AFC MANUAL OF OPERATIONS

AFC
MANUAL OF
OPERATIONS

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 AFC MANUAL OF OPERATIONS

TABLE OF CONTENTS

Page

I. I. Introduction 5-6
II. PCAF Mandate and Functions, Vision, Mission, 6-9
Guiding Principles and Strategic Directions

II.1 Mandate
II.2 Functions
II.3 Vision
II.4 Mission Statement
II.5 Statement of Principles
II.6 AFC Mandates, Functions, Mission
and Vision and Guiding Principle

II. III. Or III. Organization, Composition, Roles and Functions and 9-22
Officers and Members

III.1. Organization and Composition 9-14

III.1.1 Organization
III.1.2 Composition of AFCs
III.1.3 Membership Representation
III.1.4 Composition of the Executive Committee
III.1.5 Composition of Sectoral Committees
III.1.6 Composition of Working Committees

III.2 AFC Roles and Functions 14-16

III.2.1 Roles of AFCs
III.2.2 Functions of AFC
III.2.3 Functions of the ExeCom
III.2.4 Functions of the Sectoral Committees
III.2.5 Functions of Working Committees

III.3 Officers and Members 16-22

III.3.1 Officers
III.3.2 Term of Office
III.3.3 Members
III.3.4 Qualifications
III.3.5 Duties and Responsibilities of Officers
III.3.6 Duties and Responsibilities of Council Members
III.3.7 Rights and Benefits of Members

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TABLE OF CONTENTS

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III.4.1 Council Secretariat

III.4.2 Duties and Responsibilities of the RAFC Executive Officer
III.4.3 Duties and Responsibilities of the Secretariat-Coordinator

III. Activities, Procedures and Outputs 22-27

IV.1 Meetings
IV.1.1 Regular Consultative Meetings
IV.1.2 Special Consultative Meetings
IV.1.3 Sectoral Committee Consultative Meetings
IV.1.4 ExeCom Meetings
IV.1.5 Working Committee Meetings

IV.2 Agenda Setting

IV.3 Procedures
IV.3.1 Notice of Meetings
IV.3.2 Quorum
IV.3.3 Order of Business

IV.4 Monitoring and Evaluation

IV.5 Annual Planning and Performance Review

IV.6 Expected AFC Outputs

IV. Election and Recall 27-30

V.1 Election
V.1.1 Creation of Electoral Board
V.1.2 Filing of Candidacy
V.1.3 Schedule of Election
V.1.4 Manner of Election
V.1.5 Proclamation of Winners
V.1.6 Special Election
V.1.7 Rule of Succession
V.1.8 Automatic Resignation

V.2 Recall
V.2.1 Initial Recall
V.2.2 Composition of Recall Committee
V.2.3 Recall Proceedings

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TABLE OF CONTENTS

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V. General Provisions 30-32

VI.1 Membership Process
VI.2 Leave of Absence
VI.3 Resignation
VI.4 Withdrawal of Membership
VI.5 Performance Evaluation
VI.6 Disciplinary Action
VI.7 Fiscal Year
VI.8 Seal
VI.9 Amendments
VI.10 Repealing Clause
VI.11 Effectivity

Acronyms 33
Definition of Terms 34-35
Annex A (List of Government Agencies’ Membership Representation) 36
Annex B (List of Component Cities) 37
Annex C (List of Highly Urbanized Cities and Independent 38
Component Cities)
Annex D DA Memorandum Circular 02, Series 2015 (Guidelines on 39-49
AFC Monitoring and Validation Activities) and
Monitoring Forms
Annex E (PCAF Partnership Agreement) 50-53

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I. INTRODUCTION

Volunteerism has always been viewed to have somepositive outcome for the
community and to the people who engage themselves as volunteers. People are engaged
in volunteer work not only on the basis of selflessness or selfless dedication to serve
and support ideas/advocacies/principles he/she believes but also as a legitimate way in
which citizens from all walks of life can participatein the activities of their community
for the protection of their rights and interests and ultimately for the improvement of the
quality of their lives. In other words, volunteering enables people to express social
concern andmake a social contribution regardless of their socio-economic status,
education, cultural background, age orgender.

Every individual has the right to a voice and to make a contribution to their community
and volunteering enables the diverse range of people, who may not wish or be unable to
use more formal avenues of engagement or advocacy, to exercise this right by giving
them opportunities to engage with and influence their environment and community.
This right is in fact explicitly expressed in various statutes or legislative issuances.
Republic Act (RA) No. 9418 also known and cited as the Volunteer Act of 2007 provides
that “it shall be the policy of the State to promote the participation of the various sectors
of the Filipino society… in public and civic affairs, and adopt and strengthen the practice
of volunteerism as a strategy in order to attain national development …”

Involvement in the Agricultural and Fishery Councils (AFCs) as organizations composed

of volunteers from both the private and government sector, espouses the same laws and
principles of volunteerism. As a matter of fact, it further provides one of the
mechanisms by which the right of the people and their organization to effective and
reasonable participation at all levels of social, political and economic decision making as
enshrined in the Constitution, is realized. It also operationalizes the policy of the state
as stipulated under Section 2 of RA 8435 of the Agriculture and Fisheries Modernization
Act, to enable those who belong to the agriculture and fisheries sectors to participate
and share in the fruits of development and growth in a manner that utilizes the nation’s
resources.

Effective engagement of volunteers especially in public service, however, requires that

certain policies be crafted and provided for the development of volunteer programs and
management of the operations of volunteer organizations. And since the operations,
programs and activities of these entities will be in one way or another be governed by
existing laws, policies and protocols; guidelines must be adopted and explicitly
articulated to serve as reference in the performance of their duties and functions as well
as in the conduct of their operations.

It is in this context that the Philippine Council for Agriculture and Fisheries (PCAF)
crafted this Manual of Operations for the AFCs.

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This Manual contains information on the policies, processes and procedures adopted by
PCAF relative to the organization, structure, membership, roles and functions, activities,
outputs and other concerns of the AFCs as instrumentalities composed of volunteers at
the regional and local levels.

The Manual is designed to give clear advice and guidance to all AFCsto the terms and
conditions of engagement and to create a culture where issues and concerns are dealt
with fairly and consistently within the context and spirit of voluntary participation.

The Manual also provides important information relating to PCAF as an attached agency
of the Department of Agriculture, its mandate, vision, mission and statement of
principles which should also guide all AFC officers and members in the performance of
their functions, duties and responsibilities, as well as their rights to participate in
development processes in the agriculture and fisheries sector.

All AFC volunteer-partners are, therefore, responsible for reading, understanding, and
complying with the provisions of this Manual.

II. PCAF MANDATE AND FUNCTIONS, VISION, MISSION, GUIDING PRINCIPLES AND
STRATEGIC DIRECTIONS

The Philippine Council for Agriculture and Fisheries was createdout of the consolidation
of two agencies under the Department of Agriculture (DA) - the National Agricultural
and Fishery Council (NAFC) and the Livestock Development Council (LDC) by the virtue
of the approval of the Rationalization Plan on June 26, 2013. Implementation of the
Rationalization Plan, however, commenced in January 2015 pursuant to the inclusion of
the agency’s dedicated budget in the 2015 General Appropriations Act (GAA).

The consolidation of these agencies is pursuant to Executive Order No. 366, Series of
2004 directing a strategic review of the operations and organizations of the Executive
Branch and providing options and incentives for government employees who may be
affected by the rationalization of the functions and agencies of the Executive Branch.

II.1 MANDATE

Based on the approved rationalization plan, all functions of the NAFC and the LDC were
transferred to PCAF. The intention here is to pursue a “functional and holistic” rather
than a “sectoral” approach in dealing with agricultural and fisheries issues and
concerns.

Since the NAFC and LDC functions and mandates are anchored on the following legal
issuances, PCAF assumes the same mandates:

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EO 116 mandated the NAFC to:

- Act as advisory body to the Department of Agriculture (DA) to ensure the success
of its programs and activities; and
- Establish nationwide network of agricultural and fishery councils to serve as the
forum for consultative and continuing discussions within agriculture and
fisheries sectors.

By virtue of DA Administrative Order No. 6 or the Implementing Rules and Regulations

of RA 8435, the NAFC serves as Secretariat to the National Agriculture and Fisheries
Council (NAF Council) which is mandated to:
- Assist the DA in the broad-based monitoring and coordination of the agriculture
and fisheries modernization process; and
- Serve as integrative and consultative structure for inter-agency and inter-
sectoral collaboration in agriculture and fisheries modernization.

PD 914 mandated LDC to:

- Serve as the policy-making body for the livestock and poultry sector of the DA.

