ALAPAR, BEA FRENZ | AVILA, KEREN | FRANCO, JOMELYN | GOMEZ, CASSEY ROSE | JACULO, KITS

BSOA-3A
 An office issuing of copies of
ordinance/resolutions enacted as per
requested by clients and passed by the city
council.
They are responsible to make minutes
during sessions.
Responsible in making agenda in every
session.
All the ordinances/resolutions that were
approved by the city council are kept in the
Archive Area.
A highly Professionalized Legislative Institution working in
partnership with the Executive in achieving a Premiere
“S.M.A.R.T.” City of Excellence. (Service,
Manufacturing/Agribusiness, Arts and Culture, Research and
Technology, Tourism)
• To enact responsive, quality and effective legislation that will have an
impact on Iloilo City’s constituents.

• Encourage and strengthen the role of the private sector as active partners
in all government initiatives and programs.
Sangguniang Panlungsod has a cubicle
and cellular office layout to separate the
different section of a work division in the
office so that all employees have their
privacy and can focus on their work.

 It is anchored for Sangguniang

Panlungsod to have this type of office
because it is a legal office where all the
ordinances/resolutions are settled. So
every employee are responsible to work
with these seriously without any
distractions.
• Responsible in receiving letters
that addressed in the office and
assist clients.

• Sangguniang Panlungsod has its

wide area that can accommodate
their clients. But as we observed,
Receiving area is sometimes does
not have any clerk who is
supposed entertain clients.
They are responsible to encode the approved ordinance/resolution and they have the system
for easy access in to the archive.
• In every approved
ordinances/ resolutions,
they need to encode it
carefully on their systems
in order to find it easily
when a client asks for the
copy of those
ordinances/resolutions
they need.
• After encoding an
approved
ordinances/resolutions,
they double check if they
appear on their system.
 Responsible in issuing of Certified True Copy of Resolution and Ordinances

• All employees in this section are responsible in making sure that every copy of ordinances/
resolutions that are being requested by their clients are certified true copy.
• They need to double check each copy if it is photocopied or not because if they give the wrong
copy to their clients, they are also responsible to carry the consequences.
Responsible for the request for Inclusion of Concerns in the Agenda
• They are in charge in writing
the minutes on the City
Councilor’s sessions every
Tuesday.
• They have stenographer who
is assigned to take down the
minutes on every session.
• They should make sure that
all important matters related
to their agenda are all noted.
• As long as they are doing
their job, they can avoid
conflicts inside the office.
 In this area where the copies of ordinances/resolutions are kept and properly filed.

• They have file folders and drawers inside this area, even the old ordinances/resolutions are still kept in this
room.
• Each folder of ordinances/resolutions are arranged monthly and yearly. For example, January-July 1996, all files
dated that time are properly filed on a certain folder.
• They always have employee who is in charge in manning all of their files for the other employees so they can
always easily get what they need as per requested by the clients.
This is the place or area where the sessions of the City Councilors and other important people
every Tuesday happened.
• This area has a wide
space that suits to many
people that involve on
their sessions.
• Session Hall has also its
comfortable swivel chairs
for them to seat.
• They have provided small
room for media to avoid
over-crowded inside the
Session Hall.
• All important persons
who are need in the
session has their own
copies of agenda.
 • In this organizational chart shows each
City Councilors and other employees has
their position on the certain office.
• All employees are doing their assigned
job according to their positions.
• Maybe some of their employees are not
aligned with their job description. But
before they got their job inside the office,
they’ve been on proper training that’s
why they got hired and can do their
responsibility accordingly.
• In applying job, it is not based on how
smart you are or how many achievements
do you have. It is about the skill/ability
that you have. Through this, you will be
qualified on the job where you applied.
• They are doing their job according to their flow of work. From As long as you know how to deal with
receiving letters from their clients until giving them the your workmates and can follow the flow
information they asked. of work, you will be an efficient worker .
• This is how each employee’s work flows in this
certain office.

• Sangguniang Panlungsod is not busy every day,

unless they have their important clients to be
assisted for their inquiries.

• They are following on what are the processes

of giving their clients’ need according to their
work flow chart.

• During sessions, Sangguniang Panlungsod is

assigned to do agendas in order to follow what
are in need to discuss.
• Sangguniang Panlungsod doesn’t have any
colourful designs. This office only has its off-white
wall and beige floor tiles.
• Since Sangguniang Panlungsod is a legal office, it
is suitable for the office to have a plain and simple
design. They are not required to put any colorful
designs inside the office.
• They prefer to have a plain and simple design of an
office because it has a psychological effect on the
people who are working on it. As entering this
office and upon seeing those plain design,
everyone will never hesitate to come inside
because they feel that all employees working here
will accept them warmly. Everyone is important
that’s why they treat their clients well and assist
them with their inquiries.

