Regional Advisory Council PRO8

CONSTITUTION and BY-LAWS

PREAMBLE
We, the members of the Regional Advisory Council of the Police Regional Office 8 (RAC8),
recognizing the strategic role that this Council plays in the institutionalization of the Performance
Governance System (PGS) and the realization of key objectives enshrined in PNP Peace and order
Agenda for Transformation and upholding of the Rule Of Law Plan 2030, do hereby constitute, jointly
with the PNP, the Regional Advisory Council 8 representing the different sectors of the community,
and adopt the following rules for our guidance and government.

OUR VISION
A highly capable, effective and credible police service towards a safer Eastern Visayas Region to live,
work and do business, achieved in partnership with a dynamic and active advisory council.

OUR MISSION
Our mission is to support the PNP, by assuming an advisory role on its programs, projects and
activities, and in addressing some of the key strategic issues outlined in the Performance Governance
System (PNP P.A.T.R.O.L Plan 2030) by:

1. Providing guidance and advice on relevant issues, strategic direction and programs in the
performance of PNPs mission and attainment of its vision;

2. Enabling the necessary linkages and cooperation between the PNP, the community and the
stakeholders which can support and offer solutions to its concerns.

ARTICLE I
NAME AND NATURE OF THE COUNCIL
The organization shall be officially known as PRO8 REGIONAL ADVISORY
Section 1.
COUNCIL, otherwise known as RAC 8.

Section 2. The Council is a non-stock, non-profit organization and non-government organization. It

may engage in fund-generating activities to finance its projects and activities in pursuit of its
objectives.

Section 3. The official logo of the Council shall have the following specifications:

Logo Description
ARTICLE II
OBJECTIVES AND FUNCTIONS
Together with the TWG and RPSMU, the RAC will have the following primary functions:

Section 1. Assist in identifying key issues and provide strategic advice consistent with the PNP’s
policies, plans and programs cognizant of the political, social, economic, cultural and moral
development needs of the community and the PNP

The RAC 8’s function is vital to the proper execution of the PNP P.A.T.R.O.L Plan 2030 and
the exercise of strategic policy oversight. Its independent and external perspectives bring a sense
of balance and relevance to the implementation of the PNP P.A.T.R.O.L. Plan 2030. The PNP
may utilize the inputs of the RAC in setting up priorities, amending its operational plans,
developing its research and other programs, as well as the development of its human resources.
The RAC’s insights on general policy and overall management concerns will definitely contribute
to the PNP effectiveness and efficiency in performing its mandated tasks and improve its ability
to act and move the organization towards the attainment of the vision enshrined in the PNP
P.A.T.R.O.L. Plan 2030.

Section 2. Evaluate and propose revisions or amendments of strategies that will enhance the
implementation of the PNP P.A.T.R.O.L. Plan 2030

Considering the dynamism of the situation brought about by globalization and fast-paced
technology, there is always room for innovation and enhancement in the implementation of PNP
programs, projects and activities. Policy making is also a critical area with regard to ensuring the
PNP adequate capability in addressing existing and emerging challenges. The strategic assessment
and evaluation of PNP programs, projects, activities and policies may also be delegated to the
RAC to assist in identifying gaps and provide advice on the development of measures to fill the
gaps and address any existing or emerging critical issues.

Section 3. Advise the PNP on ways to generate and mobilize additional resources to support and
sustain the PNP’s present and future plans and programs

It is essential that PNP shall develop an effective strategy to generate adequate enabling
resources to support long-term plans. It is therefore the task of the RAC to assess and evaluate the
PNP’s resources and align them with financial strategies and taking into consideration the list of
priorities. This is to ensure that the PNP would be financially viable to accomplish its long-term
objectives.

Section 4. Further, RAC8 has the following specific functions:

a. To advise the PNP based on formal reports on all matters connected with the continuous
updating, upgrading and execution of the PNP ITP-PGS (PNP P.A.T.R.O.L. Plan 2030);

b. To assist and support the PNP Technical Working Group (TWG) and Regional Police
Strategy Management Unit (RPSMU) in the oversight of the strategy management system,
alignment of the organization, communicating the strategy, review and refining the strategy
and overall management of strategic initiatives;

c. To initiate and sustain a forum for the study and assessment of strategic imperatives and
developments related to PNP’s performance;
 d. To assist the PNP in formulating effective ways and efficient means for resource mobilization
particularly from sources outside the General Appropriations Act (GAA) to enable the PNP to
pursue its strategic priorities as laid out in the PNP P.A.T.R.O.L. Plan 2030;

e. To carry out an active advocacy program, leading up to the formation of a broad and effective
multi-sectoral coalition that would have a better understanding and deeper commitment to
support the PNP in the realization of its vision to become a capable, effective and credible
Police Force.