II.2 FUNCTIONS

Based on the above mandates and as stipulated in the approved rationalization plan,
PCAF has the following functions:
- Serve as DA’s focal agency in private-public partnership in policy development;
- Serve as consultative/feedback mechanism on the policies, plans and programs
of the DA;
- Monitor agriculture and fishery programs of all government agencies;
- Assist the DA in advocacy work among concerned government agencies;
- Help DA in mobilizing and evaluating the contributions of other agencies to
agriculture and fishery modernization. This is part of PCAF’s monitoring
functions;
- Promote consensus on, and support for national and local budgets for agriculture
and fisheries. This will be the domain of the NAF Council specifically through the
NAF Council Budget Committee; and
- Provide technical leadership, guidance and support for the continued
development of the nationwide network of AFCs, NSCs and the NAF Council not
only as consultative networks, but as partners in the execution of agency
functions.

II.3 VISION

PCAF envisions an apex policy-making body with strong, vibrant and visible private
sector partners responsible for the attainment of a conducive policy environment
towards a globally competitive and sustainable agriculture and fisheries sector.

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II.4 MISSION STATEMENT

PCAF’s mission statement defining its core purpose and focus is as follows:

“In partnership with its consultative bodies and other agriculture and fisheries
stakeholders, we will zealously promote and strengthen capacities in participatory and
collaborative governance.

Working together, we will uphold multi-stakeholder engagement, transparency and

accountability in policy and program development processes for the agriculture and
fisheries sector.

Together, we will work with others to create a better and brighter future for the
agricultural and fishery communities.”

II.5 STATEMENT OF PRINCIPLES

PCAF’s statement of principles which defines its beliefs and intentions as a public sector
entity is as follows:

“We, the officials and associates of PCAF, commit to performance excellence.

We will always think of what is always good for our clients and stakeholders. We will
work with passion, driven with a sense of urgency, as we strive to be client-focused and
results-oriented.

We will continuously uphold the good name, credibility and reputation of PCAF.

Integrity, transparency and fairness will be the cornerstones of our work.

We will maintain clarity and consistency in implementing policies/guidelines and in

delivering seamless transactions.

We value, nurture and reward creativity, innovation and continuous improvement.

We will open up opportunities that will enhance receptiveness to change, willingness to

take risks or accept new tasks/responsibilities, and apply new learnings.

As we move from our comfort zones to our courage zones, we will inspire, support and
encourage each other.

Working together as partners and as responsive and dedicated public servants, we will
create a caring and nurturing organization anchored on trust, mutual respect, humility
and fairness.

Above all, we will cherish and sustain a God-filled, harmonious and fulfilling working
environment.”

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II.6 AFC Mandates, Functions, Mission and Vision and Guiding Principles

The AFCs shall assume and/or be guided upon by the above mandates, functions, vision,
mission and guiding principles.

In addition, and in the spirit of participatory governance, the AFCs shall also be guided
by the following principles: broad based participation, private sector-led development,
sustained volunteerism, shared vision, efficiency and effectiveness, equity,
transparency, accountability, integrity, responsiveness and adherence to the rule of law.

III. Organization, Composition, Roles and Functions and Officers

and Members

III.1. Organization and Composition

III.1.1 Organization – The AFCs shall be organized at the regional, provincial, city and
municipal levels as follows:

1. Regional Agricultural and Fishery Council (RAFC);

2. Provincial Agricultural and Fishery Council (PAFC);
3. Highly Urbanized City Agricultural and Fishery Council (HUCAFC);
4. Independent Component City Agricultural and Fishery Council (ICCAFC);
5. City Agricultural and Fishery Council (CAFC); and
6. Municipal Agricultural and Fishery Council (MAFC).

Figure 1. Organization of the Agricultural and Fishery Councils

The above structure shows the linkages between and among the Regional and Local
AFCs.

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Figure 2. Linkages of AFC and PCAF

These linkages can be exemplified or concretized in terms of the conduct of

consultations and monitoring of programs and projects.

As far as consultation is concerned, the top-down linkages are manifested in the agenda
setting process. PCAF, in consultation and coordination with the DA, other national
government and oversight agencies, normally sets the policy agenda for and strategic
directions of the agency. The national policy agenda developed as well as the strategic
directions which are translated into organizational agenda for action are cascaded down
to the regional and local levels. These serve as guide to the AFCs in setting their
respective development agenda and organizational agenda for action which will be
discussed in their council meetings.

On the other hand, the AFCs shall tackle issues relative to these agenda as well as other
policy concerns affecting their respective areas or sphere of influence. Issues and
concerns which are not resolved at their levels may be elevated to the higher level AFCs.
Other concerns such as those pertaining to AFC plans, budgets, activities and other
administrative matters may also be endorsed to the higher AFC levels for consolidation
and submission to PCAF. This process constitutes the bottom-up approach.

Similarly, the above linkages can also be illustrated in terms of monitoring functions and
activities. The top-down process is exemplified in the issuance of monitoring guidelines
to the AFCs which serve to set the parameters in the conduct of monitoring activities.
The bottom-up process, on the other hand, is demonstrated in the submission of
monitoring reports which serve as feedback on the results of the activities undertaken
by the AFCs. These reports shall be endorsed to the higher level AFCs for consolidation
and ultimately for submission to PCAF.

Essentially, these accomplishment reports shall serve as bases of discussion or inputs to

consultations and development of policy recommendations towards the crafting of
relevant national policies to address the needs, issues and concerns of the stakeholders.

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Again, policies crafted shall be cascaded down to the regional and local levels through
the AFCs. This policy development cycle continues and works its way through the
linkages between and among the PCAF, Regional and Local AFCs.

At the RAFC level, an Executive Committee (ExeCom) shall be organized to facilitate

decision-making and act on urgent matters as well as handle crisis management.
ExeCom may be organized at the local level.

At each AFC level, the following sectoral committees shall be organized: as shown in the
Figure 2 below:

1. Committee on Poultry, Livestock and Feed Crops;

2. Committee on Fisheries and Aquaculture;
3. Committee on Food Staples;
4. Committee on Fruits and Vegetables;
5. Committee on Commercial Crops;
6. Committee on Agricultural Mechanization;
7. Committee on International Trade;
8. Committee on Climate Change;
9. Committee on Women; and
10. Committee on Youth.

The Council may also create other sectoral committees related to agriculture and
fisheries deemed necessary at their level, such as: Committee on Indigenous Peoples,
Environment, etc.

Figure 2. Sectoral Committees

Further, it shall create working committees to strengthen its operating structure,

organizational capacity to seize opportunities and hurdle challenges and to be able to
deliver services and benefits to its members as well as to the other stakeholders in the
community as follows:

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1. Committee on Resource Mobilization;

2. Committee on Strategic Partnering;
3. Committee on Image Enhancement; and
4. Committee on Membership Development.

Figure 3 illustrates the Organization of the AFCs showing the different Working
Committees.

These working committees aim to gain supportto sustain the operations,carry out the
vision and mission of the AFCs as well as recommend policies, plans and programs to
ensure operational effectiveness and efficiency.

Figure 3. Working Committees

III.1.2 Composition of AFCs – The AFCs shall be composed of:

a. Stakeholder organizations of agriculture and fisheries including allied

industries and services from the private sector. These include non-
government organizations, people’s organizations, and civic groups;
academe; and business organizations;

b. Concerned agencies from the government sector. These include DA and its
attached agencies, bureaus and corporations, other government agencies
and academe.

Individuals may also join the Council. An individual qualified to become a member
should be involved in agriculture and fisheries sector including allied industries and
services. He/she should not be a member of any organization already represented in the
Council. He/she must possess an expertise that will contribute to the agricultural and
fishery sector in general and benefit the Council in particular (e.g. former Chairpersons

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of the Council, professionals, entrepreneurs, etc.) and willing to share his/her time,
talent and resources to champion agricultural and fishery development.

