Republic of the Philippines July 17, 2042 To FROM SUBJECT : MT Municipal Monitor ‘Area Coordinators (Guaranteed & Random Municipalities) : OIC-ARDIKC Regional Project Manager This Office KC COMMUNITY FINANCE DIRECTIVES This isto formalize the directives from Finance Unit set during a series of meeting and planning conducted with you during the 1 week of July. Attached to this memorandum are the following: 4. KC Community Finance Unit Directives b, © This provides the overall direction of finance related activiies from July 1, 2012 to December 31, 2012. The directives are divided into 5 areas, based on the classiication/modality of each ‘municipality, May we highlight the folowing policy changes in the Local Counterpart Contribution for KC MCC Municipalities which is applicable effective Cycle 1 of Random Municipalities and Cycle 2 of Guaranteed Municipaites, to wit |. Total LCC for SPI is reduced to 15% of the Municipal Grant Allocation, meaning the cost sharing now, would be atleast 85% Grant, 15% LCC per sub-project. ji. 50% of the total LCC for SPI committed must be deposited to the Municipal Trust ‘Account before the conduct of MIBF-PRA, no deposit, means deferment of Conduct of the MIBF-PRA. li, LCC can be delivered in tranching already. Meaning, 50% 1" Tranche Request should have a corresponding 50% of the Total LCC for SPI 2. Disbursement Target a b 3. Closing a b, c ‘This reflects the amount of funds targeted to be downloaded to the community ‘The total target is breakdown to per month, as to the details of the per barangay level (for those already with MIBF/MDC PRA), coordinate with your respective KC FM Unit Monitor. of Accounts Target ‘Applicable to 16, 14, Makamasang Tugon and Guaranteed Municipalities only. This reflects the number of accounts targeted to be closed on the specific months. The ‘aid target is anchored on the SP completion target of the Engineering Unit. ‘The total target is breakdown to per month, as to the details (name of barangays) (for those already with MIBF/MDC PRA), coordinate with your respective KC FM Unit Monitor Furthermore, effective July 1, 2012, the following are the arrangement of the FM Unit on the areas to be covered, immediate Technical Assistance may be requested from your FM Unit Monitor assigned in your areas: 1. RFA Clarito T. Logronio (Overall In-Charge of Finance Unit) 2. DRFA Sheryl Ann F. Salvatierra (MCC Areas Overall In-Charge & Samar Province) 3. FA Ill Noel P, Barredo (PAMANA Areas and Northen Samar Province except Random Municipality) 4. FA\Ill Manuel Jimenez (Eastern Samar & Northern Samar Province's Random Municipaities only) 5. FA Haideliz Manuta ~ Biliran & Leyte Province For your information and compliance of the directives. (fieKC Community vance Unit July 1, 2012 - December 31, 2012 Directives 46 NEW MUNICIPALITIES 4. Disbursement of the remaining Grant Fund as per Disbursement Target a. Remaining 1" Tranche RFR should be disbursed within July 2012. b. Requests for Funds Release are until September 2012 . All grant funds that will no longer be accessed, should be reported with ‘documentation to the FO, in order for the project to drop the said target to the said municipaity 2. Final Liquidation within 10 days from completion of the Sub-Projects of 11 accounts. Final Liquidation means: ‘a. Final liquidation of Petty Cash Fund . Full utilization of SP Funds as per guidelines in the utilization of savings, i. Utilize for the SP ii, Return to Source 100% Submission of Disbursement Voucher to COA Closing of Accounts. COA-AOMSs acted upon. Fiduciary Review and FM Assessment Findings and observation acted upon. ighten Fiduciary Control of Project Funds. With the Phase-Out stage of this area and hold-over capacity of the Area Coordinator, it is directed to tighten fiduciary controls in the utilization of funds by the community by coming up with necessary internal controls, such as: a. PO should be reviewed by ACT-Area Coordinator prior to issuance by the ‘community. b. Requiring photographs in the payment of labor and materials. ¢. Conduct unannounced community site validation. d. Ensure DVs undergo fiduciary review. 