· '

Republicof the . IppinesGeneral Santos CityOFFICEOF THE SANGGUNIANG PANLUNGSOO

---=============---==~----- ---EXCERPT FROM THE MINUTES OF THE 63RD REGULAR SESSION OF THE 18THSANGGUNIANG PANLUNGSOD, crrv OF GENERALSANTOS, HELD AT THE SANGGUNIANGPANLUNGSODSESSION HALL ON TUESDAY, NOVEMBER21, 2017.

PRESENT:

Hon. Shirlyn L. Bafias-NoqralesHon. Elizabeth B. BagonocHon. Alberto D. PacquiaoHon. Rosalita T. NunezHon. Jose Orlando R. AcharonHon. Dominador S. Lagare, Jr.Hon. Shandee Theresa O. l.lido-PestafioHon. Jose Edmar J. YumangHon. Vandyke B. CongsonHon. Lourdes F. CasabuenaHon. Ramon R. MellizaHon. Brix T. Tan

ABSENT:

Hon. Franklin M. Gacal, Jr.

City Vice Mayor & Presiding OfficerCity CouncilorCity CouncilorCity CouncilorCity CouncilorCity CouncilorCity CouncilorCity CouncilorCity CouncilorCity CouncilorCity CouncilorCity Councilor

City Councilor (OL)

WHEREAS, the Sanggunianng Panlungsod stands at the helm of reinventing thehistorical significance of General Santos City, so it is determined to preserve all of theCity's artifacts and cultural heritage, including the records comprising the significant workoutputs of every Department in the Local Government Unit (LGU);

WHEREAS, the current reforms in government service have accorded this CityCouncil an impetus to value such records by incorporating them in the City's repository ofgeneral information, thereby highlighting these work outputs as both historical andintellectual legacies of the LGU's performance of its duties;

WHEREAS, the enduring significance of these LGU work outputs, which contain awide range of data and subjects relating to public sector governance, further motivatesthis Sanggunian to accomplish this initiative under the rationale of providing the generalpublic easy access to information, thus envisioning a vast flow of knowledge and learningexperience that would promote intellectual growth and development to the City populace;

WHEREAS, this innovation to make the general public appreciate these workoutputs will not only reaffirm the LGU's vital role in the City's development but it wouldalso place an inviolable impression to the present and future generations of Cityconstituents;

Ordinance No.55, Series of 2017 Page 1

www.spgensantos.ph 083.552.9692

WHEREAS, Section 7, Article III of the 1987 Philippine Constitution warrants theright of the Filipino people access to official records, and to documents and paperspertaining to official acts, transactions, or decisions, as well as to government researchdata used as basis for policy development, subject to limitations as may be provided bypertinent existing laws;

WHEREAS, Section 2, Article I of Republic Act No. 9470, otherwise known as the"National Archives of the Philippines Act of 2007", inter alia, provides that "The State shallgive utmost priority for the safeguard, protection and preservation of its public documentsand records, not only as fundamental instruments for efficient and effective governancebut also as essential tools for the preservation of the country's history and culturalmemory";

NOW THEREFORE, on motion of City Councilor Shandee Theresa O. tlldo-Pestafiofor joint sponsorship, duly seconded by City Councilors Elizabeth B. Bagonoc, Alberto D.Pacquiao,JoseOrlando R. Acharon and Jose EdmarJ. Yumang , be it-

RESOLVEDas it is hereby resolved, to enact this Ordinance:

ORDINANCE NO. 55Seriesof 2017

AN ORDINANCE INSTITUTIONALIZING THE SIGNIFICANT WORK OUTPUTS OF ALLDEPARTMENTSOF THE CITY GOVERNMENTOF GENERALSANTOSAS PARTOF THEGENSANHISTORYCORNERPUBLICATIONANDDEPOSITORYOFGENERALINFORMATIONOF THE CITY LIBRARY,PROVIDINGPOLICIESAND GUIDELINESTHEREFOR,AND FOROTHERPURPOSES

HON. SHIRLYN L. BANAS-NOGRALES - AUTHORHON. ELIZABETH B. BAGONOC, HON. SHANDEETHERESA O. LLIDO-PESTANO

& HON. LOURDES F. CASABUENA - CO-AUTHORSJOINT SPONSORSHIP

Be it enacted by the SangguniangPanlungsodof GeneralSantos City that:

Section 1. Short Title. - This Ordinance shall be concisely known as the "GeneralSantosCity Government Work Output Institution Ordinance";

