A. RDC MEETINGS
Schedule. The Council Proper shall meet as often as may be necessary but not less than once every quarter. The Executive and Advisory Committees shall meet as often as necessary while the sectoral committees shall meet prior to the RDC Full Council meetings to review matters that need action by the Full Council. The schedule of meetings will be set by the Full Council before the start of the year.
Presiding Officer. The Chairman shall preside over meetings of the Council. In case the Chairman cannot attend the meeting, he shall designate the Co-Chairman or the Vice-Chairman to preside.
Quorum. The presence in the RDC Proper/ExCom/AdCom of a simple majority of the regular members shall constitute a quorum. In the absence of a quorum, the Council members present may discuss the items in the agenda and make recommendations thereon to the Council for its next meeting.
Ex-officio members may send representatives to attend the meetings and they shall be counted in the determination of the quorum and shall have the right to vote. The representative must be authorized in writing by the regular member to attend and vote in his behalf. Otherwise, said representative shall be considered an observer in the meeting and shall not be counted in the determination of the quorum.
Private Sector Reprsentatives (PSRs) are not allowed to send representatives.
Representation. In case a Chairman of a Sectoral Committee will not be able to attend an RDC meeting, an ExCom or an AdCom meeting, his representative must come from the Sectoral Committee he chairs preferably the Co-Chairman or Vice Chairman.
Attendance. The report of attendance in RDC meetings of regional directors and local government executives shall be submitted to their respective heads of office and to the Secretary of DILG Central Office, respectively.
RDC Resolutions. The following guidelines shall be observed:
- All actions of the RDC shall be in the form of resolutions. The draft resolution shall be prepared by the proponent and shall be submitted to the RDC Secretariat for technical evaluation and referral to the appropriate committee for review and endorsement.
- Only resolutions endorsed by the committees concerned shall be included in the agenda of the RDC Full Council for deliberation.
- Resolutions introduced on the floor during RDC meetings shall be referred to the appropriate committee for review and endorsement.
- The technical evaluation to be conducted by the RDC Secretariat may include, but not limited to, verification of data, consultation with relevant agencies and resource persons, and preparation of briefs/ discussion papers for the guidance of the committee concerned and the RDC.
Minutes of Meetings. The minutes of the meetings of the RDC, the ExCom and the AdCom shall be certified by the RDC Secretary and attested by the Chairman. The RDC Secretary may issue certified copies of any RDC meeting records or parts thereof to any interested party upon written request of the interested party and written authorization of the Chairman.
The agenda of the meetings of the RDC and its committees together with the background materials therein, the approved minutes of these meetings and the records of implementing actions taken shall constitute the official records of the Council.
Agenda Preparation. The RDC Secretariat is tasked with the preparation of the agenda and discussion materials for all RDC, ExCom, AdCom and Sectoral Committee meetings. The following steps shall be followed in lining up agenda items for RDC consideration:
Regular agenda items:
- The proponent submits documents to the RDC Secretariat.
- The subject matter for consideration shall be submitted to the sectoral, affiliate or special committee concerned.
- The proponent shall attend the committee meeting.
- The proponent may be required to reproduce the documents (as many copies necessary) for distribution during the meeting.
Items under Other Matters:
- Submit documents to the RDC Secretary before the meeting.
- The Secretary, after consultation with the Chairman, shall inform the proponent if the matter will be discussed or not.
- A subject matter raised during the meeting may be acted on immediately subject to the decision of the Chairman and the members in attendance.
- All requests for endorsement of plans, programs and project proposals and similar RDC action presented during the meeting shall be referred to the appropriate local development council, RDC sectoral committee and affiliate committee for evaluation and recommendation to the RDC Full Council.
System of Awards. The RDC shall institute a system of awards in the Council for commendable participation of members.
The SecComs shall be guided by the following:
- All actions of the SecComs shall be in the form of resolutions.
- Matters endorsed by the SecComs shall be included in the agenda of the RDC Full Council or ExCom for approval or confirmation.
- A simple majority shall constitute a quorum.
- Ex-officio members may send representatives to SecCom meetings who shall be allowed to vote only when authorized in writing by the regular member. PSRs are not allowed to send representatives.
