The Sorsogon MSAC is a network of institutions working together to leverage and share knowledge for local governance capacity development and excellence. Headed by the Sub-LGRRC Chairperson, its members are composed of provincial line agencies, non-government organizations/civil society organizations (NGOs/CSOs), and local resource institutes (LRIs).

Roles and Commitments of MSAC Partners

As an Advisory Council, the MSAC shall perform the following functions:

  1. Recommend policies, programs and strategic direction to improve the operations of the Sub-LGRRC and its networks.
  2. Identify and propose areas of convergence to integrate and harmonize the various programs of the different parties or stakeholders hereto; and
  3. Elect from among themselves the Vice-Chairman and at least five (5) other MSAC officers as they deem necessary.

As an individual member:

  1. Contribute knowledge resources and expertise that may enhance local governance through the (sub)LGRRC and make them accessible to LGUs and other potential users including students, researchers, etc.;
  2. Provide other available information materials on exemplary practices, studies, or research to enhance the delivery of LGU mandates or objectives;
  3. Promote the culture of knowledge sharing and learning within their respective agencies or organizations;
  4. May conduct research and furtherance of their study with the LGUs and other stakeholders.
  5. May avail of foreign and local scholarships, if any, upon invitations coursed through the LGRRC-MSAC;
  6. Attend the meetings called by the Chairman/ Vice-Chairman to assess the operations and activities of the Sub-LGRRC and its facilities, and such other related agenda; and
  7. Designate one (1) permanent and one (1) alternate focal person to represent the agency/institution/organization in the MSAC activities and meetings, in case the head of agency, institution or organization is not personally available.

CHANNEL OF COMMUNICATION

Effective communication is paramount for organizations to sustain partnerships and efficiently execute activities. It plays a critical role across all stages of the business cycle. The MSAC embraces various communication channels as crucial elements in fostering a positive environment throughout the Sub-LGRRC’s operations. This established communication protocol ensures smooth collaboration and operations.

Communication Protocols for Sub-LGRRC Operations

  • The Sub-LGRRC Manager reports directly to the Sub-LGRRC Chairpersons, whereas the Core Team is supervised by the Sub-LGRRC Manager.
  • The Core Team and the Sub-LGRRC Manager maintain regular communication, especially regarding client services and operational arrangements.
  • Official communications are conducted through the designated email account of the Sub-LGRRC. This account is primarily managed by the Sub-LGRRC Coordinator and Sub-LGRRC Librarian.
  • The Sub-LGRRC Coordinator, along with the IT specialist and librarian, may receive and facilitate communications to the appropriate personnel for proper action.
  • The LGRRC Management reports to the DILG Regional Director and MSAC.

Communication Protocols for the MSAC

  • The MSAC Secretariat is responsible for facilitating communication between the Chair, MSAC members, and the Sub-LGRRC Management.
  • Official communication via online from the MSAC Secretariat shall be transmitted through the official email account of the Sub-LGRRC.
  • The Secretariat maintains a comprehensive database of all communication records.
  • MSAC members and Sub-LGRRC Management may communicate directly with each other. However, any agreements reached must be formally communicated if they are to be implemented.

MEETINGS AND QUORUM

Meetings are essential gatherings where members of the Sub-LGRRC come together to discuss pertinent matters, make decisions, and take necessary actions to further the objectives of the center. To ensure the effectiveness and validity of these gatherings, it is crucial to establish protocols for conducting meetings and determining quorum.

Regular Meetings:

  • The Sorsogon Sub-LGRRC shall hold at least five (5) regular meetings per quarter, while the Sorsogon MSAC shall conduct its regular meeting once every semester.
  • Meetings may be conducted in person or virtually, depending on the circumstances and availability of members.

Quorum Requirement:

  • A quorum must be met for any official business to be conducted during meetings.
  • A quorum is constituted when the attending members (for both Sub-LGRRC and MSAC) reached at least 50% plus one based on the total membership.
  • When quorum is not reached during meeting, the Chairperson may or may not continue the meeting. If the chair, decided to continue the meeting, the usual process of discussing the business of day will be followed. However, matters that need decision by majority cannot be decided.

Notification:

  • Meetings shall be scheduled and communicated to all Sub-LGRRC and MSAC members in advance.
  • Notification of meetings should include the agenda, date, time, and location (if applicable).

Record Keeping:

  • Minutes of each meeting, including decisions made and action points, shall be recorded and maintained.
  • The Secretariat or designated officer shall be responsible for documenting and distributing the meeting minutes to all members in a timely manner.

Ad Hoc/Emergency Meetings:

  • Ad hoc/emergency meetings may be called by the Chairperson or upon request by a certain percentage of members to address urgent matters that cannot wait until the next scheduled meeting.
  • Notice of ad hoc/emergency meetings should be provided with sufficient lead time to ensure member attendance.