The composition of the AFCs is as follows:

1. Regional Agricultural and Fishery Council (RAFC) – This Council shall be

composed of Chairpersons/Presidents or Representatives of region-wide
agricultural and fishery organizations and other concerned institutions/CSOs,
PAFC Chairpersons, HUCAFC Chairpersons, ICCAFC Chairpersons, individuals
and government sector representatives;

2. Provincial Agricultural and Fishery Council (PAFC) – This Council shall be

composed of Chairpersons/Presidents or Representatives of province-wide
agricultural and fishery organizations and other concerned institutions/CSOs,
MAFC and CAFC Chairpersons, Provincial Fisheries and Aquatic Resource
Management Council (FARMC) Chairpersons, individuals and government sector
representatives;

3. Highly Urbanized City Agricultural and Fishery Council (HUCAFC) – This

Council shall be composed of Chairpersons/Presidents or Representatives of
city-wide agricultural and fishery organizations and other concerned
institutions/CSOs, City FARMC Chairperson, representatives from the District,
individuals and government sector representatives;

4. Independent-Component City Agricultural and Fishery Council (ICCAFC) –

This Council shall be composed of Chairpersons/Presidents or Representatives
of city-wide agricultural and fishery organizations and other concerned
institutions/CSOs, CFARMC Chairperson, representatives from the Barangay,
individuals and government sector representatives;

5. City Agricultural and Fishery Council (CAFC) – This Council shall be composed
of Chairpersons/Presidents or Representatives of city-wide agricultural and
fishery organizations and other concerned institutions/CSOs, CFARMC
Chairperson, representatives from the Barangay, individuals and government
sector representatives; and

6. Municipal Agricultural and Fishery Council (MAFC) – This Council shall be

composed of Chairpersons/Presidents or Representatives of municipal-wide
agricultural and fishery organizations and other concerned institutions/CSOs,
Municipal FARMC Chairperson, representatives from the Barangay, individuals
and government sector representatives.

III.1.3 Membership Representation – Membership of the AFCs should be broad-

based. Private sector representation shall be at least sixty (60) percent of the total
membership. The rest shall be from the government sector to be determined by the
Council. This may includeone representative from any of the agencies/entities, where
and when applicable, as specified in Annex A. Should the government membership
exceeds forty (40) percent, the council may opt to consider other government
representatives on an on-call basis as resource persons.

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III.1.4 Composition of the Executive Committee – The Executive Committee shall be

composed of the following:

1. RAFC Chairperson
2. Co-Chairperson (government sector)
3. Vice Chairperson (private sector)
4. Secretary (private sector)
5. RAFC Executive Officer (applicable only to Regional level)
6. Secretariat-Coordinator

III.1.5 Composition of Sectoral Committees – The Committee shall be composed of a

Sectoral Chairperson from the private sector and two Vice-Chairpersons – one from the
government and one from the private sector. Members shall come from the Council who
have stake on the concerned sector.

III.1.6 Composition of Working Committees – The committee shall be composed of a

Chairperson appointed by the ExeCom. Membership is open to all interested council
members.

III.2. AFC Roles and Functions

III.2.1 Roles of AFCs – The AFCs shall have the following roles:

At the regional and local levels, AFCs take on the general role of being the frontline
mechanisms for private sector participation in the development processes in
agriculture and fisheries.

Specifically, AFCs as participatory mechanisms shall have the following roles:

1. Advisory bodies of the DA and LGUs to ensure the success of agricultural and
fishery programs and projects;
2. Focal entities of government and private sector partnership for the continuing
discussion of development problems, issues and concerns facing the agriculture
and fisheries sector with the ultimate aim of finding solutions, giving
policy/program recommendations and facilitating feedback and information
flow within the sector; and
3. Consultative, integrative, coordinative and monitoring bodies for regional and
local agricultural and fishery initiatives.

III.2.2 Functions of AFCs – The AFCs shall perform the following functions:

1. Facilitate and/or conduct consultations on agricultural and fishery policy issues

and concerns;
2. Participate in regional and local policy development, planning and budgeting
processes, implementation and/or coordination of local agricultural and fishery
plans, programs and projects;
3. Promote consensus on, and support for, regional and local budgets for
agriculture and fisheries and assist the DA and/or LGU in other advocacy works
with concerned government agencies and stakeholders; and

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4. Monitor and evaluate agriculture and fishery sector-related policies, programs

and projects at the regional and local levels;
5. Select and appoint the Chairpersons of the Sectoral and Working Committees.

For creative and innovative purposes, the roles and functions of the AFCs may be
comprehensively interpreted as the VOICE and BRIDGES of the local agriculture and
fisheries sector.

As the VOICE, the AFCs shall serve as:

- Vehicle for participation
- Conducts monthly meetings to discuss and resolve problems, issues and concerns confronting agriculture
and fisheries
- Recommends programs & projects based on people’s/community’s needs
- Brings to the attention of concerned agencies critical information that affects program & project
implementation
- Opens up opportunities for market, livelihood and personal growth
- Endorses projects for funding
- Undertakes promotional activities such as agri-fairs and market promotion activities
- Information source
- Generates and accesses international, national and local agricultural information that are critical to
facilitate discussions in the AFC
- Channel of communication
- Be the channel for continuing communication/discussions between the government and the private sector,
both national and local, and among stakeholders/sectors
- Enabler for community and individual stakeholder to influence and share control over development
initiatives
- Recommends programs, projects and policies based on people’s/community’s needs
- Assists in the planning and budgeting of DA and LGU
- Identifies and assesses diverse needs and resources of the area, in consultation with government and NGOs
to bring about collective action for agri-fisheries development

As BRIDGES, the AFCs shall serve as:

- Builder of support for agriculture and fisheries;
- Resource generator;
- Integrator of development initiatives and concerns;
- Designer of agriculture and fisheries sectors consultation activities;
- Governance mechanism to stimulate responsiveness, openness, transparency and accountability;
- Evaluator of programs, policies and projects, and gives feedback on how these are implemented
and how they affect the lives of community members;
- Strategic partner of the regional and local governments and the PCAF to ensure success in the
implementation of agricultural and fishery policies, programs and projects.

III.2.3 Functions of the ExeCom – The ExeCom shall have the following functions:
1. Deliberate and resolve matters that need immediate action;
2. Review outputs of Council meetings, prioritize and facilitate implementation;
and
3. Review expected outputs as defined under Item IV.4.

The Council, in session, may opt to add other duties and responsibilities of the ExeCom
which would enhance the operational effectiveness of the Council and improve the
delivery of services to its clientele.

III.2.4 Functions of the Sectoral Committees – The Sectoral Committees shall serve as
the focal groups in charge of discussing sectoral problems, issues and concerns towards
the formulation of policies, plans, programs, projects and actions for approval by the
Council.

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III.2.5 Functions of Working Committees – The working committees shall undertake

the following functions/activities:

1. Committee on Resource Mobilization

a. Review, analyze and identify resource streams/needs of the Council
b. Create options for new, diverse and multiple resource streams
c. Undertake innovative fund raising activities using community
strengths/resources
d. Solicit logistical support from external (local and foreign) sources
e. Cultivate and/or sustain good relationship with past, current and possible
donors and other resource streams

2. Committee on Strategic Partnering

a. Conduct stakeholder mapping to determine potential partners both from
private and government sectors
b. Develop and maintain database of existing and potential partners
c. Develop a 3-year strategic partnership action plan and budget
d. Spearhead the implementation of the Council’s strategic partnering plans and
activities

3. Committee on Image Enhancement

a. Develop an image enhancement action plan and budget
b. Cultivate and maintain good relationship with all stakeholders
c. Develop strategic and multi-media communication campaign framework and
spearheads its implementation
d. Undertake image building and enhancement activities
e. Promote distinctive AFC identity in all levels

4. Committee on Membership Development

a. Formulate and implement a membership development program
b. Develop strategies to increase and sustain membership
c. Create and maintain a database for the Council’s and members profile
d. Conduct periodic review of the Council’s and members’ profile
e. Formulate and implement structured motivational and other incentive
programs for the AFCs

III.3 Officers and Members

III.3.1 Officers – The officers of the AFCs shall be composed of a Chairperson who shall
come from the private sector, Co-Chairperson from the government sector, Vice-
Chairperson from the private sector, Secretary from the private sector, Treasurer,
Internal Auditor, Public Relations Officer and Chairpersons of the Sectoral and Working
Committees.

All Officers of the Council shall be elected, except for the Co-Chairperson from the
government sector and Chairpersons of the Sectoral and Working Committees.

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Chairpersons of the Sectoral and Working Committees shall be designated or appointed

by the ExeCom. They shall be selected from among members who volunteered. In case
that there are no volunteers, the ExeCom will appoint Chairpersons of the committees.

In areas where there are FARMC Representatives, they shall automatically be the
Chairperson of the Committee on Fisheries and Aquaculture.

III.3.2 Term of Office – All elected officers shall hold office for three (3) years.They
may be elected for a maximum of three (3) consecutive terms. One term is equivalent to
three (3) years. They are allowed to run and get elected or re-elected provided that they
are active members for three years prior to the next AFC election.

