Annex “A” - Sample Executive Order of PB

REPUBLIC OF THE PHILIPPINES

PROVINCE OF CAMARINES NORTE
MUNICIPALITY OF SAN LORENZO RUIZ
BARANGAY LANITON

OFFICE OF THE PUNONG BARANGAY

EXECUTIVE ORDER NO. 2023-03
Date: AUGUST 10, 2023

AN ORDER CREATING THE BARANGAY INVENTORY TEAM (BIT) IN CONNECTION

WITH THE SYNCHRONIZED BARANGAY AND SANGGUNIANG KABATAAN
ELECTIONS

WHEREAS, Republic Act No. 11935, also known as “An Act Postponing the
December 2022 Barangay and Sangguniang Kabataan Elections, Amending for the
Purpose Republic Act No. 9164, as Amended, Appropriating Funds Therefor, and for
Other Purposes”

WHEREAS, Section 1 of the said Act provides that the Synchronized Barangay
and Sangguniang Kabataan Elections shall be held on the last Monday of October 2023;

WHEREAS, the Department of the Interior and Local Government (DILG) issued
Memorandum Circular No. 2023- 03 dated August 10, 2023, on the Conduct of
Inventory and Turnover of all Barangay and Sangguniang Kabataan (SK) Properties,
Financial Records, Documents (PFRDs) and Money Accountabilities by all Incumbent
Barangay and SK Officials;

WHEREAS, the said Circular mandates all Punong Barangays to convene and
create their respective Barangay Inventory Team (BIT), through an Executive Order and
submit a copy of the same to the concerned City/Municipal Mayor and the City
Director/C/MLGOO;

WHEREAS, the BIT shall be created primarily for purposes of conducting the
initial and inventory, and turnover of BPFRDs and money accountabilities; and ensuring
an orderly and smooth transition of barangay governance to the newly elected or re-
elected incoming barangay officials;

NOW, THEREFORE, I, ROSEMARIE V. RUSSEL , Punong Barangay of Barangay

LANITON, Municipality of SAN LORENZO RUIZ_, Province of CAMARINES NORTE, by
virtue of the powers vested in me by law, do hereby order the creation of the Barangay
Inventory Team, with the following provisions:

SECTION I. COMPOSITION:

The BIT shall be composed of the following:

Chair: Hon. ROSEMARIE V. RUSSEL , Punong Barangay

Vice Chair: Hon. RHODORA R. VILLARTA , Sangguniang Barangay Member
Members: Hon.RAMIL S. DE AUSTRIA , Sangguniang Barangay Member
Hon. REYMUNDO F. TRINIDAD , Sangguniang Barangay Member
 Hon. MA. VILMA Q. OJO
Ms. ROSEMARIE E. PALERO
Ms. MARIFE G. RAMOS
Mrs. JENNYLYN V. ABIERTA
Mr./Ms ____________________________
, Sangguniang Barangay Member
, Barangay Secretary
, Barangay Treasurer
, Bookkeeper
, CSO Representative

SECTION II. ROLES AND RESPONSIBILITIES OF THE BIT:

The Team shall undertake the following:

1. Conduct an Inventory of Properties and Money Accountabilities:

1.1 Conduct an initial inventory of all Barangay Properties, Financial

Records and Documents (BPFRDs);

1.2 Accomplish the prescribed Turnover Form No.1;

1.3 Furnish the City/Municipal Mayor, Local COA and the concerned
DILG City Director/C/MLGOO copy of the initial inventory of
BPFRDs

1.4 Conduct final inventory of BFRDPs, to include an inventory of

money, e.g. cash on hand and in bank, used and unused checks and
loans, if any, using Turnover Form No. 2.

2. Conduct of Turnover Ceremony and Submission of Report:

2.1 Organize and conduct a Turnover Ceremony, to include a briefing

on the State of Barangay Governance, Financial Performance
Report and Key Challenges, among other information and
accomplishments to the new set of barangay officials;

2.2 Notify/Inform the City/Municipal Officials, DILG CD/C/MLGOO,

local COA and barangay residents of the conduct of the turnover
ceremony;

2.3 Submit a report and the accomplished Turnover Form No. 2 and
other relevant documents on the conduct of a turnover ceremony
to the Local COA, and the DILG City Director/C/MLGOO;

3. Ensure completeness of the following:

3.1 All barangay financial, legislative and administrative records;

3.2 Transcript, minutes of meetings, list and status of complaints filed

before the Lupong Tagapamayapa;

3.3 Updated Registry of Barangay Inhabitants (RBI) and Members of

the Barangay Assembly;

3.4 All other documents involving barangay transactions;

 4. See to it that all supplies and properties of the barangay, that are in
actual possession or entrusted to the concerned barangay officials and
employees, are properly accounted and listed in the prescribed
Turnover Forms.

