-tawi has one (1) legislative district each. These translate into twenty – four (24) assemblymen. The Members of the Assembly, having been elected and qualified into office, shall elect from among themselves the officers of the Assembly, composed of the Speaker, Speaker Pro-Tempore, Majority Floor Leader, Assistant Majority Floor Leader, and Minority Floor leader.
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Each term of the Members of the Regional Legislative Assembly, including the sectoral representatives, begin at noon on the 30 th day of June next following the day of the election and ends at noon of the same date three (3) years thereafter. Other officers from the Regional Legislative Assembly are likewise elected into office, such as the Regional Legislative Secretary and the Sergeant–at- Arms. IV. Standing Committees The Regional Legislative Assembly has thirty-four (34) Standing Committees to address issues and concerns of each sector in the society. The committees created are namely:
Committee on Games, Recreation and Amusements Committee on Rules Committee on Public Information Committee on Education, Arts and Culture Committee on Amendments, Revision and Codification of Laws Committee on Trade and Industry Committee on Local Government Committee on Labor and Human Resource Development Committee on Government Reorganization and Civil Service Committee on Public Works and Highways Committee on Finance and Appropriations Committee on Ways and Means Committee on Accounts Committee on Economic Affairs Committee on Justice and Human Rights Committee on Public Order and Security Committee on Accountability of Public Officers and Investigation (Blue Ribbon Committee) Committee on Power and Energy Committee on Agrarian Reform Committee on Environment, Natural Resources and Ecology Committee on Transportation and Communication Committee Tourism Committee on Ethics and Privileges Committee on Science and Technology Committee on Indigenous Cultural Communities Committee on Health and Social Services Committee on Women, Children and Family Relations. Committee on Urban and Rural Planning, Housing Development and Resettlement Committee on Foreign Relations Committee on Agriculture and Food and Aquatic Resources Committee on Climate Change
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Committee on Overseas Workers Affairs Committee on Poverty Alleviation Committee on Youth and Sports Development V.
Laws Mandated Under the Organic Act:
The Organic Act has mandated the passage of a number of laws. These may be grouped into eight clusters as follows: a. b. c. d. e. f. g. h.
agriculture, industry, investments, trade and tourism; environment, natural resources and agrarian reform; labor and employment; education, science and technology; transportation, communications, public works and highways; health and social welfare and development; security and administration of justice, and regional administration and local government.
VI. Secretariat and Other Support Services The Speaker is the Chief Executive Officer of the Regional Legislative Assembly. The Regional Legislative Secretary, also referred to as the Secretary General of the Regional Legislative Assembly, elected by the Assembly, is the Chief Executive Administrator of the Secretariat of the Assembly, in addition to the powers and functions vested in him in the Rules of the Assembly. He supervises the elected officers of the Assembly and coordinates the operations of the Secretariat in providing legislative operations support and administrative and finance services. As earlier presented, in support to the Assembly, there are two support secretariat, these are: (1) Legislative Operations Service (LOS), whose function is to provide direct secretarial support to the Assembly and (2) the Administrative and Finance Service, whose function is purely administrative and financial in nature, supportive to the needs of the Assembly and the other officers and employees thereof. 1. Legislative Operations Service (LOS) The Legislative Operations Service (LOS) is supervised by the Director III. The following divisions compose the LOS, to wit: 1. 2. 3. 4.
Reference and Research Division (RRD) Plenary Affairs Division (PAD) Committee Affairs Division (CAD) and Editorial and Publication Division (EPD)
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Each division is headed by a Legislative Staff Officer VI, designated as Division Chief. With respect to the organizational structure (see Figure 1, page ___ Appendix), all activities shall emanate from the Office of the Director III for Legislative Operations Service and are farmed – out to the various divisions comprising the LOS. The result of any assignment and request from the LOS Director, and worked out by the division, shall be returned back to the LOS Director, who in return transmit the result of the work assignment to the party requesting the work output. The observance of protocol is of necessity to keep the LOS Director informed of the LOS activities, as well maintain the supervisory relation within his service office. In a capsule, the following tasks of the Legislative Operations Service were considered activities supportive in the attainment of the major goal of legislation, to wit: Reference and Research Division
Bill drafting Resolution drafting Conduct of Research Legislative Counseling Library and Archiving services
Plenary Affairs Division Regular/Special Session Secretariat Monitoring/Record keeping of bills filed and approved Monitoring/Record keeping of resolutions filed and adopted Committee Affairs Division Monitoring /Secretariat services for bills/ resolution referred to the Committee (s) Secretariat services for committee meetings, committee/public hearings Editorial and Publication Division Preparation of Journals Editing of the Verbatim Records of the Assembly Publication of approved journals
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Duties and Function of Divisions: 1. Reference and Research Division The Reference and Research Division is primarily task to conduct research work on proposed legislative proposals and submit their findings thereon for guidance and information of the proponent assemblyman through the Director III. It is also task to draft bills and resolutions upon directive from the Director III, in coordination with the staff of proponent Assemblyman or the Assemblyman himself. It also performs legislative counseling to Members of the Assembly and their staffers. In addition thereto, the Reference and Research Division is task to keep and maintain a compilation of all laws (MMA acts) approved and resolutions adopted by the Assembly. It serves as a library or archive of all official legislative documents. It likewise performs task which will be assigned to them, through the Director III, from time to time in the exigency of service.