III.3.3 Members – Members from the private sector must be official representatives of
bona fide agriculture and fisheries-related organizations, allied industries and services
and individuals in accordance with Item VI.1. Members from the government sector
must be official representatives from the LGU and DA and its attached agencies, bureaus
and corporations and other government agencies as specified in annex A where
applicable.

Sectoral and Working Committees shall be opened to all members. Members of the
Council shall be asked to signify in which committee where they would like to
participate.

III.3.4 Qualifications

The qualifications of officers and members are as follows:

1. Chairperson/Vice-Chairperson (Private Sector)

a. A Filipino citizenof good moral character;

b. An official representative of a bona fide agriculture and/or fisheries-related
organization including allied industries and services or an individual who
meets the requirements in accordance with Item VI.1;
c. Familiar with the local agriculture and fisheries situation including allied
industries and services in his/her locality;
d. Presently engaged in agricultural and/or fishery related activities;
e. Active for at least three (3) yearsin the AFC;
f. Mentally and physically fit;
g. Possess strong leadership qualities;
h. Committed to serve voluntarily and fully support all activities of the Council;
and
i. Must have a very satisfactory performance for the past three (3) years.

2. Co-Chairperson (Government Sector)

Must be the chief agricultural officer or their equivalent in the locality, as

follows:

a. RAFC – DA Regional Director and DAF Regional Secretary for ARMM;

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b. PAFC – Provincial Agriculturist or Provincial Veterinary Officer and

Provincial Director for ARMM;
c. HUCAFC, ICCAFC or CAFC – City Agriculturist or City Veterinary Officer; and
d. MAFC – Municipal Agriculturist or Municipal Agricultural Officer

3. Other Officers and Members

a. Filipino citizen of good moral character;

b. An official representative of a bona fide agriculture and fisheries-related
organization including allied industries and services, and an individual who
can provide expertise related to the above mentioned fields;
c. Familiar with the agriculture and fisheries situation in their locality including
allied industries and services;
d. Willing to participate actively in all deliberations and meetings of the Council;
e. Committed to serve voluntarily and fully support all activities of the Council;
f. Mentally and physically fit; and
g. Possess potential leadership traits.

All officers and members are required to enter into a Partnership Agreementwith PCAF.

III.3.5 Duties and Responsibilities of Officers

1. Chairperson from the Private Sector – The Chairperson shall have the
following duties and responsibilities:

a. Act as Champion to gain support for the Council;

b. Exercise supervision and control over operations and administration of the
Council;
c. Preside all meetings of the Council;
d. Sign all papers, contracts and other documents for and on behalf of the
Council subject to its guidelines;
e. Represent the Council in the Local Development Councils, National
Government Agency Boards/Councils/Committees and all other entities in
which representation is or may be required;
f. Oversee the preparation of the work and financial plan (WFP), agenda,
minutes, highlights and resolutions or position papers and accomplishment
reports of the Council;
g. Present to the members a comprehensive report on accomplishments during
regular meetings including reports on the results of external meetings
attended;
h. Solicit support from the DA, LGUs and other entities to strengthen the
operation of the Council;
i. Call special meetings, whenever necessary;
j. Take the lead in promoting all activities of the Council;
k. Monitor developments which may affect AFC activities or that have relevant
impact on the agriculture and fishery sectors as a whole; and
l. Perform such other functions as may be required by the Council.

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2. Co-Chairperson from the Government Sector – The Co-Chairperson from the

government sector shall have the following duties and responsibilities:
a. Acts as Co-Champion to gain support for the Council;
b. Co-preside all meetings of the Council;
c. Monitor developments which may affect AFC activities or have relevant
impact on the agriculture and fishery sectors as a whole;
d. Provide logistical and budgetary support to augment the available resources
for the smooth operation of the Council;
e. Facilitate the timely disbursements of PCAF and other funds where
applicable;
f. Take the lead in generating additional logistical and budgetary support from
LGUs and other concerned government agencies for the smooth and
sustained operations of the Council;
g. Designate a full time Secretariat-Coordinator and other staff to assist the
Council; and
h. Perform such other functions as may be required by the Council.

3. Vice-Chairperson from the Private Sector – The Vice-Chairperson from the

private sector shall have the following duties and responsibilities:

a. Assist the Chairperson and Co-Chairperson in the performance of their duties

and responsibilities;
b. Perform the duties of the Chairperson and Co-Chairperson in their absence;
and
c. Perform such other duties and functions as may be assigned by the
Chairperson or Co-Chairperson/Council.

4. Secretary from the Private Sector – The Secretary from the private sector shall
have the following duties and responsibilities:

a. Sign or certify documents;

b. Keep custody of the seal of the Council ;
c. Represent the Council when his/her attendance is required; and
d. Perform other jobs as maybe assigned by the Council.

5. Treasurer – The Treasurer shall have the following duties and responsibilities:

a. Take custody of and accountability for funds and properties of the Council;
b. Countersign all checks for the Council;
c. Disburse funds as approved by the Council;
d. Issue official receipts for any sum of money received by the Council;
e. Maintain records of all financial transactions, record of inventory of assets
and update books of accounts of the Council and make them readily available
to all concerned;
f. Prepare and render financial reports during regular meetings; and
g. Perform such other duties as may be authorized by the Council.

6. Internal Auditor – The Auditor shall have the following duties and
responsibilities:

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 AFC MANUAL OF OPERATIONS

a. Audit all transactions of the Council;

b. Prepare, submit and render audit reports to the Council;
c. Submit audit findings and recommend corrective and preventive measures;
and
d. Perform such other duties as may be authorized by the Council.

7. Public Relations Officer (PRO) – The PRO shall have the following duties and
responsibilities:

a. Spearhead the preparation of information and advocacy plans for the AFCs;
b. Disseminate the plans and accomplishments of the Council;
c. Prepare statement/fact sheets for press release;
d. Act as a spokesperson of the Council upon authority of the Chairperson;
e. Coordinate the photo and video documentation of all special events/affairs of
the Council and maintain a library of these documentations;
f. Coordinate closely with concerned working committees; and
g. Perform other functions as may be required by the Council.

8. Sectoral Committee Chairpersons – The Sectoral Committee Chairpersons

shall have the following duties and responsibilities:

a. Preside sectoral committee meetings and consultations;

b. Render comprehensive committee reports of accomplishments to the
Council;
c. Take the lead in resolving sectoral problems, issues and concerns and elevate
to the Council unresolved problems, issues and concerns with recommended
solutions;
d. Represent the AFC in the National/Regional/ProvincialSectoral Committee
meetings and other sectoral fora as authorized by the Chairperson;
e. Provide feedback to all concerned; and
f. Perform such other duties as may be assigned by the Council.

9. Working Committee Chairpersons – The Working Committee Chairpersons

shall have the following duties and responsibilities:

a. Preside working committee meetings;

b. Take the lead in formulating and implementing plans and programs of the
committee;
c. Render comprehensive committee reports of accomplishments to the
ExeCom/Council; and
d. Perform such other duties as may be assigned by the ExeCom/Council.

III.3.6 Duties and Responsibilities of Council Members

Council members shall actively participate in all activities of the AFCs. In addition, it is
the duty and responsibility of each member to:

1. Be abreast with the local agriculture and fisheries situation and trends in
their municipality, city, province or region;

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 AFC MANUAL OF OPERATIONS

2. Report to theCouncil or concerned Sectoral Committee agriculture and

fishery-related problems, issues and concerns in their area and recommend
possible solutions;
3. Recommend appropriate policies, programs and projects;
4. Inform the community and other concerned groups of the plans, programs,
projects, and activities of the LGUs, DA and the AFCs;
5. Participate in the project proposal evaluation for possible funding;
6. Monitor and evaluate existing programs and projects of LGUs, DA-RFOs and
PCAF and provide feedback to concerned entities;
7. Lobby for support from stakeholders in the community for the sustained
operation of the Council; and
8. Adhere to the policies and rules of the Council at all times.

III.3.7 Rights and Benefits of Members

The members of the Council shall have the following rights:

1. To vote in all matters that needs decision including election related concerns;
2. Be elected or appointed to any position in the Council;
3. Have access to the Council’s documents during business hours; and
4. Exercise power of recall for loss of confidence subject to the provisions
stipulated in Item V.2.

The members of the Council shall have the following benefits (WINNERS):

W - Working with the government in serving the community;

I - Improving community standing;
N - Networking with new allies and establishing connections;
N - New opportunities for accessing information, technologies, services and
support;
E - Enhancing personal capacities;
R - Recognized as partners in shaping agriculture and fisheries development
agenda specially as members of LDCs and other policy making bodies; and
S - Self-satisfaction and self-fulfillment.

