Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT DILG-NAPOLCOM Center, EDSA comer Quezon Avenue, West Triangle, Quezon City expo dig gov ph 2017 PEACE AND ORDER COUNCILS (POCs) PERFORMANCE AUDIT AND INCENTIVES Memorandum Circular No. 1.0 Background/Prefatory Statement/Purpose The Philippine Development Plan (PDP) 2017-2022 embodies the long-term aspirations of the Filipinos. It follows the pillars of Malasakit, Pagbabago at Patuloy na Pag-unlad, that will lay a solid foundation to the Administrations development thrusts of inclusive growth, a high-thrust society, and a globally competitive economy. These pillars should be supported by a solid foundation of peace, security, public order and safety. Further, Subsector Outcome 2, Chapter 18: Ensuring Security, Public Order and Safety, of the PDP, encourages collaboration among Local Government Units (LGUs), law enforcement and the local community to effectively maintain peace and order. It exemplifies the holistic approach in addressing criminality and illegal drugs thru empowering communities by increasing their capacity to address conflict and reduce their vulnerabilities and strengthening government peace and development institutions and mechanisms to increase their responsiveness to peace, conflict, and security issues. Peace and Order Councils (POCs) is a government's platform for stronger collaboration between the LGU, law enforcement and community, to fight criminality, illegal drugs, insurgency and violent extremism. It institutionalizes harmony and enabling environment amongst its members to effectively implement peace and order and public safety activities that promote volunteerism in the community and intensifies advocacy and preventive education. To ensure POCs efficiently perform their task, it is imperative for the Department to conduct a performance audit and assessment, having the most performing POCs based on the results of the audit, shall be incentivized accordingly. 2.0 Scope/Coverage The policy shall cover: * 17 Regional POCs, 81 Provincial POCs, 145 City POCs and 1489 Municipal POCs which shall be subjected to the performance audit and incentives; «All Regional and sub-regional DILG offices (POC Secretariat) who are primarily involved in the implementation of the performance audit; * Bureau of Local Government Supervision - Policy Compliance Monitoring Division as the over-all lead in the implementation of the POC performance audit and incentives.3.0 Policy Content and Guidelines at) Audit Criteria The performance audit process shall be guided by the following pillars: 32) 3.1.1 Organization - POCs should conform to the prescribed membership of Executive Order No. 773, s., of 2009 titled, Further Reorganizing Peace and Order Councils, and other provisions as set by the said EO. 3.1.2 Meetings - pursuant to the DILG Memorandum Circular No. 2015-130, on the Guidelines on the Functions of the Peace and Order Council (POC), Barangay Peace and Order Committee (BPOC) and Peace and Order Council Secretariat, POCs must convene the council quarterly, or as often as needed. 3.1.3 Policies, Plan and Budget - pursuant to the DILG Memorandum ‘ular No, 2015-128, on the Guidelines on the Formulation of the Peace and Order and Public Safety Plan (POPS Plan), all POCs shall formulate a 3-year term based plan which consist of programs and activities on peace and order and public safety, following the prescribed format of the POPS Planning Guidebook which operationalizes the said Memorandum Circular. And allocation of a substantial portion of their respective annual budgets to assist in or enhance enforcement of anti-illegal drug activities, giving priority to preventive or educational programs and the rehabilitations or treatment of drug dependents. 3.1.4 Reports - in accordance to the DILG MC No. 2015-130 and DILG MC No. 2017-67, all POCs shall submit accomplishment reports through the Peace and Order and Public Safety Plan Policy Compliance Monitoring System (POPSP-PCMS). 