2. Plenary Affairs Division The Plenary Affairs Division assists the Assembly when in session, both regular and special. It keeps stenographic record of all deliberation of the Assembly while in session. It monitors, keeps and maintains record of bills filed and approved as well as resolutions filed and adopted. As such, it is mandated to be always present in the session conducted by the Assembly, except in the case of executive session. It is likewise task to prepare the monthly/quarterly report on number of sessions held, number of bills approved and the number of resolutions adopted, for report to the Office of the Regional Governor, Department of Budget and Management, Congress of the Philippines, Office of the President and other concerned offices. 3. Committee Affairs Division The Committee Affairs Division is task to act as the Secretariat of the Assembly whenever the Assembly holds committee meetings, committee hearings and/or public hearings. It monitors and provides secretariat services for bills and/or resolutions referred to the different committees. In addition thereto the Committee Affairs Division shall have the following functions: ďƒ˜ Keeps and maintains records of all Bills and Resolutions referred to the different Standing Committees of the RLA; ďƒ˜ Undertakes/provide legislative shepherding of Bills and Resolution referred to the different Standing Committees;
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Invites resource persons such as those from the implementing agencies and executive offices to be affected by such measures/statutes and other stakeholders; Assists in determining the legality of measures, and its constitutionality test; Prepares Matrix/Inventory of all Bills and Resolutions referred to the different Standing Committees with parliamentary status; Briefs the Chairman of Committee on the position of the stakeholders, oppositions and some other incidental parties; Keeps and maintains a Verbatim Transcript of Records of all committee proceedings; and Prepares the monthly and quarterly reports on the number of committee hearings/meetings held, number of referred bills, resolutions and communication received.
Committee Proceedings Upon instruction of the Chairman, schedule a meeting based on the dates decided upon by the Committee; Sends notice of meeting to the Committee Members and the corresponding agenda; Sends letters of invitation to the author/s and to the parties/ guests identified by the Committee with a notice that if they so desire, a copy of the Rules of Procedure Governing Inquiries In Aid of Legislation is available for their perusal in the Assembly; Prepares the kit for the meeting, which shall include all documents pertinent to the measure to be deliberated; and Confers with the Chairman upon receipt of any document submitted by the parties pertinent to the subject inquiry before the date of the meeting. Upon the Chairman’s instruction, photocopies and distributes the same to the Members prior to the meeting or incorporate the same in the kit; Preparation of Report Upon termination of the inquiry, the Committee may select the Member who will draft the Committee Report. The report shall be submitted to the Committee for final approval within thirty (30) session days after the termination of the inquiry; Upon the instruction of the Chairman, schedules a meeting for the review and approval of the Committee Report by a majority of the members. Members may draft reports concurring or otherwise if they do not sign the majority report. Once the report is approved, the Chairman signs the final report; Prepares minutes of Meeting when the Committee Report was approved or Certification signed by the Chairman in case of meetings held in an executive session; Concurring/ Dissenting opinion, if any; pertinent documents;
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ďƒ˜ Photocopies the Committee Report in six (6) sets and submit the same to the Bills and Index Division of the Assembly; and ďƒ˜ Upon the instruction of the Chairman, provides the author, concerned parties and agencies copies of Committee Report. 4. Editorial and Publication Division The Editorial and Publication Division shall have the following functions: 1.
It shall prepare the daily journal of the proceedings of the plenary session of the Regional Legislative Assembly; 2. It shall edit the manuscripts (verbatim records) of the daily journal, drafts of proceedings, committee and RLA, including the index, for printing and publication within the prescribed period as provided in the Rules of the Assembly; 3. It shall revise the speeches of the Members of the Assembly in style and form prior to their publication; 4. It shall review galley proofs or page proofs against copies; 5. It shall organize and conduct press and media conference and prepare information releases; 6. It shall monitor comments, criticisms, suggestions ad recommendations of the various sectors for the maintenance of proper relations and good image of the office; 7. It shall be responsible for the operation and maintenance of the office mimeographing and varifax copy machine; 8. It shall insure efficient service in the reproduction of paper/office documents; 9. It shall be responsible for the maintenance and binding of books and publications; and 10. It shall perform other related functions as may be required. Procedure of Preparation of Journal. - The Plenary Affairs Division records, transcribes in verbatim, prints out the proceedings of the plenary session of the Assembly including the speeches of the assemblymen and transmits copies of transcripts thereof to the Editorial and Publication Division immediately after the session. Upon receipt thereof, the EDP- chief assigns the same to his/her staff who prepares the Journal on the basis thereof within three (3) days from receipt. The EDP chief finally edits the Journal. Thereafter, the Journal is reproduced for distribution and approved by the Members of the Assembly in the plenary session. The following shall be inserted in full into the Journal: a. The proclamation issued by the Regional Governor to convene the Assembly; b. The title of bills and resolutions presented by any Member of the assembly;
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c. The objection to the legislative measure vetoed by the Regional Governor together with the ayes and nays of the assemblymen on each vetoed measure; d. All nominal voting. The following however, shall be inserted into the Journal in condensed form: a) b) c) d)
Message of the Regional Governor; Petitions; Communications, and Memorials.
The Journal shall also include the list of Members of the Assembly who responded to the roll call, those who arrived at the session hall after the roll call, and those who are on official business/mission authorized by the Speaker. Those who are absent shall likewise be recorded. The EDP shall from time to time print and publish the Journal of the Assembly under the direction of the Secretary General of the Assembly. Its distribution and the number of copies to be printed shall be determined by the Assembly in a resolution to that effect.