4, Submission of Reports on TIME. The Municipal Coordinating Team (MCT) is ‘encouraged to submit the report on time. sae Fy 14 NEW MUNICIPALITIES Cycle 1&2 4. Disbursement of the remaining Grant Fund as per Disbursement Target a. 1" Tranche RFRs of Cycle 1 should be submitted to the NPMO within the month of July 2012. b. Subsequent Requests for Funds Release for Cycle 1 is until August 2012 ©. Subsequent Request for Fund Release for Cycle 2 is until September 2012. d. All grant funds that will no longer be accessed, should be reported with documentation to the FO, in order for the project to drop the said target to the said municipality. 2. Final Liquidation within 10 days from completion of the Sub-Projects of 9 accounts for Cycle 1 and 17 Accounts for Cycle 2. Final Liquidation means: a. Final liquidation of Petty Cash Fund b. Fullutilization of SP Funds as per guidelines in the utilization of savings, i. Utilize for the SP Return to Source 100% Submission of Disbursement Voucher to COA Closing of Accounts. COA-AOMSs acted upon. Fiduciary Review and FM Assessment Findings and observation acted upon, seao. Final Liquic . Tighten fiduciary controls in the Final Li }. Tighten Fiduciary Control of Project Funds. The Area Coordinating Team is encouraged to come up with necessary fiduciary control to suit the existing situation in the area, the following are some controls necessary to putin place. ‘a. PO should be reviewed by Area Coordinating Team (ACT) prior to issuance by the community. b. Conduct unannounced community site validation c, Conduct Community Audit using the existing tool provided in the Community Finance Manual d. Ensure DVs undergo fiduciary review. Submission of Reports on TIME. Delayed reports from the Area Coordinating Team would necessitate the FO to hold salary of staff responsible, since reports is. the most concrete output to support the accomplishment claimed by the staff. MAKAMASANG TUGON MUNICIPALITIES. . Disbursement of the remaining Grant Fund as per Disbursement Target. a. 1" Tranche RFRs should be submitted within the month of July 2012. b. Requests for Funds Release are until September 2012. . All grant funds that will no longer be accessed, should be reported with documentation to the FO, in order for the project to drop the said target to the said municipality. jon within 10 days from completion of the Sub-Projects of 430 accounts. Final Liquidation means: a. Final liquidation of Petty Cash Fund ». Full utlization of SP Funds as per guidelines in the utilization of savings. Utilize for the SP li, Return to Source 100% Submission of Disbursement Voucher to COA Closing of Accounts. COA-AOMSs acted upon. f. Fiduciary Review and FM Assessment Findings and observation acted upon. ation of funds by the community by ‘coming up with necessary internal controls, such as: a, PO should be reviewed by MT Staff prior to issuance by the community. b. Requiring photographs in the payment of labor and materials. . Conducting surprise site validation. 4. Ensure DVs undergo fiduciary review. Submission of Reports on TIME. Delayed reports from the Area Coordinating Team would necessitate the FO to hold salary of staff responsible, since reports is. the most concrete output to support the accomplishment claimed by the staff. eae 9 GUARANTEED MUNICIPALITIES Disbursement of the remaining Grant Fund as per Disbursement Target. a. 1* Tranche RFRs should be submitted within the month of July 2012, b. Requests for Funds Release are until September 2012. . All grant funds that will no longer be accessed, should be reported with documentation to the FO, in order for the project to drop the said target to the said municipality. idation within 10 days from completion of the Sub-Projects of 430 accounts. Final Liquidation means: a. Final liquidation of Petty Cash Fund b. Full utilization of SP Funds as per guidelines in the utilization of savings. i. Utilize for the SP ii, Return to Source ©. 100% Submission of Disbursement Voucher to COAd. Closing of Accounts. e. COA-AOMSs acted upon, f. Fiduciary Review and FM Assessment Findings and observation acted upon. Tighten Fiduciary Control of Project Funds. The Area Coordinating Team is encouraged to come up with necessary fiduciary control to suit the existing situation in the area, the following are some controls necessary to put in place. ‘a. PO should be reviewed by Area Coordinating Team (ACT) prior to issuance by the community, b. Conducting surprise site validation. ©. Conduct Community Audit using the existing tool provided in the Community Finance Manual d. Ensure DVs undergo fiduciary review. . Submission of Reports on TIME. Delayed reports from the Area Coordinating Team would necessitate the FO to hold salary of staff responsible, since reports is the most concrete output to support the accomplishment claimed by the staff. 