3.1.5 Innovations - this pillar recognizes the best practices and innovative programs initiated by the LGU that have significantly contributed to the maintenance of peace and order in their respective localities. Audit Pre-requisites: Tools, Structures, Compositions and Mechanism The following tools and structures shall be used and followed during the performance audit process: 3.2.1 Tools - only the prescribed forms shall be used in documenting the results and observation during the audit process. a. Form A shall be used during the 1* level of audit (RAT and PAT); b. Form B shall be used during the Final level of audit;33 3.4 c, Technical Guidenotes (Annex A) of the audit teams, and shall be used during the whole duration of the performance audit. 3.2.2 Structures and Compositions ‘a. Regional Audit Teams (RAT) and Provincial Audit Teams (PAT), to be organized by the Regional and Provincial POC Secretariat, shall be composed of representatives from the POC Secretariat, Philippine National Police (PNP), Philippine Drug Enforcement Agency (PDEA), Bureau of Fire (BFP), Bureau of Jail Management and Penology (BJMP), Armed Forces of the Philippines (AFP), DILG Regional and Provincial Planning and Budgeting Offices, and three (3) representatives from the Civil Society Organizations (CSO); b. National Audit Team (NAT), to be organized by BLGS, composed of the members as stated above. 3.2.3 Mechanism ‘a. PAT shall audit all Municipal and Component City POCs within their respective areas of jurisdiction; b. RAT shall audit all Provincial, Highly Urbanize City and Independent Component City POCs within their respective areas of jurisdiction; c. NAT shall audit RPOCs; Participation of and support to Partners. The POC performance audit is a collaborative effort with National Government Agencies (NGAs) and CSOs to ensure the integrity of the audit process and its results. Therefore, honorarium and travel expenses, whichever is appropriate, shall be provided subject to the availability of funds and the usual accounting and auditing rules and regulations. Phases of Implementation, Indicative Schedule and Responsibilities. 3.4.1 1% Level of Audit: National, Regional and Provincial ‘Assessment Teams, Data Gathering, Checklist, List of 1* level passers/compliant and non-compliant ‘a. National, Regional and Provincial Audit Team — shall conduct the 1* level of audit using Form 1 with their respective POCs; b. Data Gathering - each POC shall ensure the availability and accessibility of data particularly to the Regional/Provincial/City/Municipal POC Secretariat who shall be responsible in data gathering for the performance audit to be submitted to the audit teams; c. POCs shall have be required of all the documents listed in Form 1, failure to provide the documents shall be considered as non-passer/compliant;3.5 d. After the 1* level audit, the RAT and PAT shall submit the list of the 1* level passers/compliant and non-com| the NAT for information and reference. A consolidated Form Ashall also be submitted to the NAT; e. Results of the National Audit for RPOCs shall be announced the same time as the PPOC and C/MPOC passer/compliant announcement. 3.4.2 Final Level of Audit: 60 Points Passing Rate, List of Passers a. National, Regional and Provincial Audit Team - shall conduct the 2% level of audit using Form 2 with their respective POCs; b. After the 2" level audit, the RAT and PAT shall submit the list of the 2% level passers and non-compliant using the Form B with their respective documents to the NAT for information, reference and documentation; ¢. POC’s gathering 60 points shall be the passing rate of the 24 level audit; d. RAT and PAT shall endorse the list of passers to the NAT using Form C; e. As a result of this audit, a final list of passer shall be endorsed and submitted the NAT using Form C; 3.4.3 Presentation Passers: Indorsement, Approval, Compliance Certificate and Announcement a. Based on the results of the audit assessment teams, the final list of passers shall be consolidated by the NAT; b. Once the list is finalized, the list with the compliance certificates shall be indorse, for approval, to the Secretary of Interior and Local Government thru the Undersecretary for Peace and Order and Undersecretary for Local Government. The signed documents shall be the official list of Performing POCs for 2017, having the compliance certificate as a