III.4 Council Secretariat

III.4.1 Secretariat – The Secretariat shall be established to support the Council. At the
regional level, it shall be headed by the RAFC Executive Officer and assisted by a fulltime
Secretariat-Coordinator, both designated by the Co-Chairperson from the government
sector. At the provincial, city and municipal levels, the Secretariat shall be headed by a
fulltime Secretariat-Coordinator designated by the Local Chief Executive.

III.4.2 Duties and Responsibilities of the RAFC Executive Officer

The RAFC Executive Officer shall have the following duties and responsibilities:

1. Ensure that secretariat support is provided to the Council;

2. Supervise the operations of the RAFC Office;

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3. Coordinate closely with the LGUs, DA-RFO, PCAF, and other concerned
entities in setting the annual and regular agenda of the Council;
4. Coordinate the preparation of the Council’s annual plan and budget, and
consolidate submissions;
5. Coordinate the implementation of the Council’s plans and activities;
6. Coordinate conduct of periodic performance reviews;
7. Lobby for support for the Council from concerned entities; and
8. Perform such other functions as maybe needed including those stipulated
under the guidelines on AFC monitoring and validation activities.

III.4.3 Duties and Responsibilities of the Secretariat-Coordinator

The Secretariat-Coordinator shall have the following duties and responsibilities:

1. Prepare and send agenda and notice of meetings and ensure that all notices
are received by all concerned;
2. Record the attendance and proceedings of all meetings of the Council;
3. Prepare minutes/highlights of meetings, resolutions, proposals, and position
papers;
4. Coordinate the conduct of meetings including arranging venue, preparing
materials and other logistics support;
5. Keep and update a register of names, mailing and e-mail addresses of all
members and safe keep all records/minutes and other documents of the
Council;
6. Monitor development and conduct follow-up activities on resolutions
generated or issues arising from the minutes of meetings or consultations;
7. Provide support to AFC Monitoring and Evaluation activities as stipulated
under the guidelines on AFC Monitoring and validation activities;
8. Assist in the preparation of the Council’s annual plan and budget, and
consolidate submissions;
9. Assist in the implementation of the Council’s plans and activities;
10. Assist in the conduct of periodic performance reviews;
11. Gather data and information to support Council discussions and policy
initiatives;
12. Maintain database of AFC-related information;
13. Prepare quarterly and annual Council accomplishment reports and submit to
concerned entities;
14. Facilitate the timely disbursements of PCAF and other funds where
applicable;
15. Assist in lobbying for support for the Council from concerned entities;
16. Facilitate timely preparation and submission of disbursement/liquidation
reports;
17. Assist in the conduct of AFC election; and
18. Perform such other functions as maybe assigned by the council.

IV. Activities, Procedures and Outputs

IV.1Meetings
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IV.1.1 Regular Consultative Meetings – Each Council shall hold synchronized regular
consultative meetings as follows:

1. MAFC/CAFC – 1st to 2nd week of the month

2. PAFC/HUCAFC/ICCAFC – 3rd week of the month
3. RAFC – 4th week of the month

RAFC and PAFC/HUCAFC/ICCAFC regular consultative meetings shall be held at least

once every two months while the MAFC/CAFC regular consultative meetings shall be
held at least once every quarter at a date, time and place determined by the Council.

All regular consultative meetings shall be conducted as scheduled. Cut-off time for
reporting of accomplishments shall be based on the schedule as provided in IV.6
Expected AFC Outputs; hence, conduct of consultative meetings during the second half
of the last month of the quarter is not encouraged.

IV.1.2 Special Consultative Meetings – Special consultative meetings may be

convened by the Chairperson to discuss issues and concerns that need immediate
action. This may include unresolved issues and concerns deliberated at the lower AFC
level meeting.

IV.1.3 Sectoral Committee Consultative Meetings – Sectoral Committee consultative

meetings shall be convened by the Committee Chairperson preferably prior to the
Council meeting to discuss sectoralissues and concerns.

IV.1.4 ExeCom Meetings – ExeCom meetings shall be convened by the Chairperson at

any given date, time and place to discuss issues and concerns that need immediate
action.

IV.1.5 Working Committee Meetings – Working Committee meetings shall be

convened by the Committee Chairperson at any given date, time and place to discuss
plans, activities and programs.

IV.2 Agenda Setting

The AFCs shall tackle all policy and administrative related matters relevant to their
mandates and functions.

All Commodity-based Sectoral Committees shall tackle, as much as possible and where
applicable, the functional components of AFMA, as follows:

1. Production and Marketing Support Services

a. Strategic Agricultural and Fisheries Development Zones
b. Agriculture and Fisheries Modernization Plan
c. Credit
d. Irrigation
e. Information and Marketing Support
f. Postharvest and Other Infrastructure
2. Human Resource Development

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 AFC MANUAL OF OPERATIONS

3. Research Development and Extension

4. Rural Non-Farm Employment
5. Trade and Fiscal Incentives

Sectoral Committees with strategic and cross-cutting concerns such as Committee on

Agricultural Mechanization, Committee on International Trade, Committee on Climate
Change, Committee on Women, Committee on Youth and others, shall tackle issues
affecting not only the concerned stakeholders but also all affected and concerned
agricultural and fishery commodities.

IV.3 Procedures

IV.3.1 Notice of Meetings – Notice of regular consultative meetings shall be sent to all
members at least fifteen (15) calendar days prior to the date of the meeting. The notice
may be sent through mail, e-mail, fax, telephone or mobile phone, private courier and all
other possible means or other social media facilities.

Notices of other meetings (Special, Sectoral Committee, ExeCom and Working

Committee Meetings) shall depend upon the discretion of the concerned Chairperson.

IV.3.2 Quorum – A quorum for any meeting shall consist of fifty percent (50%) plus
one (1) of the total membership.

IV.3.3 Order of Business – The order of business of a regular consultative meeting

shall ideally be as follows:

a. Opening Prayer
b. National Anthem
c. Call to order
d. Roll Call
e. Presentation and Approval of the Agenda;
f. Reading and Approval of the Minutes of the Previous Meeting
g. Matters Arising from the Minutes of the Previous Meetings
h. Agenda of the Meeting
- Report of the Chairperson
- Reports of the Sectoral and Working Committees
- Updates on Resolutions, Sectoral Issues and Concerns
- Policy Agenda
- Updates on Policies/Programs/Projects
- Report of the Treasurer
- AFC Secretariat-Coordinator’s Report to include fund status from PCAF, DA-
RFO and other sources
i. Other Matters
j. Closing Prayer
k. Adjournment

The general purpose of any meeting is for information, discussion and decision making.

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 AFC MANUAL OF OPERATIONS

The Order of business for Special, Sectoral Committee, ExeCom and Working Committee
Meetings shall depend upon discretion of the concerned Chairperson.

IV.4 Monitoring and Evaluation

The AFCs shall monitor/assess the status of the implementation of DA and PCAF-funded
priority programs and projects and to provide feedback and recommendations to
further improve implementation. This process is also aimed at mainstreaming private
sector participation through the local AFCs in the monitoring and evaluation of the DA-
PCAF programs/projects and activities.

For efficient and effective conduct of M&E, the AFC shall be guided by the provisions of
the DA Memorandum Circular No. 02 dated March 27, 2015 or any latest guidelines
issued on AFC Monitoring. Please see Annex D for DA MC No. 02.

IV.5 Annual Planning and Performance Review

The AFCs shall prepare their annual Work and Financial Plan which will coincide with
the planning cycle of the LGU, DA-RFO, PCAF and other entities.

An annual performance review and planning shall be conducted by the AFCs every
fourth quarter to assess the accomplishments vis-à-vis targets.

IV.6 Expected AFC Outputs

Expected Outputs – The major final outputs, other outputs, the required documents
and the schedule of submission are presented in Tables 1 and 2.

Table 1.

Schedule of
Major Final Outputs Documents Documents
Submission
1. Policy related Copies of resolutions ●Shall be endorsed to
resolutions (should the concerned
be prepared and agency/office within 30
signed within 7 days calendar days after the
after the meeting) meeting
●If endorsement
assistance is needed,
request should be
submitted 7 days after
the meeting. The
concerned next level
AFC/PCAF shall ensure
that the endorsement is
made within 30 days
after the meeting of the

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requesting AFC.
●Next level AFC and
PCAF shall be furnished
with copies of the
resolutions and the
letters of endorsements
within 7 days from the
time of endorsement.
8. Policy resolutions Copies of ●Furnish next level AFC
adopted directives/ordinances and PCAF copies of
directives/ordinances
within 7 days after
receipt.
9. Partnership forged Memorandum of ●Shall be submitted to
Agreement/Understanding PCAF 7 days after
(MOA/MOU) signing of the
MOA/MOU
10. Local issues Matrices of local issues ●Furnish next level AFC
resolved resolved with supporting and PCAF copies of
documents matrices with
supporting documents
within 7 days after
addressed.

