rla -armm citizen's charter 2nd edition

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…..…………………………………………………… 3

Plenary Affairs ………………………………………………………………... 4

Committee Affairs…………………………………………………………….. 4

Editorial and Publication…..………………………………………………….. 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…..………………………………………………. 9

Powers…………………………………………………………………………. 10

Composition…..………………………………………………………………. 10

Standing Committees….………………………………………………………. 10

Laws Mandated Under the Organic Act..……………………………………... 11

Secretariat and Other Support Services……………………………………..… 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…………………………………………………...…… 16

Human Resource Management………………………………. 17

Accounting…………………………………………………… 19

Management and Audit………………………………………. 19

General Administrative and Support Services……………….. 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




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 2nd

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

1

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.

2

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.

3

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

Fee Documents

required Location

(where

to go)

1. Secure and

Accomplish

Request form

(RRD1-A)*

Advice the

client to

accomplish

form RRD1-

A

Validation Admin

Aide VI 3 minutes None Accomplish

RRD1-A Ground

floor

Kabelan

Sema

Hall

2. Submit

accomplished form Receive the

accomplished

form

Admin

Aide VI 2 minutes None do

Approve and

sign form

RRD1-A**

LSO VI

(chief)

3 minutes None Signed

RRD1-A do

3. Wait for the

release

Prepare the

requested

documents,

including

certification

as to

authenticity

of document

LSO III or

Librarian II

5 minutes None do

4. Receive copy of the

requested

documents and sign

the logbook

Record and

release the

requested

documents

Recording Admin

Aide VI

2 minutes None do

*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 RRD1-A Form Sample

4

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 Maximum

time

duration

Fee Documents

required Location

(where to

go) 1. Secure and

Accomplish

Request form

(LOS Form 1)*

Advice the

client to

accomplish

form LOS

Form 1

Validation Admin

Aide VI 3 minute None Accomplish

LOS Form

1

Main

Building

Extension

Office

2. Submit

accomplished form

Receive the

accomplished

form

Admin

Aide VI

2 minutes None do

Approve and

sign form

LOS Form 1

LSO VI

(chief)


LOS Form

1

do

3. Wait for the

release

Prepare the

requested

documents,

including

certification

as to

authenticity

of document

LSO III 5 minutes None do

4. Receive copy of

the requested

documents and

sign the logbook

Record and

release the

requested

documents

Recording Admin

Aide VI

2 minutes None do

*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


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)


Step Person

Responsible Maximum

time

duration

Fee Documents

required Location

(where to

go)

1. Secure

and

accompl

ish LOS

Advise the client

to accomplish the

form (LOS Form

I)

Validation Admin

Aide VI 3 minutes None Committee

Reports, Minutes

of the Public

Hearing,

Main

Building

Extension

Office

5

Form I* Committee

Hearings/Meetings

and Verbatim

Transcripts 2. Submit

accompli

shed

form

Receive the

Accomplished

form

Admin

Aide VI

2 minutes None Copy of the

Committee

Reports, Minutes

of the Public

Hearing,

Committee

Hearings/Meetings

and Verbatim

Transcripts

do

Approve and sign

form LOS Form I

LSO VI

(chief)

3 minutes None Signed LOS Form do

Retrieval of

Documents

LSO IV 5 minutes None do

3. Wait for

the

release

Release the

documents

(Committee

Reports, Minutes

of the Public

Hearing,

Committee

Hearings/Meetings

and Verbatim

Transcripts)

Admin

Aide VI

2 minutes Copy of the

Committee

Reports, Minutes

of the Public

Hearing,

Committee

Hearings/Meetings

and Verbatim

Transcripts

do

4. Receive

copy of

the

requeste

d

docume

nts and

sign the

logbook

Record Documentation Admin

Aide VI

2 minutes None Do do





6

IV. Editorial and Publication Division

Transaction: Request of Documents (Journal)


Step Person

Responsible Maximum

time

duration

Fee Documents

required Location

(where to

go) 1. Secure and

accomplish

LOS Form

*

Advise the

client to

accomplish

the form (LOS

Form I)

Validation Admin

Aide VI

3 minutes None Journal Main

Building

Extension

Office

2. Submit

accomplish

ed form

Receive the

Accomplished

form

Admin

Aide VI

2 minutes None Copy of

the journal

do

Approve and

sign form

LOS Form I

LSO VI

(chief)


LOS Form

I

do

Retrieval of

Documents

LSO IV

5 minutes None do

3. Wait for

the release

Release the

documents

(journal)

Admin

Aide VI

2 minutes Copy of

the journal

do

4. Receive

copy of the

requested

documents

and sign

the

logbook

Record Documentation Admin

Aide VI

2 minutes None Do do





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

7


Step Person

Responsible Maximum

time

duration

Fee Documents

required Location

(where

to go) Secure and

accomplish

CA Form I*

Advice client

to accomplish

CA form I

Validation Admin.