testament to their performance; c. The list of passers shall be published in the DILG Official Website, and shall also be communicated to the DILG Regional Offices (DILG-RO) for dissemination d. Non-passer shall be recommended for appropriate intervention and legal action. Incentives Financial incentives shall be given to the Best POCs and POC Secretariats in recognition for their excellent performance in maintaining peace and order in their respective localities through efficient and effective implementation of POPS Plans and innovative programs in preventing and countering criminality, illegal drugs, insurgency and violent extremism.3.5.1 3.5.2 3.5.4 Clustering of Awardees ~ there shall be one (1) winner for POC and POC Secretariat for the following clusters: Cluster A - 1" ~ 3° Class Municipalities; Cluster B - 4" - 6 Class Municipalities; Cluster C - HUCs and ICC: Cluster D - Component Cities; Cluster E - Provinces; Cluster F - Regions; reaogse All awardees per cluster shall be given a corresponding financial assistance to fund their local peace and order and public safety initiatives. Determination of the Nominees and Awardees The assessment process for the incentives is done after the performance audit process. Based on the Form C submitted by the RAT and PAT to the NAT, the National Audit Team shall consider the top 3 per cluster, per region indicated in the said form, as the nominees for validation. a. Validation - the NAT shall validate all submitted documents of the nominees; b. Calibration - as the result of the validation, the NAT shall determine the winners per cluster. The winners per cluster shall be presented to the RAT and PAT for deliberation c. Presentation of Awardees ~ the awardees shall be indorsed, for approval, to the Secretary of Interior and Local Government thru the Undersecretary for Peace and Order and Undersecretary for Local Government; d. Incase of tie, the NAT shall further validate the assessment results to determine the winner for each cluster; The decision of the NAT in all levels is final and executory;, ‘An awarding ceremony shall be conducted in recognition of the Best POC and POC Secretariat for the CY 2017. mo Financial Assistance for the awardees: A total of Eleven Million Pesos (Php 11,000,000.00) shall be given to the awardees for each cluster. Clu POC POC Secretariat Cluster A__| _ 1,000,000.00 _ 500,000.00 Cluster 8 | _1,000,000.00 ‘500,000.00 ——ClusterC | _1,500,000.00 | 500,000.00 __| Cluster D 1,000,000.00 500,000.00 Cluster 1,500,000.00 500,000.00 Cluster F_ 2,000,000.00 500,000.004.0 6.0 Forms (Annex B) Form 1 - Document Checklist for the 1* Level Audit Form 2.A - Audit Criteria for Regions Form 2.B - Audit Criteria for Provinces, Cities and Municipalities Form A - Consolidated Report on the 1* Level Assessment. Form B - Consolidated Report on the 2" level assessment Form C - List of Passers in ranking Form D - Final list of Passers Form E - List of Top Passers to be assessed for incentives Effectivity This Memorandum Circular shall take effect immediately. Approving Authority EDUARDO M. ANO Officer-in-Chargefg?) DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT {fotig}) rocrewonuance avr ano mes wee) Techical Gubenres CY 2017 1. Organization/Creation |. ofthe POC a. Conformed with the prescribed members of 1. Executive Order 5 5 5 E0773 2. Minutes of the Members: | Meeting © Chairman - Governor/Mayor 3. POC Resolution ‘© V-Chair - Vice-Governor/ Vice-Mayor confirming the Sangguniang NGOs Panlalawigan/Panglungsod/Pangbayan ‘© 3 Representatives from the Private Sector (appointed by the chair, in the case of Province it shall have the approval of the Commander of the Infantry Division and RD of PNP; In the case of City/Mun the reps shall have “appropriate security clearances of the organization”) ‘¢ Representatives from NSC, ES, DFA, DND, DOJ, DA, DAR, DPWH, DSWD, DOH, DTI, DOTC, DEPED, DENR, PRESS SECRETARY, DDB, NCIP, OPAPP, PMS, PIA, PAGG, AFP, PNP, NBI, wherever applicable 2 POPS Planning Executive Order NA 5 3 Technical Working |DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT ‘POC PERFORMANCE AUDIT AND INCENTIVES ‘Technical Guidenotes, CY 2017 Group creation thru EO. 