Section 2. Definition of Terms. - As used in this Ordinance, and with reference tothe Implementing Rules and Regulations of Republic Act No. 9470, otherwise known asthe National Archives of the Philippines Act of 2007, the following terms are herebydefined:

a.) Records - refer to information, whether in its original form or otherwise,including documents, Signatures, seals, texts, images, sounds, speeches,or data compiled, recorded, or stored, as the casemay be:

(i) In written form on any material;

(ii) On film, negative, tape or other medium so as to be capable of beingreproduced; or

Ordinance No.55, Series of 2017 Page 2

(iii) By means of any recording device or process, computer or otherelectronic device or process.

b.) Public records - refer to all documents, files or pieces of information thatare not considered confidential and generally pertain to the conduct of thelocal governance.

c.) Local government archives - refer to local government records that havebeen collected by the controlling LGUthat served as historical evidences inthe performance of its duties.

d.) Protected records - refer to local government records containing data thatare important from economic, social, political, legal, national security,SCientific,cultural, technological or other aspects, which are indispensablefor the research of historical past, for becoming acquainted with andunderstanding it, and/or for the continuous fulfillment of public duties andthe realization of citizens' rights, which are not or only partially availablefrom other sources.

e.) Restricted access record - refers to records which access have beenrestricted because there exists a legal impediment and/or standard oradvice issued by the Executive Director/Head of Office that requires suchpublic records to be withheld from public access.

f.) Vital records - refer to records containing information essential for:emergency operation during a disaster; the resumption and/or continuationof operations; the re-establishment of the legal, financial and/or functionalstatus of the organization; and the determination of the rights andobligations of individuals and corporate bodies with respect to theorganization.

g.) Information - refers to any record, document, paper, report, letter,contract, minutes and transcript of official meeting, map, book,photograph, data, research material, film, sound and video recording,magnetic or other tape, electronic data, computer-stored data, or anyother like or similar data or material recorded, stored or archived inwhatever format, whether offline or online, which is made, received, orkept in or under the control and custody of any government officepursuant to law, executive order, and rules and regulations or inconnection with the performance or transaction of official business by anygovernment office.

h.) Controlling local government - refers to The LGU that has custody andcontrol over the local government records.

L) Legal size paper - refers to 8.5 x 13.0 inches size book paper.

Section 3. Declaration of Policy. - The City Government values all significant workoutputs of the various departments and offices of the Local Government Unit of GeneralSantos City. These work outputs in book form represent the collective efforts of variousLGU administrations; they are the comprehensive source of information from allcontributing components of the public sector workforce and governance. Institutionalizingthese work outputs will provide the general public easy access of information orknowledge vital to the intellectual growth and development of the City populace. Thus, itis hereby declared the policy of the City Government to institutionalize such work outputs

Ordinance No.55, Series of 2017 Page 3

as an essential part of the Gensan History Corner and depository of general information ofthe City Library.

Section 4. Objectives. - This Ordinance shall have the following objectives:

a.) To provide a depository of general information relating to everyDepartment's functions and achievements under the Local Government Unit (LGU)of GeneralSantosCity for the general public's easy accessof information;

b.) To revive the general public's appreciation of the LGU'simportant role inthe historical growth and development of the City;

c.)To enhance public awareness on the local government's achievements,visions and missions in the furtherance of good governance;

d.) To foster the LGU'Stransparency and amiable approach in the deliveryof basicservices to the people;

f.) To provide further motivation to LGUemployees comprising the variousDepartments of the City Government in the performance of their duties andfunctions, pursuant to CSC Memorandum Circular No. 06, Series of 2012, re:Guidelines in the Establishment and Implementation of Agency StrategicPerformance Management System (SPMS), which provides, among others: Iteml(d) of the Joint Resolution No. 4 (Governing Principles of the ModifiedCompensation and Position Classification System and Base Pay Schedule of theGovernment) of the Congressof the Philippines, states that "a performance-basedincentive scheme which integrates personnel and organizational performance shallbe established to reward exemplary civil servants and well performing institutions. "

e.) To promote the value of good governance as a key to sustainablegrowth and development of the City; and

Section 5. Mandate. - All City Government Departments, under their respectiveDepartment Heads and personnel, are hereby mandated to facilitate the formulation andpreparation of their significant work outputs, or a compendium of them, corresponding totheir departments' functions, duties and responsibilities that have a substantial impact andrelevance to the lives of the constituents, and to the City's overall development, pursuantto Section 16, or the GeneralWelfare Clauseof the LocalGovernment Codeof 1991.

As such, it shall be prepared and accomplished in conformity with the form andcontents detailed in Section 7 hereof, and shall be submitted to the City Public Library­GensanHistory Corner within the time frame fixed under Section 11 of this Ordinance.