Aide VI

3 minutes 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)

Ground

floor

Kabelan

Hall

Submit

accomplished

form

Receive the

accomplished

form

Admin aide

VI

2 minutes None do

Approved and

signing of the

requested

document CA

form I

LSO VI 3 minutes None do

Wait for the

release

Get the

document

requested

LSO III 3 minutes None do

Receive copy

of requested

document

and sign

logbook

Recording and

releasing of

the requested

documents

Recording Admin aide

VI

2 minutes None do




See Appendices for CA Form I Sample

Transaction 2: Submission of Pertinent documents of nominees for confirmation

Client Step Office Action Purpose

of Step Person

Responsibl

e

Maximum

time

duration

Fe

e Document

s required Locatio

n

(where

to go) Submit pertinent

documents of

nominees for

confirmation

Receive the

Pertinent

Documents of

nominee for

confirmation

Admin.

Aide VI

2 minutes Ground

floor

Kabelan

Hall

Examination/Revie

w of pertinent

documents

Validatio

n

LSO VI 7 hours Do

Wait for the result Forward the LSO VI 2 minutes Do

8

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)

Receive personal

copies of pertinent

documents duly

singed by Admin

Aide VI

submitted and

sign logbook

Recordin

g

Admin

Aide VI

2 minutes Do





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 ([email protected])

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.

9

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.

11

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.

12

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.

13

Each term of the Members of the Regional Legislative Assembly, including the

sectoral representatives, begin at noon on the 30th

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

14

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. agriculture, industry, investments, trade and tourism; b. environment, natural resources and agrarian reform; c. labor and employment; d. education, science and technology; e. transportation, communications, public works and highways; f. health and social welfare and development; g. security and administration of justice, and h. 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. Reference and Research Division (RRD)

2. Plenary Affairs Division (PAD)

3. Committee Affairs Division (CAD) and

4. Editorial and Publication Division (EPD)

15

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

16

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:

Keeps and maintains records of all Bills and Resolutions referred to the different

Standing Committees of the RLA;

Undertakes/provide legislative shepherding of Bills and Resolution referred to the

different Standing Committees;

17

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;

18

Photocopies the Committee Report in six (6) sets and submit the same to the

Bills and Index Division of the Assembly; and

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) Message of the Regional Governor;

b) Petitions;

c) Communications, and

d) 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:

22

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. Advises management on personnel policy and administration;

2. 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;

3. Acts on matters concerning attendance, leaves of absences, appointments,

promotion, transfer and other personnel actions;

4. Evaluates training needs of the agency;

5. Formulates/recommends and implements recruitment, selection and

promotion process based on merits and fitness;

6. Formulates and recommends standard of evaluation, selection of personnel

for appointment, performance evaluation, training, seminar;

7. 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;

8. Prepares the Plantilla of the Agency;

9. Prepares the appointment of personnel in accordance with established Civil

Service rules and regulations;

10. Issues certificate of employment/service record of officials and employees of

the agency;

11. Performs advisory/recommendatory function relative to personnel and

records management;

12. Formulates and recommends progressive policies, staff

development/trainings, efficient records management and data banking

system (MIS);

13. Interprets and implements Civil Service laws, rules and regulations, policies

and memoranda;

23

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. Ensures that transactions are executed in accordance with management’s

general or specific authorization;

2. Ensures that transactions are recorded to permit preparation of financial

statements in conformity with the Philippine Public Sector Accounting

Standards (PPSAS) and other criteria;

3. Advises management on financial matters;

4. Processes requisition slip, claim vouchers, and payroll ensuring

completeness and legality of the supporting documents;

5. Prepares and submits financial reports to management and other government

agencies authorized to receive such reports;

6. 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;

7. Certifies to the availability of funds;

8. Prepares and submits remittance vouchers for all trust liabilities withheld

from payroll;

9. Certifies as to the correctness of remittances made;

10. Prepares statements of remittance for officials and employees;

11. Maintains records of all incoming funds, both General, Local Fund and other

sources;

12. Keeps and maintains an index of payment of salaries of officials and

employees;

13. 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

14. 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. Recommends and evaluates internal control system;

2. Develops, recommends and installs the internal control structure of the

agency to include the control environment, accounting system and control

procedure;

3. Maintains the internal control environment in order to safeguard assets,

produce reliable accounting data and promote efficiency and effectiveness;

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4. Develops a system of evaluation and to implement appropriate corrective

action;

5. Develops plan, program and objectives relative to the management

improvement in the agency;

6. Examines the administrative organization of the agency and recommends in

writing improvement thereof;

7. Maintains and updates the agency’s internal control manual of operations;

8. Undertakes regular management surveys of organizational structure,

manpower and operations;

9. Studies special problems as assigned to, review existing methods,

procedures and system and recommend improvement thereof;

