Minutes of the 43rd Videoconference, November 12, 2020,

at 2:00 p.m.

Present: RD Ursal, ARD Cailing, Engr. Lagmay, Atty.

So, Atty. Villamil, SA Malaran, SA Largo,
SA Pulma,RSA San Juan, RSA Quisaot, RSA
Valdez, OIC-SC Ponce, RSA Diez, RSA Abad,
SA Cañete, RSA Torino, SA Basister

RD Roy L. Ursal presided the meeting.

Administrative Matters

1)Covid cases
- RD Ursal informed that Ms. Dianne Amigo and Mr.
Jeffrey Amigo are positive confirmed Covid
patient.

- RD pointed out the following:

- Personnel should be honest on their health
condition and not to keep it to themselves.
If one feels something unusual and for the
sake of the colleagues and family members,
take precaution and stay at home.
- Self- discipline should be observed because
of the consequence to the family members.
- Work from home is the general rule;
appearance to agency is an exception.
- All should be careful in dealing with other
people.
- RD reminded everyone to take precautions like
observing health protocols; fieldwork should
be done when one has no symptoms like fever,
cough, colds.
- Auditee should write COA if they want to have
face-to-face communication.
- RD reminded everyone that Covid situation is
a big thing for the government allowing
people to work from home, thus, should be
taken seriously.
- Audit Team Leaders should think it well in
case of fieldwork.
- Ms. Dianne Amigo started her leave of absence
today. Ms. Dovey Tar will take over the work
of Ms. Amigo as secretary of the Regional
Director.

- SA Largo informed that PSAO, Mati has been

disinfected; he has informed municipal
governments that were visited by the Team of ATL
Amigo of the situation; audit team members and
job order personnel are now under monitoring and
required to stay at home.
2)Transfer from Office of Commissioner II to COA
Region No. XI

- RD Ursal informed that he has received a

communication from the Office of Commissioner
Pondoc requiring his concurrence on the transfer
of Atty. Ortonio, Attorney IV, from Office of
Comm. II to COA Region XI bringing his item to
the region. Atty. Ortonio is expected to assume
to the region anytime.

3)Proposed projects FY 2022-2024

- RD Ursal received a communication from Director

Amelia Valdez, COA CO, requiring submission of
updated list of proposed projects in Region XI
for CY 2022-2024. The following are the proposed
projects:
COA REGIONAL OFFICE NO. XI, DAVAO CITY
UPDATED LIST OF PROPOSED PROJECTS
FY 2022-2024

ESTIMATED AMOUNT
PARTICULARS
2022 2023 2024
1. Construction of Day Care Center at COA Compound, COA Regional Office No. XI 1,200,000.00
Construction of Records Building for RAEMU (2-Storey) at COA Compound, COA Regional
2. 9,500,000.00
Office
3. Construction of Records Building for RAEMU (4-Storey) at Bago Oshiro 40,000,000.00
4. Construction of Parking Pavement and Road Concreting at COA Compound, COA Regional Office 1,280,000.00
5. Furniture, Fixtures and Equipment in the COA Regional Office No. XI 5,000,000.00 5,000,000.00 5,000,000.00
6. Office Partitions and Workstations in COA Regional Office XI 6,000,000.00
7. Supply and Installation of Walk-in Steel Vault in COA Regional Office No. XI 2,000,000.00
Replacement of Air-conditioning Units with more than Ten (10) years of usage in the COA Regional
8. 2,000,000.00
Office No. XI
9. Replacement of Generator Set - 500 KVA in COA Regional Office No. XI 2,700,000.00
10. Supply and Installation of Solar Power System in COA Regional Office No. XI 1,500,000.00
11. Installation of Fire Detection and Alarm System, Sprinkler System in COA Regional Office No. XI 2,500,000.00
12. Installation of Fire Detection and Alarm System, Sprinkler System - Annex Building 1,000,000.00