Considering that this paper work is a collaborative effort of the Officials andemployees of the LGUDepartments, its preparation and accomplishment shall hereby setthe basesfor its inclusion/incorporation and alignment in the performance targets of theirDepartment Performanceand Commitment Review (DPCR),under the concept of StrategicPerformanceManagementSystem (SPMS)of the Civil ServiceCommission(CSC).

Section 6. Coverage. - This Ordinance shall cover all significant work outputs ofthe General Santos City LGU: the Departments and sub-offices under the Executive andLegislative Branch. As such, it shall also include the significant work outputs of othernational government agencies closely involved in the LGU'soperation:

Ordinance No.55, Series of 2017 Page 4

a. City Economy, Treasury, Tax Collection, City Accounting, Auditing,Budgeting;

b. Education, Public Schools, Technology, Computer/Digital Literacy, ICTs;

c. Local Governance, Executive Agenda, City Administration, ExecutiveManagement, Community Relations, Barangay Organizations, CulturalCommunities, Domestic/ Foreign Relations;

d. Economic Management, Cooperatives, Tourism and Business/LivelihoodPromotions, Social Economics;

e. Human Resource Management/Development, City GovernmentEmployees Welfare, Civil Service Reforms;

f. Real Estate, Public and Private Lands, Titling;

g. Local Civil Registration, Birth and Death Statistics;

h. City General Services, LGU logistics involving public service;

i. Environment/Climate Change Mitigation, Waste Management andDisposal;

j. Public Health, Disease Prevention, Awareness and Control, HealthServices;

k. Agriculture; Agronomy/Animal SCience, Food Production, Food Security,Public Markets;

I. Social Welfare, Social Problems Alleviation, Children's Welfare, SeniorCitizens, Indigenous Peoples (IPs) concerns, PWDs Welfare and familywelfare;

m. Public Security, Safety and Disaster Risks Reduction/Mitigation;

n. Public Transport, Traffic Rules/Regulations/Franchises/TransportNetwork Vehicle Services (TNVS) and Transportation NetworkCompanies (TNCs);

o. City Planning, Urban Development, Urban Sprawl;

p. Engineering; Public Buildings, Infrastructure Projects, Energy/PowerSupply and Security;

q. Housing and Land Use Management;

r. City Population Management, Gender Sensitivity/Equality;

s. City Legal Services, Laws benefiting City and public interest;

t. Local Legislation, Legislative Agenda; landmark legislations,Ordinances/laws promoting public interest, socio-economic stability,culture and history.

Ordinance No.55, Series of 2017 Page 5

_'

Section 7. Form and Content - Every Department of the LGU shall present itssignificant work outputs: Accomplishment Report, Research Paper, Study, Treatise, or acompendium of any paper work with educational value deserving publication, inconformity with the following:

a.) Hard bound book form that shall accommodate/fit a legal size book paper;

b.) Front cover of the book labeledwith the following:

b.l.) First Line: "Anthology of Significant Work Outputsb.2.) Second Line: LGUDepartmentb.3.) Third Line: (Functional Code) (mav be optional)bA.) Fourth Line: Edition Year.With copyright dateb.5.) Fifth Line: (Subject to Style)

c.) Inside pages should be in white book paper, legal size, at least substance20;

d.) It shall contain an Introduction/Overview/Abstract, Table of Contents, Messageof the Department Head, Acknowledgement, the main manuscript, andconcluding notes;

e.) The content of the main manuscript should fit with the Mandate expressedunder Section 5 hereof;

f.) Inclusion of pictures, illustrations, diagrams, graphs is highly recommended inthe inside pages of the book, (so as to impress a "professional touch" regularlypracticed in book publishing);

g.) Book Cover shall be color coded by Department, specified under Section 8hereof; (the combined use of photography, artistic font deslqn/concept, orpicture/abstract design are also recommended to create distinctiveness withsuch professional touch;

h.) Digital copy of the LGU significant work outputs is also recommended, inpursuance to Republic Act No. 8792, otherwise known as the "ElectronicCommerceAct of 2000", for viable webpaqe/webslte publication;

L) Other national government offices or agencies shall retain their respectiveofficial form/style or pattern of documentation.

The need to consult resource persons, experts, authorities on specific fields of studyor interest in order to obtain expert opinions, evaluations, or recommendations on suchsignificant work outputs shall be the prerogative of every LGUDepartment.