ARTICLE III
MEMBERSHIP

Section 1. Members must possess all the following qualities/qualifications:

a. Integrity

b. Exemplary leadership

c. Advocate for transparency, good governance, and transformation;

d. Source of synergy

e. Committed to participate in the activities of RAC 8

f. Filipino Citizen

g. Resident of Region 8 or currently assigned or doing business in Region 8.

Section 2. Membership becomes official upon:

a. Formal deliberation and endorsement by the membership committee.

b. Confirmation and formal invitation by the Council and Regional Director.

c. Taking an oath, administered by PRO8 Regional Director or his representative; and

d. Attending at least 3 meetings out of 4 successive regular meetings;

Section 3. Sectors Represented

Membership of RAC8 shall be 10-20 members drawn from different sectors reflective of the
stakeholders’ composition. The council must always work towards having all sectors represented:

a. Business
b. Academe
c. LGUs
d. Youth
e. Senior Citizen
f. Religious
g. Women
h. Media
 i. LGBT
j. NGAs
k. NGOs/Interest Groups
l. PAC/CAC/BAC Chairman
m. Indigenous People

Section 4. No sector shall be represented by more than three (3) representatives.

Section 5. Ex-Officio Members

a. The following shall be ex-officio member of RAC8:

1. Past RAC8 Chairpersons

b. Ex-officio members of RAC8 shall:

1. not be counted in the “3-limit per sector rule”

2. not be counted in the “maximum 20 members limit”

Section 6. Nomination
Nomination of incoming RAC8 members shall be done by the RAC Selection Committee
composed of existing members. (REMOVE: No member of the Selection Committee shall come
from the same sector as the one who is being nominated.) The Council shall confirm the selected
incoming members by majority vote. Finally, the confirmation shall be approved by PRO8 Regional
Director.

The Regional Director may also directly appoint any member.

Section 7. Term of Office

Membership in the Council shall be for a term of 2 calendar years, subject to renewal for another
term, if he/she is still interested, upon the recommendation of the PRO RPSMU and the approval of
the Regional Director.

In the event of revocation of membership (amend: i.e. non-attendance to the regular meetings
for a year), resignation, or incapacity, their remaining term of office will be served by a new member
from the same sector, who will be properly selected based on the criteria and procedures set forth in
this document. If the remaining term of office is more than 1 year, such term will be counted as one
full term in determining the maximum number of terms allowed for the substitute. If the remaining
term of office is 1 year or less, such term will not be counted at all in determining the maximum
number of terms allowed for the substitute.

Section 8. Membership in the Council is revoked in any one of the following instances:
a. Conviction of any criminal offense.
b. Unauthorized use of the Council’s name, logo and other identifying marks for pecuniary or
any personal gain.
c. Tarnishing the reputation or name of the Council, as determined by the Council members.
d. Engaging in activities or being affiliated in any organization that compromises the
confidentiality of Council activities and information.
 e. Failure to maintain any of the qualifications of membership.
f. 3 consecutive absences in meetings and/or activities, regardless of the calendar year without
valid written reason.
g. A total of 5 absences in meetings and/or activities in any calendar year, regardless of the
member’s start of membership without valid written reason. In case the member took oath in
the middle of the year, and there are less than 5 meetings scheduled from the time they took
oath till the end of the calendar year, then the current and succeeding years shall be counted
as one year for purposes of this rule.
h. Decision by PRO8 RD to revoke membership.

ARTICLE IV
RIGHTS AND DUTIES OF MEMBERS

Section 1. Duties
A member in good standing is one who:
a. Attends and participates in the meetings and activities of RAC8.

Section 2. Rights
A member in good standing shall have the following rights:
a. Propose amendments and resolutions, and vote during meetings.
b. Request, and be granted, access to official records, documents and papers pertaining to the
acts, transactions or decisions of the Council, unless they are Classified or prohibited by the
RD.
c. Use the RAC8 ID and uniform, and other RAC8 paraphernalia.
d. Create or dissolve committees as it deems necessary in the performance of its duties.

ARTICLE V
OFFICERS

Section 1. Positions
a. Chairperson

In addition to overall responsibilities delegated to the Council, the Chairperson has the
following functions:

1. Determine and set the agenda for Council meetings in line with the concerns or priorities
adopted by RAC and ensure that these agenda are discussed and addressed.
 2. Preside over RAC meetings.

