Guidelines in the Preparation of Minutes of Staff Meeting of Regional Offices

September 1, 2011 REVENUE MEMORANDUM ORDER NO. 032-11 SUBJECT : Guidelines in the Preparation of Minutes of Staff Meeting of Regional Offices TO : All Regional Directors and Employees Concerned I. Objectives This Order is issued to: 1. Ensure completeness of desired information in the Minutes of Staff Meeting as prescribed under RMO No. 16-2011. 2. Facilitate referral of the concerns/issues raised requiring National Office (NO) action. 3. Encourage real-time-taking of minutes of meeting to ensure submission within the prescribed deadline. II. Guidelines 1. In line with the submission to Management Division of Minutes of Staff Meetings as prescribed under RMO No. 16-2011, a format for the preparation of the Minutes of Staff Meeting is hereby prescribed to be used by Regional Offices. Please refer to "Annex A". 2. To avoid confusion and ensure uniformity, the date when the meeting was actually held shall be used to identify for what month said staff meeting is being reported. To illustrate, the region held its staff meeting on July 15, 2011, therefore, the minutes of staff meeting is considered for the month of July 2011, following the date it was actually held even if discussion covered June and other previous month/s. 3. All issues/concerns requiring National Office action shall be indicated in the specific portion of "Annex A" separate from those for the region's resolution. Furthermore, all necessary details or specifications pertaining to the issue/concern raised must be clearly stated including the desired NO action to facilitate referral to/action by the proper office, for example, issuance of RMO, MOA; accreditation of AABs; and seminar on newly rolled out computerized systems. III. Effectivity This Order shall take effect immediately. (SGD.) KIM S. JACINTO-HENARES Commissioner of Internal Revenue ANNEX A Revenue Region No. ____ - _________ MINUTES OF STAFF MEETING (Date meeting was held) Venue: ____________ I. Attendees Name Designation 1. As soon as the Notice - Regional Director 2. of Meeting is signed, the - Assistant Regional Director 3. names of the required - RDC Head 4. attendees should be copied - Chief, Assessment Division 5. from said notice and pasted - Chief, Legal Division 6. to this portion as an advance - Chief, Collection Division 7. entry for the forthcoming - Chief, Finance Division 8. staff meeting. - Chief, Administrative Division 9. - Chief, Special Investigation Division 10. Indicate "absent" or - Head, Human Resource Management Unit 11. late, if applicable, - Head, Tax Assistance Unit 12. opposite the name of - Revenue District Officer, RDO No. ___ 13. the officials as they - Revenue District Officer, RDO No. ___ 14. are called at the start - Revenue District Officer, RDO No. ___ 15. of the meeting. - Revenue District Officer, RDO No. ___ 16. - LTDO Head, if any 17. - EXTA Head, if any GUEST/S (When needed) 1. - DCIR, _______________ Group II. Proceedings The meeting started at exactly _______ with a short prayer led by ____________, the presiding officer. The following matters were discussed/agreed upon: (Name of Division/Office) (Name of Division/Office) The name of divisions/offices may be encoded in advance too. Issues/Concerns Requiring Regional Office (RO) Resolution: Issues/Concerns for Desired RO Action Office/Person Remarks/Status RO Resolution Responsible 1. _____________ _____________ _____________ ______________ 2. _____________ _____________ _____________ ______________ 3. _____________ _____________ _____________ ______________ 4. _____________ _____________ _____________ ______________ This matrix may be encoded in advance. Just fill in the columns as the discussion goes along. Issues/Concerns Requiring National Office (NO) Resolution: Issues/Concerns for Desired NO Action Office Responsible Remarks/Status NO Resolution 1. ____________ _____________ ____________ ____________ 2. ____________ _____________ ____________ ____________ 3. ____________ _____________ ____________ ____________ 4. ____________ _____________ ____________ ____________ This matrix may be encoded in advance. Just fill in the columns as the discussion goes along. III. Adjournment There being no other matter to discuss, the meeting was adjourned at __________. Prepared by: ____________________ (Name and Designation) Approved by: __________________________________ (Name & Designation of presiding officer)