3. Creation of Special Executive Order 2 2 2 Action Committees/ Sub-committees 4. Creation of Internal ‘a. Physical presence of the ISO Center Minutes of the Meetings 2 NA NA Security Operations (ISO) Center TOTAL 10 10 10 1. Quarterly Conduct of |__ a. No. of regular meetings conducted Pictures 10 (25 each) | 10@5 each) | 1025 each) POC Meetings ’b._Attendance sheet “Attendance sheets 2(O5 each) | 2 Seach) | 205each) c._ Notice of Meeting/Agenda ‘3(0.75 each) | 3(075 each) | 3(0.75 each) d._ Minutes of the meeting duly signed by the (US each) | 5 (iSeach) | 5 (1S each) Head if the Secretariat and attested by the LPOC Chair No. of Resolutions Resolutions duly signed 1 1 1 Passed be and attested 2 2 2 c._7-10 resolutions passed 3 3 3 d.__11-13 resolutions passed 4 4 4 e._14- above resolutions passed 5 5 5 2. Approved Peace and a. Compliance to the prescribed process and_| POPS Plan Summary complied | 4—complied | 4complied Order and Public format of the POPS Plans using the POPS Form fromthe POPSP | 2-ddact_ | 2-didnot | 2 did noe Safety Plan Planning Guidebook PCMS comply comply comply ’b. POPS Plan encoded in the system POPS Plan Summary Seompletely | 3-completely | 3-completely Form from the POPSP encoded the | encoded the | encoded the PCMS eas Pea Plan {parially | L-parially | 1-parally encoded the | encoded the | encoded the plan plan planDEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT POC PERFORMANCE AUDIT AND INCENTIVES ‘Technical Guidenotes, CY 2017 POC approval of the POPS Plan POG Resolution 4 4 4 ‘4. Adopted by the Sangguniang 1. Annual Appropriations 4 4 4 Panlalawigan/Panslungsod/Pangbayan Ordinance 2. Annual Investment Program (AIP) of POPS Plan for CY 2017, 3. Provision of Staff/s a. Presence of POG Secretariat Staff ‘Appointment / 15 15 15 and Financial Support Contract of Service / to POC Secretariat Designation (MC 2015-130) b. MOOE ‘Annual Appropriations | 1.5, 15 15 Ordinance / Budget 4, Budget Allocation for | a. Presence or Absence 2017 Annual 2 2 2 the POPS Plan and Investment Plan other related programs SUB-TOTAL BB ‘Submission of Timely Submission on Reporting Form 1, not_| 1. Duly accomplished Reporting Form 1 later than November 29, 2017 for I* Semester | Form 1 submitted thru (Semestral and January 30, 2018 for 2"! Semester the POPSP PCMS Accomplishment 2. LGU copy duly signed Reports) by the Head of Secretariat and attested by the LPOG Chair a, At least 80% of financial target accomplished 10 10 10 for 2>! Semester b, At least 80% of physical target accomplished 10 10 10 for 2» SemesterDEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT POC PERFORMANCE AUDIT AND INCENTIVES Technical Guidenotes, CY 2017 2. Submission of ‘a. Timely Submission of Reporting Form 2not | 1. Duly accomplished 5 5 5 Reporting Form 2 later than February 28, 2018 Form 1 submitted thru (Annual Progress the POPSP PCMS Report) 2.LGU copy duly signed by the Head of Secretariat and attested by the LPOC Chair b._ At least 50% of target objectives accomplished | Appropriate certifications 5 5 5 3. Submission of POC a. Submission of POC Secretariat Report to 5 WA | NA Secretariat Annual Central Office Report \. Timely Submission of reports not later than | POC Secretariat Report NA 3 3 February 28, 2018, Submitted thru the POPSP | duly signed by the Head PCMS or thru the Interim NPOC Secretariat | Secretariat and attested by the LPOG Chair ‘c. In consistent with the Form 2 (POC Annual N/A z 2 Progress Report) SUB-TOTAL 40 40 40 1. Presence of Good Documentation of Good 5 5 5 Practices Practice (s) ‘SUB-TOTAL 5 5 5 ‘TOTAL 100 100 100DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT POC PERFORMANCE AUDIT AND INCENTIVES ‘echnical Guidenotes, CY 2017 FORMA AUGUST SEPTEMBER NOVEMBER DECEMBER 1° LEVEL OUTPUT FINAL | OUTPUT VALIDATION | CALIBRATION PRESENTATION OF ASSESSMENT LEVEL ASSESSMENT | AWARDEES NAT to assess Form A Same level of cluster Form B, C and Form D | NAT to use the Presentation and | Awarding ceremony Cluster F assessment using the Form 2 in assessing | deliberation of | FORM A the nominees the results based on the assessment conducted by NAT RAT to assess Form A ‘Same level of cluster Form B and Form C Cluster’s