10. Exercises staff supervision over the implementation improved management

internal control systems and provides trainings for the use of the system;

11. Reviews internal control system for safeguarding money and property to

ascertain weakness and deficiencies requiring correction;

12. 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;

13. 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

14. 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. 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;

2. The Medical Section provides appropriate medical and professional

health services of all officials and employees of the Assembly;

3. 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

4. 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 (2

nd) and Third (3

rd) 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

30

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

Standing Committee

Office of the Speaker

Office of the Sgt-At-Arms

Regional Commission

on Appointments

Appointment

Confirmation

Committees

Office Of The

RLA Secretary

Legal Services Division

Office of the

Chairman

Office of the Sgt-At-Arms

Office of the Regional

Commission on

Appointments Secretary

Plenary/Committee

Affairs Division

Appointment Review &

Investigation Division

Office of the Director

Administrative & Finance Services

Office of the Director

Legislative Operations Services

General

Administrative

Division

Budget

Division

Mgt & Audit

Division Accounting

Division

Human Resource

Mgt Division

Records

Section General Services

Section

Cash

Section

Supply

Section

Plenary Affairs

Division

Reference & Research

Division

Judiciary

Editorial & Publication

Division

Committee Affairs

Division

Regional Legislative Assembly

32

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...

1. Draft bill and

Resolution

2. Provide Research

3. Counselling Services

Members of the

Assembly

Submit proposed

idea for Legislation

Reference and

Research Division

Plenary Affairs

Division Committee Affairs

Division

1 Conduct meetings/public

hearings

2 Study/Analyze Bill

3 Consult studies and position papers

4 Make

recommendations

Prepare COMMITTEE

REPORTS

1st Reading

1 reading of title and

number only

2 principal author

may propose

additional authors

3 committee referral

3rd Reading Approval (no amendments

allowed; Voting Only)

Transmit to the office of the Regional Governor in

Enrolled Form

2nd Reading

1. Sponsorship speech

2. Period of interpellation

and debate

3. Period of amendments

Engross/Print Bill for

Third Reading

1. Include in Order of Business 2. Distribution copies of bill

three days before third

reading

1. Receive bill/resolution

2. Register/assign

number

3. Reproduce

Include in Order of

Business

Include Committee

Report in the Order

Business

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Diagram 3. RLA Buildings Layout

34

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.

35

Form RRD1

Form RRD1-A

Form 2 – RRD Request Form 1-A




Cotabato City

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 No. of Pages: ____________

( ) Not Confidential ( ) For Reproduction ( ) For Payment (Amount): ___

( ) For the Deputy Secretary’s ( ) For Certified True Copy ( ) For Paper Replacement

Approval

Signature of Requesting Party:

____________________________________________________

Verified Correct and Available:

________________________________

Librarian/Legislative Officer In-Charge

Approved:

ALADDIN M. AMBIA

Legislative Staff Officer VI

36

Form RRD1

Form 3 – LOS Request Form 1




Cotabato City

REQUEST FORM

DATE: _________________________

ITEM REQUESTED: _______________________________________________________

NUMBER OF COPIES: _____________________________________________________

PURPOSE: ________________________________________________________________

________________________________________________________________

________________________________________________________________

TO BE AUTHENTICATED: YES ( )

NO ( )

__________________________

Signature over Printed Name

(Requesting Party)

RECEIVED BY:

__________________________


DATE: ___________________

LOS FORM 1

37

Form RRD1

Form 4 – CA Form 1




REGIONAL COMMISSION ON APPOINMENTS

Cotabato City

REQUEST FORM

DATE: _________________________

DOCUMENTS/ITEM REQUESTED: __________________________________________

NUMBER OF COPIES: _____________________________________________________

PURPOSE: ________________________________________________________________

________________________________________________________________

________________________________________________________________

TO BE AUTHENTICATED: YES ( )

NO ( )

__________________________


(Requesting Party)

RECEIVED BY:

__________________________


DATE: ___________________

CA FORM 1

38

OFFICE ORDER/ MEMORANDUM




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

39

The Executive Agenda Team (EAT) shall be composed of the following

Datu Mama M. Ampatuan - Chairman

Samier A. Mustapha - Co – Chairman

Siddique S. Mali - Member

Rebecca A. Ampatuan - Member

The Task Force shall be composed of the following division chiefs:

Atty. Israhayda S. Balamo - Head

Jose R. Mojado - Deputy Head

Royo Gampong - Member

Jaime Ayub - Member

Alladin Usi - Member

Julia Ramirez - Member

Aladdin Ambia - Member

Nasrullah Kenis - Member

Fernando Agnes - Member

Samson Peralta - Member

Micahel Sampulna - Member

Ayunan Diocolano - Member

Haritah A. Biruar - Member

Edith Y. Gepte - 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;

40

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

41




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 2nd

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

42

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

6Section 4, Article IV, RA No. 9054

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