- The four technical divisions of the NEDA regional office shall be the principal technical staff and secretariat of the SecComs to wit: Plan and Policy Formulation Division for the Development Administration Committee; Knowledge Management Division for the Social Development Committee; Project Monitoring and Evaluation Division for Infrastructure Development Committee; and Project Development, Investment Programming and Budgeting Division for Economic Development Committee. The division chiefs shall be the sectoral coordinators while the supervising economic development specialists shall serve as SecCom secretaries.
- Two absences by the SecCom officials shall be a ground for the committee to recommend to the RDC Full Council to institute whatever action is deemed appropriate.
Additional Membership. The following are the guidelines on additional membership in the SecComs:
- The additional members of the SecComs shall not be more than one-fourth of the total membership of the SecComs as approved by the RDC.
- The additional members may be heads of government agencies (ex-officio) or private sector representatives (PSR).
- The additional member must be nominated by a regular member of the SecCom.
- In case of additional members from the private sector, they shall come from the pool of eligible PSRs.
- To qualify in the pool of eligible PSRs, a person must be nominated by an RDC accredited private or non-government organization, who in turn shall be accredited by the RDC. A continuous accreditation of private sector organizations shall be conducted by the RDC Secretariat.
- Priority to become members of any of the SecComs shall be given to the PSR nominees and past PSRs to the RDC.
- All additional members of the SecComs shall be confirmed by the full council.
Sub-sector Committees and Technical Working Groups. The Council may create sub-sector committees or technical working groups composed of senior technical staff of RDC member agencies, government agencies, PSOs, or LGUs to assist the SecComs in the performance of their technical functions.
Affiliate Committees. In general, secretariat functions to these bodies shall be provided by the lead agency that organized the council/committee. A committee who like to be an affiliate committee of the RDC shall write the Council of its intention. The request shall be acted upon by the appropriate sectoral committee and recommend action to the RDC.
Special Committees. The secretariat of the special committee shall be the RDC secretariat or the designated agency to undertake such function.
C. SECRETARIAT AND OPERATIONAL SUPPORT
The NEDA Regional Office, as RDC Secretariat, shall provide the administrative and operational support to the RDC Full Council and all its committees.
RDC Secretariat. The NEDA Regional Office shall serve as the principal technical staff and secretariat of the Full Council, the Advisory Committee, the Executive Committee and the Sectoral Committees. In addition, the RDC and the ExCom may request the regional offices of the various agencies of the national government to provide such technical support as may be required for the effective discharge of the functions of the RDC.
The following are the basic functions of the secretariat:
Provide research and technical support to the RDC
- Provide day-to-day technical and administrative support to the RDC and all of its committees
- Develop and maintain a comprehensive management information system
- Provide technical assistance on planning and project development to local governments and other government agencies in the region
- Conduct trainings and capability-building programs for local government officials and personnel as well as other members including private sector representatives in the areas of regional, local and town planning, project development, investment programming, monitoring and evaluation, policy coordination, and other areas of interest which are crucial to the activities of the Council
- Perform such other functions as may be provided by law or as may be assigned by the Chairman.
The technical staff is composed of four functional divisions, namely:
- Plan and Policy Formulation Division (PFD)
- Project Development, Investment Programming and Budgeting Division (PDD)
- Development Research Division (DRD)
- Project Monitoring and Evaluation Division (PMD)
The Finance and Administrative Division provides administrative support to the RDC.
RDC Funds and Properties. Funds necessary for RDC operations, project monitoring and evaluation, and implementation of special projects shall be included in the annual general appropriations bill submitted to Congress. The NEDA Regional Director shall be responsible for the technical, administrative and financial operations of the RDC and shall be accountable for the funds and properties of the RDC.
Aside from the annual GAA, the RDC budget shall be supplemented by the RDC member’s contributions. The annual contribution shall be subject to the concurrence of the Council.
D. RDC-SUPERVISED PROJECTS
The RDC shall supervise special development projects implemented in the region. The following are the functions of the project governing committees:
- Review and approve the project’s annual program of work and financial requirements
- Review and approve the plantilla of personnel of the RDC-supervised projects
- Prepare and submit to the RDC quarterly and annual accomplishment reports of the projects
- Perform such other functions as may be assigned by the RDC
All actions and resolutions of the governing committees of RDC-supervised projects shall be submitted to the RDC for confirmation.