11. Meetings Copies of ●Shall be submitted to

facilitated/support Highlights/Minutes of the next level AFC, copy
ed Meeting furnished PCAF within 7
days after meeting
12. Participatory Monitoring and Evaluation ●Refer to Annex D, page
Monitoring and Reports 39, DA MC No. 2, Series
Evaluation 2015 Re: Guidelines on
Activities the AFCs Monitoring
and Validation Activities

Table 2.

Schedule of Documents
Other Outputs Documents
Submission
1. Non policy related Copies of resolutions ●Shall be endorsed to the
resolutions (should be concerned agency/office
prepared and signed within 30 calendar days
within 7 days after the after the meeting.
meeting) ●If endorsement
assistance is needed,
request should be
submitted 7 days after
the meeting. The
concerned next level

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 AFC MANUAL OF OPERATIONS

AFC/PCAF shall ensure

that endorsement is
made within 30 days
after the meeting of the
requesting AFC.
●Next level AFC and
PCAF shall be furnished
with copies of the
resolutions and the
letters of endorsements
within 7 days from the
time of endorsement.
2. Dialogues conducted Highlights of dialogues ●Furnish next level AFC
conducted with photo and PCAF with highlights
documentation and of dialogues conducted
other supporting with photo
documents documentations and
other supporting
documents within 7 days
after the dialogue.
3. AFC MOA/MOU and/or other ●Furnish next level AFC
organized/reorganized supporting documents and PCAF with
(report, updated council MOA/MOU and/or other
profile, letters) supporting documents
within 7 days after the
dialogue.

V. Election and Recall

V.1 Election

V.1.1 Creation of Electoral Board – The Electoral Board of each Council shall be
created sixty (60) days prior to the conduct of every election. It shall be composed of a
Chairperson from private sector and two members, one coming from the government
sector and the other from the private sector, who shall be elected during the regular
meeting of the Council. It shall serve independently to ensure orderly and honest
elections. The members of the electoral board shall hold office for three (3) years or
until their successors shall have been elected and qualified. Likewise, they cannot run
for any position during their term of office.

The Electoral Board shall have the following specific functions:

1. Prepare guidelines on the conduct of election for approval of the Council and
disseminate the same;

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 AFC MANUAL OF OPERATIONS

2. Orient candidates on guidelines regarding candidacy requirement on election

processes;
3. Set date of filing of candidacy;
4. Screen potential candidates;
5. Post list of qualified candidates;
6. Post list of qualified voters (which comes from the official list of active AFC
members);
7. Administer the conduct of election. Open the floor for nomination during the
date of election in case no one filed a certificate of candidacy;
8. Canvass and certify election returns;
9. Proclaim the winning candidates; and
10. Decide and settle all election protests.

The Electoral Board may be assisted by the RAFC Executive Officer and/or the
Secretariat-Coordinator from a higher AFC level. The PCAF Representative, RAFC
Executive Officer and/or Coordinator shall serve as resource persons to ensure that the
election process is efficiently and effectively undertaken in accordance with the
provisions of this Manual and the election guidelines.

The official voters list is the AFC Profile. The AFC Profile must be updated by the
concerned Secretariat-Coordinator at least a month before the scheduled election.
Members who are not in the list shall not be allowed to vote. Only those regular
attendees in the AFC meeting must be included in the official voters’ list as certified by
the Secretariat-Coordinator.

In every election, representatives from DILG and Commission on Election (COMELEC)

shall be invited to serve as observers. For the RAFC, COMELEC representative shall
come from the province where the election will be held.

V.1.2 Filing of Candidacy – Interested candidates shall file certificate of candidacy.

Qualification of candidates shall be subject to III.3.4 (Qualifications) of this Manual.

V.1.3 Schedule of Election – The AFC election shall be held every three (3) years,
during the month of July. It shall be conducted sequentially as follows:

a. MAFC/CAFC – 1st to 2nd week;

b. PAFC/HUCAFC/ICCAFC – 3rd week; and
c. RAFC – 4th week.

The concerned Councils shall inform PCAF at least thirty (30) days before the scheduled
election.

V.1.4 Manner of Election – Election shall be opened to all qualified officers and
members of the council. Voting shall be done through secret ballot. Nomination in
absentia and proxy voting shall not be allowed.

Moreover, aside from the other members of the Council (who are not AFC
Chairpersons), only newly elected/re-elected AFC Chairpersons shall participate in
succeeding levels of election as follows:

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 AFC MANUAL OF OPERATIONS

a. Newly elected/re-elected MAFC Chairpersons can vote in the PAFC election

b. Newly elected/re-elected PAFC Chairpersons can vote in the RAFC election

V.1.5 Proclamation of Winners – The Electoral Board shall proclaim the winners
immediately after the counting of votes. Its decision is final and executory. Winners
shall assume office effective August 1 following the month of their election, while the
non-winning candidates remain as members.

V.1.6 Special Election – A special election shall be called by the Electoral Board within
fifteen (15) days from the date of the vacancy arising from any of the following causes:
death, permanent incapacity, removal, resignation, automatic disqualification and
election or appointment to higher position. No special election shall be called if the
vacancy occurs within two months prior to the date of regular election.

V.1.7 Rule of Succession – If the Chairperson is elected to the same position of

higher/next AFC level, he/she shall automatically relinquish his/her position in the
lower AFC level. No chairperson shall be allowed to hold the same position in two (2)
different AFC levels.

If the vacancy occurs in the Office of the Chairperson, the Vice-Chairperson from the
Private Sector shall automatically act and serve as Chairperson for the duration of the
unexpired term of his/her predecessor. No Chairperson shall be allowed to hold the
same position in two (2) different AFC levels. The elected officer shall serve only for the
unexpired term of his/her predecessor. If the unexpired term is more than a year, this
shall be counted as one term.

In case of vacancy in the office of the Co-Chairperson from the Government Sector, the
Officer-in-Charge of the office he/she is representing shall act as the Co-Chairperson
until assumption of office of the newly appointed official.

V.1.8 Automatic Resignation – Any officer or member from all levels is automatically
resigned upon filing of candidacy for any government elective position. Officers or
members appointed in any government position shall also automatically resign except
when appointed as officer or representative of the private sector in an executive
board/committee/technical working group of a government office.

Any officer or member subjected to automatic resignation may re-apply as member and
may run for a position in the next regular election of the Council subject to provisions in
III.3.3 (Members) and III.3.4 (Qualifications) of this Manual.

Any officer is deemed automatically resigned from his/her present position once he/she
is elected/proclaimed the winner to the higher/next AFC level.

V.2 Recall

V.2.1 Initiation of Recall – The power of recall for loss of confidence shall be exercised
by the members of the Council. Any officer from the private sector may be subjected to
recall.

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 AFC MANUAL OF OPERATIONS

The recall shall be initiated by any officer or member by filing a petition citing the cause
of the loss of confidence and duly signed by the majority of the total registered
members.
The petition for recall at all levels shall be filed with the next higher AFC level.

V.2.2 Composition of Recall Committee – All Councils shall have a Recall Committee.
At the RAFC level, it shall be composed of the Co-Chairperson from the government
sector, who shall act as the head, with the RAFC Executive Officer, and the Chairperson
of the Electoral Board as members. The Secretariat-Coordinator will act as the
secretariat of the recall committee.

At the PAFC and the MAFC levels, the recall committee shall be composed of the Co-
Chairperson from the government sector, who shall act as the head, the Secretariat-
Coordinatorand the Chairperson of the Electoral Board as members.

V.2.3 Recall Proceedings – The Recall Committee shall be convened to determine the
merits of the petition and present the results of its findings and recommendation to the
Council within fifteen (15) calendar days upon receipt of the petition. The Council shall
ratify the petition through a majority vote of the total registered members. The recall
shall take effect immediately upon ratification and shall be final and executory. The
Recall Committee shall inform PCAF and other AFC levels of its decision.

The officer/s being petitioned shall inhibit himself/herself from the deliberation of the
Council.

VI. General Provisions

VI.1 Membership Process – Interested organizations, private entities and individuals

may join the AFCs. They shall submit the following documents:

For organization

a. Certified true copy of Registration/Accreditation/Business Permit with the

appropriate agencies;
b. Organizational Profile;
c. Endorsement letter appointing an official representative and an alternate;
and
d. Bio-data of representative and alternate.