13. New Generator Set- Annex Building 2,000,000.00

14. Power House- Annex Building 600,000.00
15. Replacement of Air-conditioning Units with more than Ten (10) years of usage, Davao del Sur 2,000,000.00
16. Renovation and Upgrading of Existing PSAO Building in Davao del Sur 7,200,000.00
17. Renovation and Upgrading of Existing Records Building in Davao del Sur 3,840,000.00
18. Site Development Project, PSAO- Davao del Sur 250,000.00
19. Construction of Records Rooms inside existing PSAO Building in PSAO Davao del Norte 500,000.00
20. Construction of Parking and Records Building for RAEMU (2-Storey) in PSAO Davao del Norte 9,500,000.00
21. Construction of Training Center and Dormitory (2-Storey) in PSAO Davao del Norte 16,000,000.00
22. Site Development Project in PSAO Davao del Norte 250,000.00
23. Construction of Records Rooms inside existing PSAO Building in PSAO Davao de Oro 500,000.00
24. Construction of Parking and Records Building for RAEMU (2-Storey) in PSAO Davao de Oro 9,500,000.00
25. Site Development Project in PSAO Davao de Oro 250,000.00
26. Construction of Records Rooms inside existing PSAO Building in PSAO Oriental 500,000.00
27. Construction of Parking and Records Building for RAEMU (2-Storey) in PSAO Davao Oriental 9,500,000.00
28. Site Development Project in PSAO Davao Oriental 250,000.00
29. Construction of Records Building for RAEMU (2-Storey) in PSAO Davao Occidental 9,000,000.00
30. Site Development Project (Landscaping, Perimeter Fence, Drainage) in PSAO Davao Occidental 5,000,000.00
31. Upgrading of Existing Multipurpose Building in COA Compound, COA Regional Office 5,000,000.00
32. Renovation of Second Floor Regional Director's Conference at COA Regional Office 350,000.00
33. Face-lifting of Façade of COA Regional Office 3,500,000.00
34. Repainting of Exterior/Interior Wall and Roofing of COA Regional Office 1,100,000.00
Elevated Stainless Steel Water Tank for the Dormitory Building in COA Compound, COA Regional
35. 500,000.00
Office
36. Furniture, Fixture and Equipment, Davao Occidental 2,000,000.00
37. New Generator Set, 220 Kva, 3-Phase, Davao Occidental 2,000,000.00
40. Furniture, Fixture and Equipment, Davao del Sur 2,000,000.00
41. Furniture, Fixture and Equipment, Davao del Norte 2,000,000.00
42. Furniture, Fixture and Equipment, Davao de Oro 2,000,000.00
43. Furniture, Fixture and Equipment, Davao Oriental 2,000,000.00
44. Pest Control - General Treatment/ Monthly Maintenance 2,700,000.00
Main Building / Dormitory / Canteen / PSAOs

TOTAL 105,850,000.00 72,340,000.00 8,280,000.00

 4)Voluntary Financial Assistance to COAns affected
by Typhoon Rolly.

- RD Ursal asked on the status of the contributions

and OIC-SC Ponce commented that the deadline set
for the contributions is on Friday, November 13,
2020.

- RD informed that other regional offices have

deposited their contribution to the affected
regions.

Operational Matters (Auditing and Support)

5)Comments on the draft Memorandum on withdrawal of

residency audit

- RD informed that based on the monitoring of Ms.

Rosette Reyno, there are four audit groups who
have not submitted their comments namely LGS C,
LGS F, NGS 1-4, CGS 1,2 and 4. RD will accept
the decision of RSA/SA if no comments are
submitted.

6)LGAM

- RD received a communication from the Accountants

League in Province of Davao de Oro requesting
deferment on the use of LGAM with reasons stated.
RD will forward said communication to LGS.

7)Working Trial Balance

-RD will be preparing the narrative guidelines on
how to use it.

-The working trial balance is lifted from the chart

of accounts, separate for LGS, CGS, and NGS.

-The pre-closing trial balance as of Dec.31, 2019

will be used; no need to encode. Auditors will
just prepare the transactions for the 1st quarter
of CY 2020 which shall be inputed in the working
trial balance.

- The committee will need the pre-closing trial

balance, post-closing trial balance, Financial
Statements (FS), all in Dec. 2019, and the 1 st
quarter transactions for CY 2020.
 - RD instructed RSA Quisaot to select an agency for
the Committee to work on as their sample in
preparing the working trial balance for the
cluster. RSA Valdez has suggested DOH and Davao
City Water District under her clusters, as e-NGAS
users. RSA San Juan suggested DPWH Regional
Office for NGS 7. RSA Diez will recommend an
agency that is still using manual method in
preparing the FS.
RD instructed them to send the required reports
to Ms. Reyno.

- The working trial balance can generate the FS

except for the Statement of Cash Flow, Statement
of Actual exp vs. Budget and Notes to FS.

- RD also instructed RSAs/SAs to inform audit teams

to get a copy of the Appropriations Act.

- By end of the year, the working trial balance

will be used by the audit teams.

8)Others

- RD will discuss a draft COA XI decision on the

appeal on ND regarding retirement package in
IGACOS, in the next meeting.

- Atty. Villamil informed that he received

information that the revised deed of donation for
the lot, where PSAO Malita will be constructed,
has been signed by the donor.

- On the request of document by a citizen in Digos

City who filed a complaint, RD has called ATL
Betonio to require the requesting party to
indicate the specific year of the Barangay AAR
requested.

- RD’s final note is for everyone to take

precautions and observe health protocols.

9)The meeting was adjourned at 3:50 pm.

Prepared by:

LUZVIMIND C. PONCE
OIC-SC, ATFS