3. Responsible in overseeing the RAC’s policy-development process.

4. Responsible in coordinating the RAC’s interests with the PNP’s governing body
(Command Group).

5. Represent the RAC at functions and proceedings.

6. Delegate such functions to other members of the Council as may be appropriate.

b. Vice-Chairperson

1. In the absence of the Chairperson, the Vice-Chairperson will assume the responsibilities
outlined above and assist the Chairperson in governing the RAC.
2. Assist the Chairperson in overseeing the various committees to ensure that they meet the
goals of each committee.
3. Perform such other duties and functions that the President may assign to him.
c. Treasurer
1. Maintain custody of council funds.
2. Review and attest to the accuracy of the financial report submitted by the secretariat

d. Auditor
1. Audit the financial report

e. Chairperson, Selection and Membership Committee

f. Chairperson, Constitution and By-Laws Committee

g. Chairperson, Public Information and Advocacy Committee

h. Chairperson, Best Practices and Good Deeds Committee

i. Chairperson, Policies and Programs Committee

j. Chairperson, Capability Building Committee

k. Other committees may be created as it may deemed necessary.

Section 2. Terms of Office

The term of office of the officers shall be for a period of 2 calendar years. The officers may be
elected for a maximum of 2 consecutive terms only.

Section 3. Nomination and Election

 a. The Chairperson, Vice-Chairperson and Committee Chairs shall be elected by the members
on or before December 31 of the last and second year of each term, and whenever a position
becomes available.
b. Election of the members of the Board of Directors shall be held by secret ballot or other
alternative methods.
c. In case of a tie, the tie will be broken by the toss coin method.

ARTICLE VI
THE SECRETARIAT

The Secretariat has the following functions:

a. Prepare docket containing the agenda and the matter that may be referred for consideration by
the RAC. Classified matters shall be handled in accordance with existing laws, policies and
regulations.

b. Responsible for maintaining the Council’s records, as well as documenting the RAC’s
meetings, activities and accomplishments.

c. Ensure that the minutes of the meeting were taken and all discussions and resolutions were
documented. Minutes of previous meetings shall be submitted by the Secretariat for review,
approval and signature of the RAC Members.

d. Responsible for overseeing and administering RAC’s activities and monitoring compliances.

e. Provide RAC members the notice of meeting indicating the agenda, time, date and place, at
least 10 days prior to each meeting.

f. Coordinate and ensure provision of necessary support to the RAC.

g. Prepare and present the financial report regarding Council funds during meetings.

h. Maintain a membership directory of the Council.

i. Serve as liaison officer to coordinate with different PRO8 Units and other Government
Agencies and LGUs.

j. Act as Social Media Handler

ARTICLE VII
ADMINISTRATIVE AND LOGISTICAL SUPPORT

The PNP unit/office shall provide administrative and logistical support to the Council.
ARTICLE VIII
MEETINGS
Section 1. Regular Meeting

a. The RAC shall meet on the 3 rd week of January, March, May, July, September and November
at a place and time determined and agreed upon by the members and approved by the
Chairperson.

b. Committee meetings shall be called by the respective chairperson at least once every 2
months or when the need arises prior to the scheduled RAC Meeting.

Section 2. Special/Emergency Meetings

In any event that a prompt action of the Council is required, a special meeting or emergency
meeting may be called by the Chairperson, Regional Director or his authorized representatives,
CRS/Chief, RPSMU or by majority of the members in good standing.

Section 3. Joint Meetings with the TWG

The RAC may initiate the conduct of joint meetings with the TWG in connection with their
functions.

Section 4. Quorum

a. A simple majority of its members in good standing shall constitute a quorum for the Council
to conduct meetings or related activities.
b. Decisions of the Council shall be considered valid when voted by a simple majority of those
present, whether in person or via virtual attendance, provided there is quorum.

ARTICLE IX
AMENDMENTS

Section 1. A Constitutional Convention may be called to amend or revise this Constitution, provided
there is quorum. Quorum, for this purpose, is defined as the attendance of at least two thirds of
members of good standing in person or by virtual attendance. Proxy is not allowed.

Section 2. Each member of the Constitutional Convention may cast one vote for each proposition.

Section 3. Decisions of the Constitutional Convention shall be considered valid when voted by a
simple majority of those present, provided a quorum is in attendance.
ARTICLE X
MISCELLANEOUS

Section I. If any situation arises in the conduct of the affairs of the Council that is not provided for, or
for which rules have not been specifically set out in this Constitution and By Laws, the Officers shall
decide on what procedures and rules to adopt in each situation.

Section 2. If any provision herein is vague or ambiguous in its application, the Council shall decide
on the proper interpretation and application of said provision.

ARTICLE XI
EFFECTIVITY

These Constitution and By-Laws shall be effective upon the approval by all the members of the
incumbent Council and the Regional Director.
RATIFICATION

We, the undersigned RAC8 Members, hereby ratify this Constitution and By-Laws this _____ day of
March 2021:
PRINTED NAME SIGNATURE