2. Administrative and Finance Service (AFS) The other secretariat support staff of the Regional Legislative Assembly is the Administrative and Finance Service, headed by a Director III. The Administrative and Finance Service is task to provide (1) administrative support – such as Human Resource & Management, General Administrative and support, including supply management, cashiering service, medical service and general administrative services; (2) Financial support – such as Accounting, budgeting, management and audit services. Each division is headed by a Chief Administrative Officer. Duties and Functions of Divisions The following are the different functions of each division in the Administrative and Finance Service Director III – Administrative and Finance Services The Director III for Administrative and Finance Services exercises direct administrative supervision, coordination and control over the Human Resource Management Division including the Records Section; Management and Audit Division, Budget Division and the Administrative Services Division, including its Cash Section, Supply Section, Medical Service Section and the General Administrative Services Section.
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The following are the different functions of each division under the Administrative and Finance Service: 1. Budget Division The Budget Division is guided by the budgetary cycle operation, which is composed of the following: BUDGET PREPARATION: 1. Adopts and maintains approved budgetary methods and procedures; 2. Provides, subject to budgetary ceiling, fund estimates in support of the agency’s operations, plans and programs; 3. Prepares budgetary proposal, for approval by the Speaker, using the prescribed forms and in accordance with the guidelines for the budget preparation through issuances of the Department of Budget and Management (DBM) otherwise known as the Budget Call; and 4. Assists management in the presentation of the agency’s budgetary estimates before administrative and legislative bodies. BUGET EXECUTION: 1. Prepares in coordination with the Reference and Research Division of the Legislative Operations Service the Physical and Financial Plan (BED 1) for approval of the Speaker for submission to the DBM – Manila; 2. Prepares the Assembly’s Monthly Cash Program (BED 2) based on the approved budget and guidelines of the DBM; 3. Prepares the Obligation Slip (OS), allocating the budgetary resource from which the expenditure is charged in accordance with the approved program/project/activity for which the expenses is a proper charged, in accordance with the General Appropriations Act of the given year. 4. Maintains liaison with the central planning agency, DBM and other appropriate economic or planning bodies; 5. Provides technical assistance and coordination with other divisions of the Assembly in the interpretation, application and utilization of approved budget; and 6. Coordinates with the DBM on the monthly fund releases and other budgetary releases, advising management of its receipt and furnishing copy thereof to the Office of the Speaker, Chief Accountant, Cashier and the Auditor, for information and guidance.
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BUDGET ACCOUNTABILITY: In consonance with the Commission On Audit –Department of Budget and Management (COA - DBM) Joint Circular No, 2014 01 dated July 2, 2014, prescribing the use of Modified Formats of the Budget and Financial Accountability Reports (BFARs), prepares the following reports/documents for submission to the DBM and the COA: 1. Quarterly Physical Report of Operation (QPRO) – BAR 1, reflecting the Agency’s actual physical accomplishment as of a given quarter, in terms of the performance measures indicated in its Physical Plan (BED 2); 2. Statement of Appropriations, Allotments, Obligations, Disbursements and Balances (SAADODB) – FAR 1, reflecting the authorized appropriations and adjustments, total allotments received including transfer/adjustments, total obligations, total disbursements and the balances of unreleased appropriations, unobligated allotments, and unpaid obligations of an agency by Fund Cluster and by allotment class. It likewise be presented by:
Fund Authorization Major Final Output (MFO) Program/Activity/Project (PAP) Major Programs/Projects (identified by KRA)
3. Summary of Appropriations, Allotments, Obligations, Disbursements and Balances by Object of Expenditures (SAAOBOE) – FAR No. 1- 1, prepared by Fund Cluster and reflecting the summary of appropriations, allotments, obligations, disbursements, and balances detailed by object of expenditure consistent with the COA Revised Chart of Account per COA Circular No. 2013 – 002 dated January 30, 2013 and the Conversion from the Philippine Government Chart of Accounts to the Revised Chart of Accounts, additional accounts/revised description/title of accounts per COA Circular No. 2014-003 dated April 15, 2014; 4. List of Allotments and Sub-Allotments (LASA) – FAR No. 1-B, reflecting the allotments released by the DBM, their corresponding numbers, dated of issuance and amount by allotment class and by Fund Cluster. The total allotments per this report should equal the total allotments appealing in the SAAODB (FAR No. 1); 5. Aging of Due and Demandable Obligations (ADDO) – FAR No. 3, prepared by Fund Cluster and reflecting the balance of unpaid obligations as indicated in the Obligation Request/Slip (OS) and the aging of due and demandable obligations as the year – end; and 6. Monthly Report of Disbursements (MRD) – FAR No. 4, reflecting the total disbursements made by the Agency by Fund Cluster from the following disbursement authorities:
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Notice of Cash Allocation (NCA); Tax Remittance Advices issued. The report shall track the actual disbursement of the agency against the agency’s disbursement program. Indicating the reason for the over or under spending. 2. Human Resource Management Division: The Human Resource Management Division shall have the following duties, functions and responsibilities, to wit: a. Recruitment/Placement; b. Payroll Preparation; and c. Personnel Audit and Reporting. In detail, the duties, functions and responsibilities of the Human Resource Management Division are as follows: 1. 2.
3. 4. 5. 6. 7.
8. 9. 10. 11. 12.
13.