For individual

a. Letter of intent together with Bio-data;

b. Certified true copy of business registration certificate, if applicable; and
c. Certificate of good moral standing issued by the Barangay Chairperson, and
endorsement letter from any private organization or government sector
entity or by invitation by a Council member/Secretariat-Coordinator

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 AFC MANUAL OF OPERATIONS

The Council, through the Committee on Membership Development, shall review the
submitted documents and shall conduct a background investigation. The organization
shall present its profile before the Council, while the individual shall undergo an
interview. The applicants shall be informed of the action taken within fifteen (15)
working days after the presentation of organization profile, and the conduct of
interview for individuals. Qualified applicants shall be endorsed for approval to PCAF
through a Council Resolution. They shall undergo an orientation on the PCAF’s AFC
Manual of Operations, shall take their oath and shall sign the Partnership Agreement.
(Annex E)

Organizations shall be allowed only one membership in the AFC.

VI.2 Leave of Absence – Any officer or member, for justifiable reason, may be allowed
to take a leave of absence not exceeding ninety (90) days. For officers, absences
exceeding ninety (90) days shall automatically render the position vacant.

VI.3 Resignation – Any officer or member who wishes to resign from the Council shall
file a resignation letter thirty (30) days prior to the effective date.

VI.4 Withdrawal of Membership – The Volunteer-Partner may at anytime, for

whatever reason decides to withdraw his/her membership with the AFC. The notice of
such decision shall be communicated in writing thirty (30) days prior to the effective
date of the member’s withdrawal.

VI.5 Performance Evaluation – The Council and its members shall undergo periodic
performance evaluation by PCAF.

VI.6 Disciplinary Action – Any officer or member who commits any of the following
offenses shall be subjected to disciplinary actions to be determined by the Council, the
higher level AFC or PCAF:

a. Failure to attend regular meetings for three consecutive times without valid
reasons;
b. Failure to comply with his/her duties and responsibilities, PCAF’s policies and
procedures, and satisfactorily perform assigned duties;
c. Conduct unbecoming of an AFC officer or a member; and
d. For any act of commission or omission injurious or prejudicial to the interest or
welfare of the Council

Item a shall be based on the attendance sheet, while items b, c and d shall be based on
written complaints/petition.

After all possible remedial measures have been exhausted, unsettled issues and
concerns shall be endorsed to the next higher AFC level or PCAF for resolution.

The Chairperson, through the Secretariat–Coordinator, shall ensure that the notice of
suspension or termination is served to the concerned officer or member within thirty
(30) days after the decision has been made.

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 AFC MANUAL OF OPERATIONS

VI.7 Fiscal Year – The fiscal year of the AFCs shall be from July 1 of the current year to
June 30 of the next year.

VI.8 Seal – The AFC shall adopt one seal, in addition to the PCAF seal.

VI.9 Amendments – This AFC Manual of Operations shall be reviewed every five (5)
years by PCAF and reserves the right to amend the policies as necessary.

VI.10 Repealing Clause – Previous manuals, issuances, guidelines and orders

inconsistent with this Manualof Operations are hereby repealed.

VI.11 Effectivity – This AFC Manual of Operations shall take effect on _____.

APPROVED:

PROCESO J. ALCALA
Secretary

Date: _________________________

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 AFC MANUAL OF OPERATIONS

Acronyms

AFC – Agricultural and Fishery Council

AFMA – Agriculture and Fisheries Modernization Act of 1997
AT – Agriculture Technician
BFAR – Bureau of Fisheries and Aquatic Resources
CA – City Agriculturist
CAFC – City Agricultural and Fishery Council
CFARMC – City Fisheries and Aquatic Resources Management Council
DA – Department of Agriculture
DAR – Department of Agrarian Reform
DENR – Department of Environment and Natural Resources
DILG – Department of Interior and Local Government
DPWH – Department of Public Works and Highways
DTI – Department of Trade and Industry
DOLE – Department of Labor and Employment
DOST – Department of Science and Technology
DND – Department of National Defense
DSWD – Department of Social Welfare and Development
EXECOM – Executive Committee
FARMC – Fisheries and Aquatic Resources Management Council
GO – Government Organization
HUC – Highly Urbanized City
HUCAFC – Highly Urbanized City Agricultural and Fishery Council
ICC – Independent-Component City
ICCAFC – Independent-Component City Agricultural and Fishery Council
LGU – Local Government Unit
MA – Municipal Agriculturist
MAFC – Municipal Agricultural and Fishery Council
NDRRMC – National Disaster Risk Reduction and Management Council
NEDA – National Economic Development Authority
NFA – National Food Authority
NIA – National Irrigation Authority
NSC – National Sectoral Committee
PIA – Philippine Information Authority
PCA – Philippine Coconut Authority
PAGASA – Philippine Atmospheric Geophysical Astronomical Science Administration
PCAF – Philippine Council for Agriculture and Fisheries
PCIC – Philippine Crop Insurance Corporation
PA – Provincial Agriculturist
PAFC – Provincial Agricultural and Fishery Council
PO – People’s Organization
RAFC – Regional Agricultural and Fishery Council
RD – Regional Director
RFO – Regional Field Office

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Definition of Terms

1. Agricultural and Fishery Council (AFC) – a special body created under Executive
Order 116 to encourage private sector participation in agriculture and fishery
development through consultation, advocacy, planning, monitoring and project
evaluation.
2. City Agricultural and Fishery Council – an agricultural and fishery council operating
within a component city. This is also referred to as the Component City Agricultural
and Fishery Council.
3. Component City – A city dependent of the province whose voters are allowed to
elect their provincial officials. (See Annex B for the list of component cities)
4. Component City Agricultural and Fishery Council – an agricultural and fishery
council operating within a component city whose Chairperson is a member of the
PAFC.
5. Fisheries and Aquatic Resources Management Council – a special body created
under RA 8550 otherwise known as the Philippines Fisheries Code of 1998. It acts as
advisory body for the protection, sustainable development and management of
fishery and aquatic resources. It is established at the national, municipal and
barangay levels composed of representatives from LGUs, NGOs, and DA fisher folk
organizations.
6. Highly Urbanized City/Independent-Component City – a city independent of the
province whose voters are not allowed from voting for provincial elective officials.
(See Annex C for the list of highly urbanized cities and independent component
cities)
7. Highly Urbanized City/Independent-Component City Agricultural and Fishery
Council – an Agricultural and Fishery Council operating within a highly urbanized
city/an independent-component city whose Chairperson is a member of the RAFC.
8. Quorum – 50% plus one of the total number of members.
9. Philippine Council for Agriculture and Fisheries – an attached agency of the
Department of Agriculture mandated to ensure broad-based private sector
participation for sustainable countryside development by nurturing a nationwide
network of AFCs.
10. Non-Government Organization – an agency, institution, foundation or a group of
persons whose purpose is to assist people’s organizations/associations in various
ways.
11. People’s Organization – a bona fide association of citizens with demonstrated
capacity to promote the public interest and with identifiable leadership,
membership and structure. Its members belong to a certain sector/s that
voluntarily organized them for their upliftment, development and greater good.
12. Executive Committee – a committee that handles urgent matters for immediate
action by the Council
13. Broad based participation – refers to the involvement of a wide spectrum of
stakeholders in an activity or development process
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14. Private sector-led development – is a term in international development which

refers to a range of strategies for promoting economic growth and reducing poverty
in developing countries by building private enterprises. This could be through
working with private firms directly, with membership organizations to represent
them, or through a range of areas of policy and regulation to promote enabling
environments for functioning and competitive markets.
15. Sustained volunteerism – is the expression of an individual’s involvement in their
community in an extended period of time. The action should be carried out
voluntarily, according to an individual’s own freewill, and not as an obligation
stipulated bylaw, contract or academic requirement.
16. Shared vision – refers to the collective awareness and sense of commonality in
terms of goals, objectives and strategic directions of an organization.
17. Efficiency means being able to “do things right” given the available resources/inputs
and within a specified timeframe. This is about delivering a given quantity and
quality of outputs with minimum inputs or maximizing outputs with a given
quantity and quality of inputs.
18. Effectiveness means being able to “do the right things.” It refers to the achievement
of objectives. It involves an assessment of the outcomes and outputs measured in
terms of performance indicators or targets.
19. Equity refers to the quality of being fair or impartial; something that is fair and just.
20. Transparency refers to the principle which in a social context implies openness. It
operates in such a way that it is easy for others to see what actions are performed.
21. Accountability refers to the obligation of an individual or organization to account for
its activities, accept responsibility for them, and to disclose the results in a
transparent manner. It also includes the responsibility for money or other entrusted
property.
22. Integrity is the quality of being honest and having strong moral principles, moral
uprightness. It is generally a personal choice to consistently uphold oneself to moral
and ethical standards. It is also regarded as honesty and truthfulness and accuracy
of one’s actions.
23. Responsiveness refers to the prompt, courteous, and adequate service to the public.
It may also refer to the degree by which policies, programs and activities or
interventions address the needs of the target clients or the general public.
24. Adherence to the rule of law in its most generic sense means subjecting oneself and
obedience to the law.
25. Donors are individuals or institutions that provide funds to the AFCs. They can be
LGUs, foundations and other organizations.
26. Other resource streamsare established entities or organizations which support
volunteers and its activities.
27. Accomplishment reports refer to as monitoring, consultation, financial and other
reports as may be required by PCAF.
28. Logistical support refers to any forms of assistance such as vehicle, facilities, venue,
supplies, materials, equipment, etc. except human resource and funds.