Section 8. Color Coding. - To emphasize distinction and ease of identification, thefollowing color codes shall be assiqned:

DEPARTMENT COLOR DEPARTMENT COLOR1. City Mayor's YELLOW 14. CityAssessor'sOffice BLACKOffice2. City AMBER 15. WasteManagement BROWNAdministrator's OfficeOffice3. Sangguniang RED 16. City Environment & MOSSPanlungsod Natural ResourcesOffice GREEN

Ordinance No.55, Series of 2017 Page 6

4. Human Resource MAROON 17. Local Civil Registrar FUCHSIAManagement& PINKDevelopment Office5. City Planning and LIGHT 18. City Legal Office NAVYBLUEDevelopment Office GREEN6. City Economic RUBY 19. City Housing& Land CYANManagement& Management OfficeCooperativeDevelopment Office7. CityAccounting MAGENTA 20. City Engineers Office ORANGEOffice8. City Treasurers GOLD 21. Office of the Building METALLICOffice Official SILVER9. City Budget Office GRAY 22. City Health Office LUMINOUS

GREEN10. City Internal DARKBLUE 23. Dr. Jorge P. Royeca INDIGOAudit Services Hospital11. City General LIGHTBLUE 24. City Population TEALServicesOffice Management Office12. City Veterinarian OPAL 25. CitySocial Welfare& VIOLETOffice Development Office13. CityAgriculturist DARKOffice GREEN

Section 9. Role of the City Librarian. - The Head of the City Library, under thedirect control of the City Vice-Mayor, shall act as the custodian and shall perform thefunction as a "controlling local government" in receiving, cataloging, maintaining andsafekeepingof each department's Significant Work Outputs, to be placed in the designatedarea of the Gensan History Corner. The entire submitted work outputs of the variousdepartments shall become a component of the "local government archives" of the City.

The HRMDOshall act as the "coordinator" to all participating LGUDepartments withregard to the accomplishment and submissionof this project.

Section 10. Scope Limitation. - Limitation shall be applied to the following recordsand information which entail regulated accessto the public, pursuant to RepublicAct No.10173, otherwise known as the "Data PrivacyAct of 2012" and its Implementing RulesandRegulations (IRR), and RepublicAct No. 9470, otherwise known as the "National Archivesof the PhilippinesAct of 2007" and its Implementing Rulesand Regulations:

a.) RestrictedAccessRecords;b.) Protected records; andc.)Vital Records

Exceptionsof information and records inclusion shall further be observed by all LGUDepartments, pursuant to the pertinent provisions of Executive Order No. 02, Series of2016, particularly Section 4 and Section 7 thereof.

Section 11. Implementation Time Frame. - The implementation and submission ofthis Significant Work Outputs of GSC-LGUDepartments shall hold a period of two (2)years, commencing upon the enactment of this Ordinance. The institutionalization of thisLGU work outputs shall be a continuing endeavor of all Departments of the CityGovernment.

Ordinance No.55, Series of 2017 Page 7

Section 12. Updating. - After the opening publication of each LGUsignificant workoutputs, there shall be an updating system preferably every year, provided the need sodemands, thru an almanac type of periodical to be submitted by the LGUDepartment andmaintained by the City Librarian. This is to compensate the speeding pace of the"Information Age" that has empowered the present generation to access new trends ofinformation quickly at their fingertips.

Section 13. Awards and Special Citation. - In order to boost dynamic participationand competitiveness of all LGU Departments, there shall be a program for Awards andSpecial Citations to deserving Departments based on their submitted work outputs'content and presentation. The HRMDO, (particularly Program on Awards and Incentivesfor Service Excellence (PRAISE)Committee, and such other relevant Executive Orders,shall formulate guidelines setting the criteria for adjudging winners; a panel of judges shallalso be designated for the purpose.

As such, all winning Departments shall be given due recognition during a specifiedSPRegularor SpecialSession.

Section 14. Repealing Clause. - All previous ordinances, rules and regulationsinconsistentwith this Ordinance shall be deemed repealed or modified accordingly.

Section 15. Separability Clause. If for any reason any part or provision of thisOrdinance shall be held unconstitutional or invalid, the other provisions hereof which arenot affected thereby shall continue to be valid and in effect.

Section 16. Effectivity. - This Ordinance shall take effect fifteen (15) days after itspublication in a newspaper of general circulation within the City.

Enacted by the is" Sangguniang Panlungsod,City of General Santos, on its 63rd

RegularSessionheld on November 21, 2017.

CERTIFIEDCORRECT:

ATTY. ROSENDO A. ROQUESecretaryto the Sanggunian

ATIESTEDBY:

~~-~.....--ySHIRL YN L. BANCityVice-Mayorand PresidingOfficer

Approvedby HisHonor, the City Mayoron D~C4;"TY\t>f"Y'! Itl ,2017.

RONNEL C. RIVCity Mayor

Ordinance No.55, Series of 2017 Page 8