Advises management on personnel policy and administration; Develops and administers a sound personnel program which shall include selection and placement, classification and pay, career and employment development, performance setting, evaluation and rating, employee relations and welfare services; Acts on matters concerning attendance, leaves of absences, appointments, promotion, transfer and other personnel actions; Evaluates training needs of the agency; Formulates/recommends and implements recruitment, selection and promotion process based on merits and fitness; Formulates and recommends standard of evaluation, selection of personnel for appointment, performance evaluation, training, seminar; Ensures the application and implementation of all personnel benefits and welfare are considered in every management action and decision – making to avoid demoralization and conflict; Prepares the Plantilla of the Agency; Prepares the appointment of personnel in accordance with established Civil Service rules and regulations; Issues certificate of employment/service record of officials and employees of the agency; Performs advisory/recommendatory function relative to personnel and records management; Formulates and recommends progressive policies, staff development/trainings, efficient records management and data banking system (MIS); Interprets and implements Civil Service laws, rules and regulations, policies and memoranda;
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14. Prepares notice of salary adjustment/step increment in accordance with existing rules and other related laws issued; 15. Prepares and issues certificate of earned leave; 16. Maintains a record of all appointments and records of all officials and employees, including their personal actions (leaves, promotion, reassignment, detail, step/salary increases and others); 17. Prepares payroll, salary voucher and other personnel benefit claims and reviews the same for propriety, accuracy and completeness of supporting documents; 18. Acts as secretary of the Personnel Selection Board (PSB), preparing the preliminary line – ups of candidates/applicants for final screening of the PSB and prepares report on the evaluation of applicants, prepares and maintains minutes of the meeting of the PSB; 19. Coordinates with the Civil Service Commission on matters affecting personnel actions; 20. Conducts and recommends inventory/documentation of inactive personnel records and other records for transfer to permanent storage or disposal; 21. Assists Civil Service Commission in the conduct of Performance Audit of officials and employees of the agency; 22. Prepares and submits reports required by the CSC; 23. Prepares and recommends sports (physical fitness), cultural and recreational and welfare program for the officials and employees of the agency; 24. Prepares staggered schedule of force leave of absence in coordination with the officials and employees concerned; 25. Receives and maintains records of all loans and other salary deductions for purpose of control in the preparation of payroll and issuance of clearance and other purposes; 26. Prepares administrative clearance certificate (Clearance from money and property accountabilities) for the officials and employees of the agency; 27. Maintains a sound system of records keeping; 28. Serves notice of Memorandum, Office Order and other documents; 29. Certifies to the correctness of duplicate/photocopied officials documents reproduced from file; 30. Establishes a record disposition program for the agency; 31. Provides and coordinates messengerial/mail distribution system; 32. Maintains personnel records and statistics; 33. Maintains and keeps Daily Time Record (DTR) and 201 files of all personnel submitted to them; 34. Receives all documents, mails for distribution to appropriate office/division concerned; 35. Provides guide in the evaluation of Strategic Performance Management System (SPMS) of employees; and 36. Performs other duties as may be assigned by higher authorities from time to time.
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3. Accounting Division: The Accounting Division (AD) performs the following duties, functions and responsibilities, to wit: 1. 2.
3. 4. 5. 6.
7. 8. 9. 10. 11. 12. 13.
14.
Ensures that transactions are executed in accordance with management’s general or specific authorization; Ensures that transactions are recorded to permit preparation of financial statements in conformity with the Philippine Public Sector Accounting Standards (PPSAS) and other criteria; Advises management on financial matters; Processes requisition slip, claim vouchers, and payroll ensuring completeness and legality of the supporting documents; Prepares and submits financial reports to management and other government agencies authorized to receive such reports; Maintains basic subsidiary accounting records and books of accounts to reflect accurate and current financial information required by existing auditing rules and regulations and by management; Certifies to the availability of funds; Prepares and submits remittance vouchers for all trust liabilities withheld from payroll; Certifies as to the correctness of remittances made; Prepares statements of remittance for officials and employees; Maintains records of all incoming funds, both General, Local Fund and other sources; Keeps and maintains an index of payment of salaries of officials and employees; Prepares certificate of Tax Withheld of employees and officials (BIR Form 2316) and Withholding Tax under VAT and EWT (BIR Forms 2306 and 2307); and Performs other functions as may be assigned by higher authorities.
4. Management and Audit Division: The Management and Audit Division (MAD) perform the following duties, functions and responsibilities, to wit: 1. 2.
3.
Recommends and evaluates internal control system; Develops, recommends and installs the internal control structure of the agency to include the control environment, accounting system and control procedure; Maintains the internal control environment in order to safeguard assets, produce reliable accounting data and promote efficiency and effectiveness;
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4. 5. 6. 7. 8. 9. 10. 11. 12.
13.
14.
Develops a system of evaluation and to implement appropriate corrective action; Develops plan, program and objectives relative to the management improvement in the agency; Examines the administrative organization of the agency and recommends in writing improvement thereof; Maintains and updates the agency’s internal control manual of operations; Undertakes regular management surveys of organizational structure, manpower and operations; Studies special problems as assigned to, review existing methods, procedures and system and recommend improvement thereof; Exercises staff supervision over the implementation improved management internal control systems and provides trainings for the use of the system; Reviews internal control system for safeguarding money and property to ascertain weakness and deficiencies requiring correction; Reviews prepared payroll, checking the same for its accuracy in computation and the names of the claimant/employee(s), and that the claim is legal and authorized; Reviews claim vouchers and paid vouchers as to the completeness of support documents prior to issuance of check/or approval of the speaker and prior to the submission to the office of the auditor, requesting claimant for the submission of the necessary documents thereto if necessary; and Performs other functions as may be assigned from time to time by higher authorities.
5. General Administrative and Support Services Division: The General Administrative and Support Services Division has four (4) sections, namely: General Administration, Medical, Cash and Supply. 1.
2. 3.
4.
