Name of Association: KIWABA Annex 3 – Water System

Operation and Maintenance Findings/Remarks Recommendations

Activity
Organizational
1. Registration Not updated DOLE Registration Renewal of DOLE registration
 Group registered to any
registering entity
(DOLE, SEC, CDA)
2. Accreditation Not yet LGU accredited Process LGU Accreditation
 LGU (SB) accredited
3. Roles and Responsibilities Not updated Roles and Review and amend roles and
 Duties of each officers are responsibilities responsibilities of Officers
being met
4. Meeting No regular meeting Conduct Regular Meeting
 Has regular meeting every quarter and every 3rd
Sunday of the month
Note: State how frequent
Institutional Linkage
1. O&M group is able to establish No Institutional linkage Find linkage with LGU and
linkages with other organizations other possible NGO’s for
or institutions for support source of funds
Established linkages are:
 Formal (with partnership
agreements, MOA, etc.)
 Informal
Note: please specify in the remarks
the name of the agency or partners
2. Able to access support from No support from partner local Access support for Financial
partners referred to in No. 1 government unit and office Supplies
If yes, please check all applicable
support accessed:
 Financial
 Technical Expertise
 Equipment
 Supplies
Operation
1. Policy No clear Operation Policy Update Operation Policy
With clear policy on daily
operation
2. Legal documents for operation No sanitary permit Process/Get Sanitary permit
 Updated sanitary permit from RHU

3. Action plan for disaster No action plan for disaster Make action Plan for the
• enrolled for Disaster
insurance/Officers
 Group has action plan for
disaster
Financial
1. Segregated financial management No segregated financial Put additional personnel with
duties and responsibilities management duties and segregated roles and
 Collection responsibilities responsibilities
 Cashiering
 Recording
 Audit and Inventory
2. Inventory and recoding No proper Inventory and recording Conduct of Inventory of
 Conduct of regular inventory Materials
of materials and inventory
3. Bank Account No clear signatories of existing Bank Check existing bank account
 Existing bank account with account as to the required signatories
leastthree(3) signatories
 Account signatories are not
personally related
4. Expenditures No available Disbursement vouchers, Reproduction of Disbursement
 Approved Disbursement OR and pre-numbered invoice Vouchers & Pre-
numbered Invoice
voucher for every
disbursement or substitute
 OR issued
 Pre-numbered Invoice issued
5. Books of Accounts No books of accounts Purchase Books of
 Record of collections Accounts for financial
 Record of account receivables records
 Record of expenses (cash
book)
 Record of Accounts payable
6. Financial reports No preparation of Regular Prepare Financial Reports
 Periodic Report of Income Financial reports every meeting
and Expenses
 Balance Sheet
7. Financial Control No financial control measures Conduct Regular Financial
 Conduct of regular internal Control measures
audit
 Conduct of on-the-spot cash
check
 Conduct of external audit
8. Collection efficiency No Official receipt Purchase Official receipt
 Collection mechanism with duplicate copy for
 Proof of Collection (OR/AR monthly collection of Tariff
issued for collections or
substitute) with duplicate
copy
9. Petty Cash Fund No established petty cash fund Establishment of Petty cash
 With available petty cash Fund
fund
Physical and Technical

1. Intake Box/Source NA NA
▪ Walls, Top Slab &
Foundation
▪ Pipe Fittings; Over Flow,
Valves
▪ Perimeter Diversion
canal
▪ Perimeter fence
▪ Tree planting within the
Surcharge Area
2. Reservoir Presence of leaks in the reservoir Repair / patching of leaks
▪ Walls, Top Slab &
Foundation
▪ Pipe Fittings; Over Flow,
Valves, Vents
▪ Perimeter Diversion canal
▪ Perimeter fence
3. Pipelines (Transmission & Leaking and defective distribution Repair of leaking and
Distribution) lines defective Pipelines
▪ Exposure/Soil covering
for HDPE & uPVC pipeline,
Supports and fittings for
GI Pipes,
▪ Presence of Leaks and
other defects.

4. Tap Stand NA NA
▪ Stability of pedestal
▪ Condition of Faucets
▪ Stability of Concrete flat
form
▪ Diversion canal
▪ Flow of Water supply
5. Others, specify Presence of New water source
 Resurvey of new source Survey new spring as proposed
as new water source
 New Reservoir Propose to make new reservoir Make new reservoir from
surveyed source

 Apply for potability test Propose potability test for the new Conduct potability test
source