Cand E assessment using the FORM A PAT to assess Form A ‘Same level of cluster Form B and Form C Cluster’s A, Band D assessment using theRE }) POCPERFORMANCE AUDIT AND INCENTIVES foi) DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT Form I: 1s Level Assessment Form LGU Name: Tuguegarao City, Cagayan, Region II. INDICATOR PILLAR 1 - ORGANIZATION (10 POINTS) 1. [Organization/Creation of the POC 2. fe PS Planning Technical Working Group creation thru EO '3._ [Creation of Special Action Committees Sub-committees 4. [Creation of Internal Security Operations (ISO) Center ‘SUB-TOTAL| 0 PILLAR 2 - MEETINGS (20 POINTS) 1. [Quarterly Conduct of POC Meetings a.|No. of regular meetings conducted b. Attendance sheet [Notice of Meeting/Agenda Minutes of the meeting duly signed by the Head if the d.|Secretariat and attested by the LPOC Chair SUB-TOTAL| 0 PILLAR 3 - POLICIES, PLAN AND BUDGET (25 POINTS) 11. [No. of Resolutions Passed [2.__ [Approved Peace and Order and Public Safety Plan Compliance to the prescribed process and format of the POPS .| Plans using the POPS Planning Guidebook .|POPS Plan encoded in the system .|POC approval of the POPS Plan .|Adopted by the Sangguniang Panlalawigan/Panslungsod/Pangbayan elo |e]Provision of Staff/s and Financial Support to POC Secretariat 3._|(Mc 2015-130) a. [Presence of POC Secretariat Staff b.[MOOE 4. [Budget Allocation for the POPS Plan and other related programs SUB-TOTAL] o PILLAR 4 - REPORTS (40 POINTS) 1. [Submission of Reporting Form 1 (Semestral Accomplishment Reports) [Timely Submission on Reporting Form 1, not later than November 29, 2017 for 1st Semester and January 30, 2018 for a.|2nd Semester b[At least 80% of financial target accomplished for 2nd Semester| [At least 80% of physical target accomplished for 2nd Semester 2.__|Submission of Reporting Form 2 (Annual Progress Report) Timely Submission of Reporting Form 2 not later than a|February 28, 2018 [At least 50% of target objectives accomplished [Submission of POC Secretariat Annual Report Timely Submission of reports not later than February 28, a.|2018. Submitted thru the POPSP PCMS or thru the Interim ,]in consistent with the Form 2 (POC Annual Progress Report) SUB-TOTAL} 0) PILLAR 5 - INNOVATIONS (5 POINTS) 1 Presence of Good Practices SUB-TOTAL] TOTAL!(i? X FAD) DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT })POCPERFORMANCE AUDIT AND INCENTIVES Form 1: 1s Level Assessment Form LGU Name: Tuguegarao City, Cagayan, Region II INDICATOR [PILLAR 1 - ORGANIZATION (10 POINTS) 1. [Organization/Creation of the POC [Creation of Special Action Committees/ Sub-committees 3. [Creation of Internal Security Operations (ISO) Center SUB-TOTAL] PILLAR 2 - MEETINGS (20 POINTS) [Quarterly Conduct of POC Meetings No. of regular meetings conducted b.]Attendance sheet - Notice of Meeting/Agenda Minutes of the meeting duly signed by the Head ifthe Secretariat and attested by the LPOC Chair SUB-TOTAL] PILLAR 3 - POLICIES, PLAN AND BUDGET (25 POINTS) 1. 2. INo. of Resolutions Passed [as [Approved Peace and Order and Public Safety Plan .| POPS Planning Guidebook Compliance to the prescribed process and format of the POPS Plans using the| ).| POPS Plan encoded in the system .|POC approval of the POPS Plan. elole}> . [Adopted by the Sangguniang Panlalawigan/Panslungsod/Pangbayan Provision of Staff/s and Financial Support to POC Secretariat (MC 2015-130)‘a. Presence of POC Secretariat Staff b.|MOOE [Budget Allocation for the POPS Plan and other related programs ‘SUB-TOTAL| PILLAR 4 - REPORTS (40 POINTS) {1._ [Submission of Reporting Form 1 (Semestral Accomplishment Reports) Timely Submission on Reporting Form 1, not later than November 29, 2017 a.|for 1st Semester and January 30, 2018 for 2nd Semester b.[At least 80% of financial target accomplished for 2nd Semester At least 80% of physical target accomplished for 2nd Semester 2._ |Submission of Reporting Form 2 (Annual Progress Report) [Timely Submission of Reporting Form 2 not later than February 28, 2018 .JAt least 50% of target objectives accomplished [Submission of POC Secretariat Annual Report SUB-TOTAL| PILLAR 5 - INNOVATIONS (5 POINTS) _ 1 [Presence of Good Practices SUB-TOTAL] TOTAL|