General Administration, provides services such as general utility and security, maintenance of lands, buildings and properties such as office equipment, furniture and fixtures, motor vehicles, water facilities, electric power, etc., and ensure the proper implementation of administrative orders; The Medical Section provides appropriate medical and professional health services of all officials and employees of the Assembly; The Cash Section prepares checks and disburses payments of the Assembly and prepares disbursement reports thereof, collect monies due to the Assembly and issue receipt in acknowledgement thereof; and The Supply Section procures the materials, motor vehicles, furniture and fixtures, office supplies and equipment needed by the Assembly. It has custodial function by ensuring the proper and efficient use of the procured goods and services. It also conduct regular inventory of furniture, fixtures, equipment motor vehicles, etc.
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3. Offices under the Office of the Speaker: 1.
Legal Services Division
The Legal Services Division is directly under the Office of the Speaker and is primarily responsible to represent the Regional Legislative Assembly in all judicial and administrative cases filed for or against the latter. It is also tasked to assist in the preparation of bills and resolutions, render legal opinion for the Members of the RLA, provides legal counseling and consultation to the officials and employees concerning the legality of decisions or actions of other government departments, agencies, offices, LGUs and others. 2.
Office of the Sergeant-at-Arms The duties and powers of the Sergeant-at-Arms are: 1. To be personally present in all sessions of the Assembly and personally or through his subordinate, in all meetings of the Committees; 2. To strictly enforce the Rules relating to admission to the session hall, the galleries, corridors, and premises of the Assembly building; 3. To be responsible for the security and maintenance of order in the session hall, antechambers, corridors and offices of the Assembly, whether in session or not, in accordance with the orders of the Speaker or the Secretary; 4. To execute or serve, personally or through his delegates, the summons which may be issued by the Assembly or by the permanent or specially committees or by the Speaker himself; 5. To be responsible for the strict compliance by his subordinates of their respective duties. He may impose upon them corrective or disciplinary measures for just cause, including a recommendation to the Speaker through the Secretary for their dismissal; 6. To be responsible for the personal safety of the Members while in the Assembly premises or, as the Speaker may direct, in any other place; and 7. To recommend to the Speaker through the Secretary approval of the uniform to be worn by the personnel assigned to serve under him in the Session Hall.
The Mace shall be the symbol of authority of the Assembly and shall be displayed at the Speaker's rostrum when the Assembly is in session. It shall serve as the warrant for the Sergeant-at-Arms in enforcing order in the Assembly.
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VII.
Regional Legislative Assembly – Logframe
1. Societal Goal The Regional Legislative Assembly along with the Office of the Regional Governor of the Autonomous Region in Muslim Mindanao, aspires to provide the constituents of the ARMM an improved quality of life through the passage of bills and resolutions geared towards the attainment of responsive and good governance that will contribute to peaceful, developed and progressive communities through improved participation and consultation of the ARMM constituents in the formulation of legislative plans and programs for regional development. 2. Sectoral Goal It is aimed to make responsible and good administrators who shall be efficient, transparent and accountable officials, to run the affairs of the ARMM from the local to the regional level, thereby promoting peace, development and progressive communities in the Region. This will be achieved through the check and balance system in our governance; more specifically through the process of legislation and confirmation of nominees to regional cabinet positions, were the Assembly’s Regional Commission on Appointment ensures that only those qualified nominees will be appointed to the position. 3. Organization Outcome To ensure that the legislative acts are acceptable to the constituents, the Regional Legislative Assembly sees to it that a region wide participation of its constituents is solicited through public hearing or consultation, especially with those who will be affected by a proposed legislative action. 4. Major Final Output The Regional Legislative Assembly, being a law – making body of the ARMM, has identified its major final output as – Legislative Formulation and Development Services, referred to in the Organizational Performance Indicator Framework as MFO No. 8 in the ARMM’s OPIF. The action plan for the attainment of this output is through the preparation of legislative proposals, processing of bills, resolution and other legislative documents, constituency – servicing through the conduct of public hearing and inquiries in aid of legislation to address the region’s major concerns.
5. Program/Activities/Project (P/A/P) The Regional Legislative Assembly’s program/activity/project (P/A/P) is the Regional Legislative Services, which reflects the mandated function of the Regional Legislative Assembly that is legislation.
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6. Performance Indicators For purposes of evaluating the major final output (MFO) of the Regional Legislative Assembly, the following indicators which summarize the different activities of the Regional Legislative Assembly were identified and recommended for use. These are: No. of Bills Approved No. of Resolutions Adopted No. of Journals Published 7. Performance Indicators – Explained The Regional Legislative Assembly Members serve for a term of three (3) years, with maximum of three (3) consecutive terms. The three years period is divided into three regular sessions, namely: First (1st), Second (2nd) and Third (3rd) regular sessions. The activities of the RLA are governed by its Charter, Republic Act No. 9054, otherwise known as “An Act to Strengthen and Expand the Organic Act for the Autonomous Region in Muslim Mindanao, Amending for the purpose Republic Act No. 6734, entitled “An Act Providing for the Autonomous Region in Muslim Mindanao”. As such, the accomplishment of the Assembly can be gauged on a periodic basis as to what had been done for a given period. However, the quality of the legislative act made by the Assembly can only be gauge after a long period of time. To set an example is the enacted Public Works Act of 2009. The infrastructure projects mentioned therein aim to pave the way for the entry of commerce and industries so as to attain socio – economic development with the end goal of improving the way of life of the constituents of the area affected by the program of infrastructure. Since we are gauging the Regional Legislative Assembly in the number of bills it has approved in a given period, in this situation: the effect of the introduction of the infrastructure through the enactment of a Public Works Act, cannot be readily felt in one (1) year period. Other factors, such as peace and order, investor’s willingness to set up industries, market climate will have to be considered. Hence, to gauge the Regional Legislative Assembly on the basis of one year period would not provide the clear information aimed to be achieved. THE REGIONAL COMMISSION ON APPOINTMENTS The Commission on Appointments is composed of all the Members of the Regional Legislative Assembly and chaired by the Speaker. It confirms the appointments/nominations of cabinet secretaries and other ARMM officials with cabinet rank submitted to it by the Regional Governor. It has 19 Standing Committees. The Commission is assisted by a Secretariat which provides the critical administrative and operational support to perform effectively its mandate. The Secretariat is headed by a Secretary. There are two (2) functional offices under the direct supervision of the Secretary: Plenary/Committee Affairs Division and Appointment Review & Investigation Division. The Office of the Sergeant-at-Arms is under the Chairman of the Commission.