5. Submit reports on the given timelines indicated in DILG MC No. 2023-

______________.

SECTION III. EFFECTIVITY:

This Executive Order shall take effect immediately upon its approval.

SO ORDERED.

APPROVED, this 10th day of August 2023.

HON. ROSEMARIE V. RUSSEL

Punong Barangay

Copy furnished:
 C/Municipal Mayor
 DILG CD/C/MLGOO
 Annex “B” – Barangay Inventory and Turnover Form No. 1 Initial Inventory of BPFRDs

Initial Inventory
of Barangay Properties, Financial Records and Documents (BPFRDs)
As of ____________________

Barangay: LANITON City/Municipality: SAN LORENZO RUIZ

Telephone No. __________________ Province: CAMARINES NORTE
A. Financial Records/Documents
Remarks
Particular (if any) Quantity
(may indicate Series Nos. and/or Year)
1. Journal/Logbook of daily income/ expenses 1 2018,2019,2020,2021,2022,2023
2. Journal/Logbook of Used Checks 2 2018-2023
3. Bank Deposit Slips 3
4. Bank Withdrawal Slips 0
5. Purchase Slips 0
6. Vouchers/Payments/Payroll
7. Loan Documents 0
8. Brgy. Official Receipts (used and unused) (no. of
booklets)
9. Other Financial Documents (pls. specify)
B. Legislative Documents
Remarks
Particular Quantity (may indicate Series No. and/or Year)
1. Session Journal/Logbook 6
(attendance and minutes)
2. Ordinance/Resolution Logbook (folder) 5
3. Others (pls. specify)
C. Administrative and other Documents
Remarks
Particular (if any) Quantity (may indicate Series No. and/or Year)
1. Brgy. Officials/employees Logbook
2. Lupon Journal/ Logbook:
0. attendance/minutes of meetings 4
b. Mediation/Settlement 3
c. Cases/Complaints 2
d. Others (blotter) 2
3. VAW Desk Logbook 1 2019-2023
4. BCPC Logbook 1 2019-2023
5. Tanod Logbook 3 2017-2028/2019-2020/2021-2023
6. Others (Please specify)
D. Properties
Remarks
Particular (if any) Quantity (please indicate condition [serviceable or not] and other
details)
1. Service Firearm 0
2. Service Vehicle/s (attach Itemized List) 1
3. DRR Equipment (attach Itemized List) 1
4. Computer Set (desktop/cpu/keyboard/web cam)
5. Printer 1 functional
6. Scanner 0
7. Photocopier 1 functional
8. Office Furniture (attach itemized List)
9. Appliances
a. Refrigerator 1 Functional
b. T.V. 1 Functional
c. Water Dispenser 1 Not functional
d. Others (pls. specify)
10.Others (Please Specify/ may attach itemized list) (This shall include title of land, facilities and other
infrastructures, if any)
Prepared and submitted by BIT:
ROSEMARIE V. RUSSEL RHODORA R. VILLARTA
Chairperson/Punong Barangay Vice Chairperson

RAMIL S. DE AUSTRIA REYMUNDO F. TRINIDAD MA. VILMA Q. OJO ROSEMARIE E. PALERO MARIFE G. RAMOS JENNYLYN V. ABIERTA
Member Member Member Member Member Member
Checked and verified by C/MATT:

____________________________________________________ __________________________________________________ ________________________________________________

Chairperson Co-Chairperson Vice Chairperson
__________________________ ______________________________ _________________________________ _______________________________ _____________________________
Member Member Member Member Member
 Annex “C” – Barangay Inventory and Turnover Form No. 2: Final Inventory
and Turnover of BPFRDs and Money Accountabilities.

