MINUTES OF THE MEETING

Date: May 30, 2013

Time Started: 9: 45 am
Time Ended: 11: 45 am
Venue: Assistant Regional Director Office
Attendees:
Assistant Regional Project Coordinator
PDO For Cash Card
Financial Analyst II for Payout
Financial Analyst II for Liquidation
Financial Analyst I for Payout
Senior Bookkeeper for Liquidation
Senior Bookkeeper for Payout
Senior Bookkeeper for Liquidation and Cash Card
( Liaison)
Senior Bookkeeper for Cash Card
Municipal Roving Bookkeeper North Cotabato
Municipal Roving Bookkeeper South Cotabato
Municipal Roving Bookkeeper Sarangani
Municipal Roving Bookkeeper Sultan Kudarat
Municipal Roving Bookkeeper South Cotabato

AMOR DIVINA
PALESTERIO
JELFAH DERASAMUN
JAMIL ABAS ASIM
SARAH JANE N. UNTONG
RAIDAH M. BANTOG
MAHARLIKA DUBLIN
HARIZA D. ESMAEL
ALPHA JOY SALCEDO
FLORA MAY OFONG
GLEND JAY MACUHA
APRIL JOY BORERES
MOHAMMAD
MAROHOMBSAR
HASSANADIN TAHIR
SUHARTO MAMBAK

Presider: Jamil A. Asim, FA II Payout

Agendas:
a.
b.
c.
d.
e.
f.
g.
h.
i.

Calendar of Activities
Printing of Acknowledgement Receipt
Schedule of OTC payments
Unpaid Acknowledgement Receipts (consolidation)
Tentative and final schedule concerning Modified Cash Card Transfer
Flow of reporting ( Bottom to Top)
Cash Card
Issues and concerns
Others

A. CALENDAR OF ACTIVITIES

All MRBs have already prepared their own calendar of activities for the
month of June 2013 to be consolidated and to be submitted to Mrs.
Evelyn Pinongcos, CPA, MPA for approval.
These schedules will be referred to the PCOs and Municipal Links of each
respective MRBs.

B. Printing of Acknowledgement Receipt

There must be 1 week allotment for the printing of ARs of all
municipalities and cities.
Two printers are available and additional toner is needed to accommodate
all the printings.
Additional 100 reams of bond papers are needed to enable to print the
unprinted Retros, P1 ARs (additional), late registrations and other
purposes.

C. Schedule of OTC Payments

Schedules have been assigned by MRBs in-line with their Calendar of
Activities.
Additional
On June 10 15, 2013, a spot check will be conducted and various sister
organization (e.g. World Bank) will witness such actual OTC payments.
Target spot check places are as follows:
o Lake Sebu and Tantangan
South Cotabato
o Lutayan
Sultan Kudarat
o Malaptan
Saranggani Province
o Arakan and Mlang
North Cotabato
Note: All areas are subjected for changes if there are still no schedules
available. An optional schedule will be organized by MRBs if such
schedule were not prepared ahead of time.
D. Unpaid Acknowledgement Receipts (consolidation)
There must be a prepared tentative list of Unpaid ARs.
Unpaid ARs will be separated in a folder.

E. Tentative and Final Schedule which includes the MCCT

Modified Cash Card Transfer for FNSP and EACP must be checked if such
schedules are not available on time, thus, must be rescheduled and
finalized.

F. Flow of reporting ( Bottom to Top)

MRBs SB FA IFA IILiquidation

Note: This flow must be followed in order that reports can be transmitted on
time. Any problem that happen, then such personnel can be called in
attention.
Additional:
A strategy has been relayed by Mr. Suharto T. Mambak concerning
such preparation.
Always follow up ARs. And after payout, get the unhighlighted names
which to be considered the unpaid and to be compared to the
remaining ARs to find out discrepancies.
G. Cash Card
Latest LBP forms are encoded already but the approved LBP forms are
Batch 1 and Batch 2 only.

H. Issues and concerns

1. NEW SETS
Additional set has been approved Set 7 this set will be released for
upcoming OTC payments.
2. DEADLINES not met

Delayed submission of reports from PHILPOST

Is there deadline for submission of unpaid? There should be
remarks ex. rescheduling, conversion, coa findings and others.

3. Cash Card

Discrepancy on LBP forms

No transmittal has been passed upon submission from
fieldworkers submitting LBP Forms
LBP Forms submitted must be organized alphabetically and per
barangay

A Deadline must be set for submission of cash cards to avoid

late processing

There must be a tracker in case there are loads of LBP Forms to

process and may also require encoder to help out
Unmatched spelling of names of beneficiaries in LBP Form and in
their IDs
Lost / stolen cash card must be reported out rightly
A list of claimed cash cards must be maintained in case PLs
require Finance to give out the list. However, the bank only gives
list of unclaimed cash cards. Thus, preparation of list of claimed
must be initiated by the Cash Card Team

Suggestions:
o
o

o
o
o
o

o
o

Upon registration, IDs must be processed and corrected

right there and then
During cluster meeting, MRBs must attend to raise
suggestions, in this case the inclusion of ID processing in
the community assembly
Every meeting, presence of Cash Card staff must be seen
to address issues and concerns regarding cash cards
Suggested ratio is 1:500, 1 ML for 500 beneficiaries.
Therefore, additional MLs must be needed.
Written guidelines / policy for cash card concerns must be
provided to the cash grants team
A suggestion to put up or organize a cash management
seminar for processing of cash cards, issues about lost
and stolen and etc.
An affidavit of lost is needed whenever there is a report of
lost or stolen card
There must be tracking for the following:
Discrepancy
Lost and stolen
Cash card processing
Newly registered
Other

j. Others
New Duties and Responsibilities regarding cash card processing
BDMB

Change grantee

PDO

Newly registered and CC processing

MRB
CC

Lost and stolen CC, issues and concerns regarding