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Offices under the Regional Commission on Appointments A. Office of the Secretary The secretary of the Commission on Appointments shall serve at the pleasure of the Commission, and shall have his office in such place as may be designated by the Commission and shall have the following duties: a. Under the direction of the Chairman, to see to it that the orders and resolutions of the Commission on Appointments are duly performed and complied with; b. To prepare the minutes of the meeting of the Commission on Appointments which shall contain a clear and succinct statement of whatever took place or was agreed upon thereat; c. To certify under his signature and seal of the Commission the resolutions and orders of the Commission; d. To duly publicize and publish in a newspaper of regional circulation for two(2) consecutive periods within ten (10) calendar days from date of referral all nominations or appointments referred by the Chairman to the Standing Committees; e. To execute a certification upon compliance with his duty and to serve said certification on the Chairman of the standing committee concerned; f. To attend the meeting of the Commission personally or thru his duly authorized representative; g. To issue calls for the meeting of the Commission under the direction of the Chairman; and h. To perform such other duties which the Commission or its Chairman may direct. B. Plenary/Committee Affairs Division The Plenary/Committee Affairs Division, headed by a Chief, is tasked primarily to provide support in the preparation of Order of Business, recording and documentation of the plenary and committee proceedings of the office. It also provides quality advisory services to the Members of the Commission. C. Appointment Review and Investigation Division The Appointment Review and Investigation Division is principally tasked to review and investigate all appointment/nomination for cabinet position submitted to the Regional Commission on Appointments by the Regional Governor for confirmation and approval. It is also mandated to receive, screen and evaluate the authenticity and
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completeness of pertinent documents submitted by the appointees/nominees as provided for in the RCA Rules. Furthermore, it likewise provides legislative support services in all the affairs of the Commission. d. The Office of Sergeant-at-Arms The Office of the Sergeant-at-Arms is charged to maintain order during the RCA Plenary Sessions and Committee meetings. It is also responsible for the security of the Members thereof. The Sergeant-at-Arms shall have the following duties: a. To attend all the meetings of the Commission as well as the meetings of the standing committees personally or thru his authorized representative; b. To maintain order under the direction of the Chairman; and c. To execute all commands of the Commission and all processes issued by authority thereof when directed by the Chairman or Secretary.
Regional Commission on Appointments Standing Committees To further respond to the various sectoral needs and to ensure that only qualified and physically fit Regional Cabinet Secretaries are confirmed, the Regional Commission on Appointment has created eighteen (18) Standing Committees, to wit:
Committee on Public Order and Security Committee on Budget and Finance Committee on Justice and Human Rights Committee on Agriculture and Food Committee on Public Works and Highways Committee on Education, Arts, Culture and Sports Development Committee on Labor, Employment and Human Resource Development Committee on Health and Social Services Committee on Commerce, Trade and Industry Committee on Tourism Committee on Natural Resources and Ecology Committee on Science and Technology Committee on Local Government Committee on Transportation and Communication Committee on Agrarian Reform Committee on Economic Affairs, Urban and Rural Planning and Development, Housing and Resettlement Committee on Women, Youth and Family Relations. Committee on Tribal Communities
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DIAGRAMS Diagram 1. Organizational Structure To ensure the smooth and efficient delivery of services, as well proper delineation of functions, duties, and responsibilities, the Regional Legislative Assembly, like any other organization, has its own structure. The organizational structure of the Assembly, defining the linkages between the two support services and among the different offices is illustrated below. Regional Governor ARMM
Judiciary
Regional Legislative Assembly Regional Commission on Appointments
Standing Committee Office Of The RLA Secretary
Appointment Confirmation Committees
Office of the Speaker Office of the Sgt-At-Arms Office of the Chairman
Legal Services Division Office of the Regional Commission on Appointments Secretary
Plenary/Committee Affairs Division
Office of the Director Administrative & Finance Services
General Administrative Division
General Services Section
Budget Division
Cash Section
Mgt & Audit Division
Office of the Sgt-At-Arms
Appointment Review & Investigation Division
Office of the Director Legislative Operations Services
Accounting Division
Human Resource Mgt Division
Records Section
Supply Section
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Plenary Affairs Division
Editorial & Publication Division
Reference & Research Division
Committee Affairs Division
Diagram 2. Process of Law – Making To provide a glimpse of the major activity of the Regional Legislative Assembly, which is legislation, a flow chart is herewith presented for reference. In brief, the legislative process on how a bill becomes a law is presented as follows...