15 Random Municipalities LCC Monitoring a. Ensure delivery of LCC to support MCT Operations and M and E Operation of the LGU. b. As part of quality assurance mechanism of the project to avoid delay in Sub- Project Implementation, ensure delivery of LCC for Sub-Project to Municipal Trust Account PRIOR to conduct of MIBF-PDPRA. . Technical Training for Community Volunteers. ‘a. Conduct Procurement, Finance and Audit Training to volunteers. b. Ensure attendance of the volunteers of the said training. ©. As part of quality assurance measures, the ACTs should submit schedule of the training for the RPMO to visit to quality check the said trainings. d. Submit proceedings, issues and concems of the said training for proper action . Disbursement of Grant funds as per Disbursement Target. 4. 1 Tranche RFR should be received not later than 10 days after the conduct of the MIBF-PDPRA, per timeline, itis expected that all 1” RFRs should be in by October 2012. b. Target for release of Grant Fund is November 2012, and consequently start the Sub-Project Implementation, }. Tighten Fiduciary Control of Project Funds. The Area Coordinating Team is encouraged to come up with necessary fiduciary control to suit the existing situation in the area, the following are some controls necessary to put in place. ‘a. PO should be reviewed by Area Coordinating Team (ACT) prior to issuance by the community. b. Conducting surprise site validation. ©. Conduct Community Audit using the existing tool provide Finance Manual 4. Ensure DVs undergo fiduciary review. ‘Submission of Reports on TIME. Delayed reports from the Area Coordinating Team would necessitate the FO to hold salary of staff responsible, since reports is the most concrete output to support the accomplishment claimed by the staff. the Communitydepartment of Social Welfare and Development ‘ALAHI CIDSS Project {LOSING OF ACCOUNTS TARGETS (2nd Semester) ay CLOSING oF accounts STATUS JULY - DECEMBER 2012 TARGET CLOSING OF ACCOUNT Source Province Municipay —_Medatyiciaatteaion cle of Community Closed Accounts 1 sytney duly—=—sAugust—Septomber October November December ‘Accounts ‘lune 30,2012, 616 * con 0 « m1 o ae 2 VBA Eanlem Samar Herman “eNew Murcpaltios 2 " ° " ‘0 1 \BAF Norte Sema Palapag 1 New Munipastie 1 8 a 10 0 VBAF —Norber Samar Palapag “14° New Muri 7 ° 1" ” foc Samar eran Guaramtoes Muncpalios 1 0 ° 2s 1" “ a toc Samar cancers Guarantees Muncipaiies 2 ° 2 3 a 2 foc Samar Matoguinao Guarantees Muicipaiies 1 “ ° 4 “ tec Samar Motor CGutraninee Muicpattes 4 6 ° 18 8 foc Samar ‘San Jose deBusn Guaranted Municpaites 6 ° 5 2 a fc Samar San Sobasten GusranleesMuncipattes “ ° “ 4 foc Samar Tapaputan CGunramteod Manicipaiae 1 ‘ ° ‘ e "ec lan ccanuegayan Makamasang Togo " ° " © fcc iran Naval Makamasang Tugon 7 ° 7 7 VOAr EastemSamar Canad Makamatang Tupon 8 0 2 1 5 20 Year Eastem Samar Jpapad Makamasang Tugon 13 ° 13 2 BAF Eastom Samar San Polcapo——_-Makamasang Tugon ‘6 ° 6 6 VEAP Eatem Samar Sut Makamasang Tugon 7 ° 7 a 2 2 wc Leys 210 Makamacang Tuson ~ ° 0 18 sco Leyte sier Wakamssang Tugen 2 ° 20 2 18 aC lay ita Makamsarg Togo 26 ° 2 25 ac kaye ananga Makamasang Togo 18 ° 2 + 2 sec teye Lapaz Makamasang Tugon 0 o 30 2 8 sc tee Love Makamasang Tugon ® Q : a foc Leyte Manapig Makamasang Togon cay ° 25 1 a acc Leyte San iro Makamasang Ton 0 ° 1o 9 acc tote Tabange Mokamacang Tu920 2 ° a 8Nome SamarDepartment of Soil Welfare and Development KALAHICIDSS Projet DISBURSEMENT TARGET (2nd Semester) POLE Mec ye Mec tere mec te Mec kaye amps Moaatyientieaton ste New gin “eNews urateestancoaee orate nia curses Guin eps Gorseertnepaes Garauestanceates nanan tana Tpon nanan Teg nanan Top naman Tn tamara T Mtamaers Toe ananatan ‘oh at Acton 440000000 snc camara asmano0 e400 sayin ansaesc0 ‘ezomplabent ‘aestoeee, "eta searsamea sszrer400 sanaza00 saonasna0 angen ay ‘esse.09 srusciee0 exo sana {JULY - DECEMBER 202 OSBURSEWENT TARGET wet esenssse some ‘evtonter ——cxttmr——Novwmber reer sexuonst srsz040 ssssar78 amass atosscoensiaty arin exer Moda cmeerion acim esas ago wats anim Macatee am cation ann ate arom tances sunocnoe ecompsiret| (aac nee em ony J00Y- DECEMBER 212 ON URSEWENT TARGET me Septenoee