• This Office Lay-out is really suitable for Sangguniang Panlungsod
because all the ordinances/resolutions in the City of Iloilo are kept inside Section at the front of Archive Area. They
of this office.
• It has a big area for all the ordinances/resolutions to be filed and
arranged. So we have nothing to recommend for this lay-out.
As we enter at Sangguniang
Panlungsod Office, at the left side is the
Reception Area for easy inquiring
information. On its right side is the Records
Section for fast issuing of
ordinances/resolutions as per requested by
their clients. At the back of Records Section
is the Archive Area where the majority of
files are kept. At the center is the Local
Legislative Monitoring, Codification and
Computerization Area, they need the bigger
part of the office because they did encoding
new approved ordinance/resolutions and
inputting it to their computer system for easy
finding those files that their clients need. And
the last one is the Journal and Minutes
need to interpret the minutes they’ve took
every sessions, so they need to concentrate on
their work and to avoid any distractions.
• Sangguniang Panlungod arranged their files vertically to save space and to keep it tidy. Also to easily identify the
needed information.
• They arranged each file accordingly in order to easily look for the files that their clients need.
• It is suitable for the office to have vertical filing system to maximize the space for the new incoming files that still
need to have an approval.
• They have a Computer System when clients have something wants to look for ordinances/resolution files and it’s
an advantage to make the work faster.
 Sangguniang Panlungsod uses a
3 in 1 Photocopying machine
with scanner and a printer.

 They also uses type writer for

some other legal documents.

 They still have individual use

machines such as printer alone,
scanner alone and photo copying
machine alone.

 They also have 2 fax machines.

 Sanguniang Panlungsod has only one sofa chair and one table for the reception area. It is designed for the clients to
seat and the table for the office stationary needed by the clients as well as the receptionist.
 They have also shelves inside the archive room where the bundle of folders of ordinances/resolutions are arrange.
 Each employee has their own cubicle and chairs inside the office, so they are comfortable while working.
 Since they only one sofa chair, we think its not enough for the clients to seat when they have inquiries in the office,
especially if there is a lot of clients are still waiting.
 They can add long chairs outside for the clients to sit down while waiting for the first clients to be done by their
transactions.
 As we mentioned on our previous slides, Sangguniang Panlungsod is a legal
office. So it is need to be simple physically, no need to put any designs like flowers or
any colorful designs just to attract their clients. It is the place where all the
ordinances/resolutions that being approved by the City Councilors, Vice Mayor and City
Mayor are kept and properly filed. Ordinances/Resolutions are not every clients wants,
but these are the important papers they’re needed in order to have peaceful community.
Therefore, Sangguniang Panlungsod are spending their time in working properly
and doing their job accordingly because they are working with the most important
documents of every barangays in the City of Iloilo. They are making sure that every
important duties and responsibilities in the office are done on time they needed it .
 RECOMMENDATIONS
Front Desk/Reception Area
This area is sometimes does not have any clerk who
is supposed to entertain clients. So we recommend that an
office head should assign employee who can stay on the
certain area in order to assists clients for their inquiries.
Organizational Chart
As we observed, all employees are doing their job
according to their position, but some of them are working
because its their job not because it is specialized for them.
So, they should assign each employee according to their job
description. Office employees’ qualification should match to
their job description.
Work Ergonomics
Sangguniang Panlungsod has its plain off-white wall
and color beige floor tiles. They don’t have any colorful
decorations. They should maintain the newness of the off-
white wall by repainting it by the same color even yearly.
And they should maintain the cleanliness of their floor tiles
by sweeping and mopping it everyday.
Automation
An office already have their 3-in-1 photocopying
machine with scanner and printer and 2 typewriters. These
machines is for the emergence work. For this office,
because printer, scanner and photocopying machines are
limited, they should add or request finance to add another.
So that it won’t cause delay and conflicts especially during
busy days.
Furniture and Fixtures
This office only have one Sofa chair and a table in
the Reception Area. Each employee has their own cubicle
and swivel chair and they are comfortable with it. For the
important persons who are coming in the office, one sofa
chair is not enough especially if there’s a lot of clients are
coming and just waiting outside. They can add long chairs
outside for the clients to sit down while waiting for the first
clients to be done by their transactions/concerns.
 RECOMMENDATIONS
Generally, Sangguniang Panlungsod is one of the most important office in Iloilo
City Hall. In this office where an arranged files of City Ordinances/Resolutions are kept.
So, for the improvement of this office in different aspects, we recommended the
following:

oOrdinances/Resolution are properly filed and organized in a specified cabinets and

folders, but other employees cannot maintain organized work area. Therefore, they must
provide their own filing folders for their personal papers to avoid messiness on their
cubicle.
oEmployees should maintain their area organized and pleasant. Each staff should practice
proper work ethics so they can get good feedbacks from their clients.
oLastly, each employee on the certain legal office should possess good attitudes and
behave as they want to be respected, especially if he/she is assigned as a
Receptionist/Front Desk Officer.
 REFERENCES
•Iloilo City Hall, Sangguniang Panlungsod Secretariat
- Ms. Ruth Arroyo, Sangguniang Panlungsod Secretary
- Ms. Ma. Teresa Benaje, Head Secretary II
- Ms. Marilyn Estrebello, Office Staff