Members of the Assembly
Plenary Affairs Division
Reference and Research Division
Committee Affairs Division 1
1. Receive bill/resolution 2. Register/assign number 3. Reproduce
1. Draft bill and Resolution Submit proposed idea for Legislation
Include in Order of Business
2. Provide Research 3. Counselling Services
1st Reading 1 reading of title and number only 2 principal author may propose additional authors 3 committee referral
2 3 4
Include Committee Report in the Order Business

Engross/Print Bill for Third Reading
1. Include in Order of Business 2. Distribution copies of bill three days before third reading
2nd Reading 1. Sponsorship speech 2. Period of interpellation and debate 3. Period of amendments
3rd Reading Approval (no amendments allowed; Voting Only)
Transmit to the office of the Regional Governor in Enrolled Form
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Conduct meetings/public hearings Study/Analyze Bill Consult studies and position papers Make recommendations Prepare COMMITTEE REPORTS
Diagram 3. RLA Buildings Layout
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Form RRD1
FORM 1 CLIENT’S FEEDBACK FORM Thank you for paying a visit at the Regional Legislative Assembly. In our desire to provide a better service to you and other clients, may we please request you to answer the questions relevant to your visit: 1. Name :____________________________________________ 2. Address:____________________________________________ 3. Department/Office visited:______________________________ 4. Service availed :______________________________________ 5. Person visited :______________________________________ 6. Time and date of visit:_________________________________ Our Office: 1. Is the Office easy to be located? 2. Is the Office clean and orderly? 3. Did you feel comfortable? 4. Was there a long waiting time of clients? 5. Was there an appropriate signage of direction? Our Frontliners: 6. Is the employee –in charge available? 7. Is the employee –in charge knowledgeable? 8. Is the employee –n charge accommodating? 9. Were you received properly? 10. Were you made to wait a long time? 11. Were your needs attended promptly? 12. Were your directed to proper office? 13. Were you extended proper courtesy? Requirements: 14. Were you made aware of the requirements? 15. Were there so many requirements? 16. Were you given proper information on how to get the requirements? 17. Were you made aware of the fees to pay, if any? Our Officers: 18. Were the authorized official(s) available? 19. Did it take him/them long to sign the document? 20. Nagpa – importante be? 21. Was the official arrogant? And disrespectful? Our Information: 22. Is the document needed available? 23. Is the document well organized? 24. Is the date complete? 25. Is the date relevant to your request? 26. Are the instructions clear, brief and concise? Other comments/suggestions: _____________________________________________________________________________________ Thank you very much. Please drop your comment/suggestion in our suggestion box or mail to: Office of the Speaker Regional Legislative Assembly Autonomous Region in Muslim Mindanao, Cotabato City or Email us at: rla_armm@yahoo,com.
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Form 2 – RRD Request Form 1-A Form RRD1
Republic of the Philippines Autonomous Region in Muslim Mindanao REGIONAL LEGISLATIVE ASSEMBLY Cotabato City
Form RRD1-A
RECORDS AND ARCHIVES SERVICE Request for Documents
Date: _________________ Name of Requesting Party: ___________________________________________________________________________ Address & Telephone No.: _____________________________________________________ ___________________________________________________________________________ (Offices of Assemblymen/other RA Offices/outsider ) Subject Matter of Request: _____________________________________________________ ___________________________________________________________________________ Purpose of Request: ___________________________________________________________________________ FOR LIBRARIAN /ARCHIVIST’S USE ONLY: (If material(s) is available or not): ___________________________________________________________________________ __________________________________________________________________________ Nature of Materials: Nature of Request ( ) Not Confidential ( ) For Reproduction ( ) For the Deputy Secretary’s ( ) For Certified True Copy Approval
No. of Pages: ____________ ( ) For Payment (Amount): ___ ( ) For Paper Replacement
Signature of Requesting Party: ____________________________________________________ Verified Correct and Available: ________________________________ Librarian/Legislative Officer In-Charge Approved: ALADDIN M. AMBIA Legislative Staff Officer VI
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Form 3 – LOS Request Form 1 Form RRD1
Republic of the Philippines Autonomous Region in Muslim Mindanao REGIONAL LEGISLATIVE ASSEMBLY Cotabato City
LOS FORM 1
REQUEST FORM
DATE: _________________________
ITEM REQUESTED: _______________________________________________________
NUMBER OF COPIES: _____________________________________________________
PURPOSE: ________________________________________________________________ ________________________________________________________________ ________________________________________________________________
TO BE AUTHENTICATED:
YES ( ) NO (
)
__________________________ Signature over Printed Name (Requesting Party)
RECEIVED BY:
__________________________ Signature over Printed Name DATE: ___________________
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Form 4 – CA Form 1 Form RRD1
Republic of the Philippines Autonomous Region in Muslim Mindanao REGIONAL LEGISLATIVE ASSEMBLY REGIONAL COMMISSION ON APPOINMENTS Cotabato City
CA FORM 1
REQUEST FORM
DATE: _________________________
DOCUMENTS/ITEM REQUESTED: __________________________________________
NUMBER OF COPIES: _____________________________________________________
PURPOSE: ________________________________________________________________ ________________________________________________________________ ________________________________________________________________
TO BE AUTHENTICATED:
YES ( ) NO (
)
__________________________ Signature over Printed Name (Requesting Party)
RECEIVED BY:
__________________________ Signature over Printed Name DATE: ___________________
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OFFICE ORDER/ MEMORANDUM