Final Inventory and Turnover

of Barangay Properties, Financial Records, Documents (BFRDPs) and Money Accountabilities
Date ____________________

Barangay: LANITON City/Municipality: SAN LORENZO RUIZ

Telephone No. __________________ Province: CAMARINES NORTE
A. Financial Records/Documents
Particular (if any) Quantity Remarks
(may indicate Series Nos. and/or Year)
1. Journal/Logbook of daily income/ expenses 1
2. Journal/Logbook of Used Checks 2
3. Bank Deposit Slips 3
4. Bank Withdrawal Slips 0
5. Purchase Slips 0
6. Vouchers/Payments/Payroll
7. Loan Documents 0
8. Brgy. Official Receipts (used and unused) (no. of booklets)
9. Other Financial Documents (pls. specify)
B. Legislative Documents
Particular Quantity Remarks
(may indicate Series No. and/or Year)
1. Session Journal/Logbook (attendance and minutes) 6
2. Ordinance/Resolution Logbook
3. Others (pls. specify)
C. Administrative and other Documents
Remarks
Particular (if any) Quantity (may indicate Series No. and/or Year)
1. Brgy. Officials/employees Logbook
2. Lupon Journal/ Logbook:
a. attendance/minutes of meetings 4
b. Mediation/Settlement 3
c. Cases/Complaints 2
d. Others (BLOTTER)) 2
3. VAW Desk Logbook 1
4. BCPC Logbook 1
5. Tanod Logbook 3
6. Others (please specify)
D. Properties
Remarks
Particular (if any) (please indicate condition [serviceable or not] and other
Quantity
details)
E. Service Firearm 0
F. Service Vehicle/s (attach Itemized List) 1
G. DRR Equipment (attach Itemized List) 1
H. Computer Set (desktop/cpu/keyboard/web cam) 0
I. Printer 1 functional
J. Scanner 0
K. Photocopier 1 functional
L. Office Furniture (attach itemized List)
M. Appliances (Please specify: i.e. Refrigerator, T.V. , Water 1 Functional
Dispenser, etc.) 1 Functional
1 Not functional
E. MONEY ACCOUNTABILITIES
1. Cash on Hand 2. Cash in Bank 3. Checks
Denomination Quantity Amount Bank/Address Acct. No. Amount Date Drawee Check No. Amount
Bank
P1,000
P500
P200
P100
P50
P20
Coins
Total Total Total
4. LOAN/S (if any):

5. Total Amount of SK Funds under the trust fund of the Barangay/City/Municipal Treasurer(in barangays without SK Officials): Php
Turned-over by: Received by:

Above listed items are hereby officially RETURNED and TURNED- This is to ACKNOWLEDGE receipt of the above-listed items from the
OVER to the newly elected barangay officials, thru the [incoming/re- [outgoing Punong Barangay/Treasurer] and I hereby CERTIFY as to the
elected] Punong Barangay. completeness and correctness of entries.

____________________________________________ __________________________________________________________________________________
______________________________________ (SIGNATURE ABOVE PRINTED NAME OF NEWLY ELECTED/RE-ELECTED
(SIGNATURE ABOVE PRINTED NAME OF OUTGOING PUNONG PUNONG BARANGAY)
BARANGAY AND TREASURER) Validated by:
Witnessed by: ______________________________________ ____________________________________
_________________________________________ Name of C/MATT Name of C/MATT
________________________________________
Name of C/MATT Name of C/MATT

B. LEGISLATIVE AND OTHER DOCUMENTS

REMARKS

PARTICULARS QUANTITY (may indicate series no. And

or year)

Record of Barangay Inhabitant 5

Barangay Profile 1

Minutes of Regular Session (logbook) 3

Blotter logbook 2

Mediation logbook 1

Barangay Official logbook 2

KALAHI CIDDS logbook 1

Forms (folder) 1

Appointments (folder) 1

KP forms (folder) 1

VAWC File 1

Patawag (folder) 1

CapDev Agenda 1

Gad Plans and Accomplishments (folder) 1

Executive order (folder) 2

Ordinance (folder) 1

BBIs miutes logbook 1

Vawc Logbook 1

Resolution (folder) 4

Tanod logbook 2

Barangay Contingency Plan 1

Visitors logbook 2

BCPC logbook 1

Utility logbook 1

Finance logbook 1

Barangay transaction logbook 1

BADAC logbook 1

BDRRMC logbook 1

Prepared by: Noted by:

ROSEMARIE E. PALERO ROSEMARIE V. RUSSEL

Barangay Secretary Punong Barangay