Document Code:

LOCAL GOVERNMENT OF DAVAO SP/CA-001

Logo Office of the Sangguniang Panlungsod Rev.: Issue Date:
0 July 19, 2021
Subject:
Issuance of Certificate of Appearance

1. REVISION HISTORY
Nature
Rev. of Issue Originator Issued by Signed and
No. Change Date Approved by
0  Initial 07-09- JCBenecario/ JCBenecario/ CNSantos/
issue 2021 HCAEchavez/ HCAEchavez/ MTAReyes
MTAReyes MTAReyes

2. PURPOSE
This procedure intends to define the control needed to ensure that the proper
preparation of the Minutes of the Regular/Special Session is observed.

3. EXPECTED OUTPUTS
By implementing this procedure, the following specific outputs are expected:
2.1 Accurate and timely (within 1 working day before the next Session) submission
of the Minutes of the Regular/Special Session.
2.2 Clear computer printout
(NOTE: May refer to the “Planned Results/Expected Output” column in the Risk
Assessment and Action Plan/Opportunities&Action Plan.)

4. SCOPE
This control specified in this procedure covers the activities upon preparation of the
Minutes of the Regular/Special Session up to its submission.

5. DEFINITION

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Page 1 of 3
 Document Code:
LOCAL GOVERNMENT OF DAVAO SP/CA-001
Logo Office of the Sangguniang Panlungsod Rev.: Issue Date:
0 July 19, 2021
Subject:
Issuance of Certificate of Appearance

6. RESPONSIBILITIES

Local Legislative Prepares the Minutes of the Regular/Special Session

Staff Officer
V/Local
Legislative Staff
Officer IV/Board
Secretary III

SP Secretary/ Edits and approves the Minutes

Asst. Secretary

Administrative Reproduces the Minutes

Asst. I

Administrative delivers the Minutes to the members of the

Aide III Sangguniang Panlungsod

7. PROCEDURE OUTLINE
(NOTE: Citizen’s charter may be used as reference here, if applicable.)
Responsible Activity Documents
Local Legislative Staff Attends and Takes notes
Notes
Officer V/Local during Sessions then prepares
Minutes of the Session
Legislative Staff Officer the Minutes
IV/Board Secretary III

Edits the Minutes then signs it Signed Minutes of the

SP Secretary/ Asst.
Session
Secretary

Reproduced Minutes of
Administrative Asst. I Reproduces the Signed the Session
Minutes of the Session

Check the Master Document Register. Documents that do not bear the LGU’s official document
Verify that this is the current version before use. stamps are considered “Uncontrolled”

Page 2 of 3
 Document Code:
LOCAL GOVERNMENT OF DAVAO SP/CA-001
Logo Office of the Sangguniang Panlungsod Rev.: Issue Date:
0 July 19, 2021
Subject:
Issuance of Certificate of Appearance

Sorts, binds and delivers the

Adm. Aide III Minutes to the members of Logbook
the Sangguniang Panlungsod

8. PROCEDURE DETAILS
(NOTE: The actions/controls to address risks/opportunities to ensure that planned
results/expected outputs are achieved should be captured here per Risk Assessment &
Action Plan/Opportunities & Action Plan.)

8.1. Attend and take note of the Regular/Special Session

8.2. Edit the Minutes

8.3 Print the Final Minutes

8.4 Sign the Minutes

8.5 Reproduce the Minutes

8.6 Deliver the Minutes to the Members of the Sanggunian

9. INTERFACES/REFERENCES
9.1. Control of Non-Conformity and Correction Action Procedure
9.2. Internal Quality Audit Procedure
9.3. RA 11032 - Ease of Doing Business and Efficient Government Service Delivery Act
of 2018
9.4. RA 7160 – Local Government Code

Check the Master Document Register. Documents that do not bear the LGU’s official document
Verify that this is the current version before use. stamps are considered “Uncontrolled”

Page 3 of 3