Republic of the Philippines Autonomous Region in Muslim Mindanao REGIONAL LEGISLATIVE ASSEMBLY Cotabato City
OFFICE ORDER No. 03 s2009 Series of 2009 AN ORDER MANDATING FOR THE ESTABLISHMENT OF A CITIZEN’S CHARTER FOR THE REGIONAL LEGISLATIVE ASSEMBLY, INSTITUTING AND MOBILIZING THE EXECUTIVE AGENDA TEAM (EAT) AND TASK FORCE FOR THE CITIZEN’S CHARTER
WHEREAS, Republic Act No. 9485 or the Anti-Red Tape Act of 2007 mandates government offices to prepare a Citizen’s Charter. This mandate was made clear by Administrative Order No. 241 and Civil Service Commission Circular No. 14,s. 2008 that directed service standard, or pledge that communicates information on the service provided by the government; step-by-step procedure for availing a particular service; WHEREAS, the Citizen’s Charter is a document designed to empower the citizenry by promoting transparency and accountability in the delivery of services; WHEREAS, the Citizen’s Charter process requires a team and task force that will take charge in the preparation, writing and packaging the Citizen’s Charter and conduct various consultative and technical activities in order to come up with good quality and acceptable outputs that will serve as guide on the frontline services offered by the Assembly; NOW, THEREFORE, I, REJIE M. SAHALI – GENERALE, Speaker of the Regional Legislative Assembly, by virtue of the power vested in me by law, do hereby identify and mobilized the following, to wit: Section 1. COMPOSITION
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The Executive Agenda Team (EAT) shall be composed of the following Datu Mama M. Ampatuan Samier A. Mustapha Siddique S. Mali Rebecca A. Ampatuan
-
Chairman Co – Chairman Member Member
The Task Force shall be composed of the following division chiefs: Atty. Israhayda S. Balamo Jose R. Mojado Royo Gampong Jaime Ayub Alladin Usi Julia Ramirez Aladdin Ambia Nasrullah Kenis Fernando Agnes Samson Peralta Micahel Sampulna Ayunan Diocolano Haritah A. Biruar Edith Y. Gepte
-
Head Deputy Head Member Member Member Member Member Member Member Member Member Member Member Member
Section 2. FUNCTION AND DUTIES OF THE TEAM/ TASK FORCE THE TEAM:
Act as advisory council in the overall direction and supervision of the Citizen’s Charter initiative’s implementation Assist the Task Force in setting the goals and objectives of the initiative and in the review and refinement of the Citizen’s Charter before its approval in the final form Orient the Assembly on the Citizen’s Charter initiative so that they may be informed of its basis, nature and intent; Orient a core group of key officials and stakeholders about this initiative Review of service procedures Lead in advocating and lobbying for the institutionalization of the Citizen’s Charter to the Assembly through an appropriate measure
TASK FORCE Write and package the Citizen’s Charter in its published form, as well as in the necessary preparatory works;
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Identify frontline services; Set service standards; Obtain of performance pledges; Gather and review available plans and other secondary data source; Plan, coordinate and facilitate the conduct of various multi-stockholder consultation/validation workshop; Prepare presentation materials; Perform such other functions as may be required by the local Chief Executive. Section 3. RELATIONSHIP WITH OTHER UNITS The Task Force shall work closely with the Executive Agenda Team as soon as reconstituted and shall act as the reference group for the Citizen’s Charter and shall participate actively , in all stages of the charter process. Section 4. SUPPORT REQUIREMENTS The Team may call upon the assistance of the CSC on their technical expertise when needed during the various preparatory activities. Everyone is enjoined to participate in the various activities of the Citizen’s Charter.
Section 5. EFFECTIVITY The Team/Task Force herein created shall exercise their functions and duties effective immediately. Done at the Regional Legislative Assembly, Autonomous Region in Muslim Mindanao, Cotabato City this 9th day of September, 2009.
(SGD) REJIE M. SAHALI – GENERALE Speaker
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Republic of the Philippines Autonomous Region in Muslim Mindanao REGIONAL LEGISLATIVE ASSEMBLY Cotabato City
MEMORANDUM NO.: 29-14 Series of 2014 TO
:
ALL OFFICIALS This Assembly
FROM
:
SPEAKER
SUBJECT
:
RLA COMPOSITE TEAM FOR THE 2ND EDITION OF RLA CITIZEN’S CHARTER
DATE
:
JULY 3, 2014
In view of the needs to update the Regional Legislative Assembly’s Citizen Charter, there is hereby created a composite team to draft the 2nd Edition of the Charter as requested by the Development Academy of the Philippines (DAP). The 2 nd edition draft will be submitted to DAP for its comment on or before July 30, 2014. Thus, along this line, the composite team shall be composed of the following: Chairperson: Director for Administrative and Finance Services Director for Legislative Operation Services Members: All Division Chiefs (RLA, CA) As mandated, members of the composite team shall be those holding permanent positions. The composite team shall meet on July 7, 2014 at the Conference Room of the Administrative and Finance Services at 1:00 p.m. It shall continue until the amended Charter is completed. Strict compliance is hereby enjoined.
DATU ROONIE Q. SINSUAT Cc: All Concerned File
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Notes: 1
Government of PI vs. Agoncillos, supra
2
Duarte vs. Dade, G.R. No. 10858. October 20, 1915
3
The Regional Legislative Assembly may, however, legislate on matters covered by the
Shari’ah. The Shari’ah shall apply only to Muslims. Its application shall be limited by pertinent constitutional provisions, particularly by the prohibition against cruel and unusual punishment and by pertinent national legislation that promoted human rights and the universality accepted legal principles and precepts. 4
The Autonomous government shall, however, have the power to grant franchises, licenses
and permits to land, sea and air transportation plying routes in the province or cities within the region, and communications facilities whose frequencies are confined to and whose main offices are located within the autonomous region. 5
Section 3, Article IV, RA No. 905
6
Section 4, Article IV, RA No. 9054
42