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ANNEX A

1. Department of Agriculture (DA) and its attached agencies, bureaus and

corporations such as but not limited to the following:
a. Agricultural Training Institute
b. Philippine Crop Insurance Company
c. Bureau of Fisheries and Aquatic Resources
d. Bureau of Soils and Water management
e. Bureau of Animal Industry
f. Bureau of Plant Industry

2. Local Government Unit (LGU);

3. Other national government agencies as follows:

a. National Food Authority

b. National Irrigation Authority
c. Philippine Coconut Authority
d. Department of Agrarian Reform
e. Department of Budget and Management
f. Department of Finance
g. Department of Health
h. Department of the Interior and Local Government
i. Department of National Defense and its attached agencies especially
National Disaster Risk Reduction and Management Council
j. Department of Trade and Industry
k. National Economic and Development Authority
l. Department of Science and Technology and its attached agencies
especially the Philippine Atmospheric, Geographic and Aeronautical
Services Administration
m. Department of Social Welfare and Development
n. Department of Public Works and Highways
o. Department of Tourism
p. Agencies under the Office of the President:
a. Philippine Statistics Authority
b. Cooperative Development Authority
c. Technical Education and Skills Development Authority
d. Philippine Information Agency

4. State Colleges and Universities

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ANNEXB
COMPONENT CITIES

REGION I REGION IV-B REGION XI

1. Laoag City 33. Calapan City 58. Panabo City
2. Candon City 59. Tagum City
3. Vigan City REGION V 60. Digos City
4. San Fernando City 34. Legazpi City 61. Island Garden of
5. Alaminos City 35. Ligao City Samal City
6 San Carlos City 36. Tabaco City
7. Urdaneta City 37. Iriga City REGION XII
38. Masbate City 62. Kidapawan City
REGION II 39. Sorsogon City 63. Koronadal City
8. Tuguegarao City 64. Tacurong City
9. Cauayan City REGION VI
40. Roxas City REGION XIII (Caraga)
REGION III 41. Passi City 65. Surigao City
10. Balanga City 66. Bislig City
11. Malolos City REGION VII
12. Meycauayan City 42. Tagbilaran City ARMM
13. San Jose del Monte City 43. Danao City 67. Marawi City
14. Cabanatuan City 44. Talisay City
15. Gapan City 45. Toledo City NIR *
16. Science City of Muñoz 68. Bago City
17. Palayan City REGION VIII 69. Cadiz City
18. San Jose City 46. Calbayog City 70. Escalante City
19. San Fernando City 47. Maasin City 71. Himamaylan City
20. Tarlac City 72. Kabankalan City
REGION IX 73. La Carlota City
REGION IV-A 48. Dapitan City 74. Sagay City
21. Batangas City 49. Dipolog City 75. San Carlos City
22. Lipa City 50. Isabela City 76. Silay City
23. Tanauan City 51. Pagadian City 77. Sipalay City
24. Cavite City 78. Talisay City
25. Dasmariñas City REGION X 79. Victorias City
26. Tagaytay City 52. Malaybalay City 80. Bais City
27. Trece Martirez City 53. Valencia City 81. Bayawan City
28. Calamba City 54. Oroquieta City 82. Canlaon City
29. San Pablo City 55. Ozamis City 83. Dumaguete City
30. Santa Rosa City 56. Tangub City 84. Tanjay City
31. Biñan City 57. Ginoog City
32. Antipolo City
*/ Negros
Island Region
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ANNEX C
HIGHLY URBANIZED CITIES

CAR REGION VIII

1. Baguio City 10. Tacloban City

REGION IX
REGION III 11. Zamboanga City
2. Angeles City
3. Olongapo City REGION X
12. Cagayan de Oro City
13. Iligan City
REGION IV-A
4. Lucena City REGION XI
14. Davao City

REGION IV-B REGION XII

5. Puerto Princesa City 15. General Santos City

REGION VI REGION XIII (Caraga)

6. Iloilo City 16. Butuan City

REGION VII NIR *

7. Cebu City 17. Bacolod City
8. Mandaue City
9. Lapu-lapu City

*/ Negros Island Region

INDEPENDENT COMPONENT CITIES

REGION I REGION V REGION XII

1. Dagupan City 3. Naga City 5. Cotabato City

REGION II REGION VIII

2. Santiago City 4. Ormoc City

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ANNEX D

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PHILIPPINE COUNCIL FOR AGRICULTURE AND FISHERIES

MONITORING FORM

NAME OF PROJECT
TARGET DATE OF
FUND SOURCE PROPONENT DATE STARTED PROJECT COST AMOUNT RELEASED STATUS
COMPLETION

NO. OF MEMBERS
NAME OF RECIPIENT:
MALE FEMALE

Brgy. Mun./City
PROJECT
LOCATION:
Province Region

DETAILS OF GOODS/SERVICES RECEIVED:

OBSERVATION/S OF THE MONITORING TEAM

STATUS ISSUES AND CONCERNS

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RECOMMENDATIONS

PICTURES

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PERSON CONTACTED

NAME POSITION OFFICE

PREPARED BY: NOTED BY:

NAME OF MONITORING TEAM SIGNATURE

SIGNATURE

NAME:

DATE OF MONITORING:

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ANNEX E

Philippine Council for Agriculture & Fisheries

Partnership Agreement

KNOW ALL MEN BY THIS PRESENT:

This Partnership Agreement, entered into by and between:

The PHILIPPINE COUNCIL FOR AGRICULTURE AND FISHERIES (PCAF), a

government agency attached to the Department of Agriculture (DA) created
pursuant to Executive Order 366, Series of 2004, and the approved
Rationalization Plan dated June 26, 2013, with office address at Apacible Hall,
Department of Agriculture Compound, Elliptical Road, Diliman, Quezon City,
represented in this Act by its Executive Director, _______________________,
hereinafter referred to as “PCAF”;

and

____________(Name of Partner-Volunteer)_____________________, representing

__________(name of organization)________with address at ________________
_______________________, hereinafter referred to as “Partner Volunteer”:

WITNESSETH

WHEREAS, Republic ActNo. 9418 also known and cited as the Volunteer Act of
2007 under Section 2 provides that “it shall be the policy of the State to promote
the participation of the various sectors of the Filipino society, and as necessary,
international and foreign volunteer organizations in public and civic affairs, and
adopt and strengthen the practice of volunteerism as a strategy in order to
attain national development and international understanding. The inculcation of
volunteerism as a way of life shall rekindle in every Filipino the time honored
tradition of “bayanihan” to foster social justice, solidarity and sustainable
development”;

WHEREAS,the PCAF is a government agency, attached to the Department of

Agriculture (DA) which facilitates broad-based participatory development
processes in the agriculture and fisheries sectors through its nationwide
network of private sector-led consultative councils at the national and local
levels for the formulation of sound policies, plans and programs;

WHEREAS, the Agricultural and Fishery Councils (AFCs) are organized and
established in the regions, provinces, cities and municipalities that serve as fora
for consultative and continuing discussions among concerned government
agencies, local government units and private entities within the country’s
agriculture and fisheries sectors;

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WHEREAS, the AFCs are composed of stakeholder organizations of agriculture

and fisheries including allied industries and services from the private sector,
non-government organizations, peoples’ organizations, civic groups, academe,
business organizations, and individuals, and from the government sector, the
DA and its attached agencies, bureaus and corporations, other government
agencies and state universities and colleges;

WHEREAS, the PCAF recognizes the importance of private sector participation

and initiatives in the AFC consultative process and activities and thereby
promotes and invites participation through acts of volunteerism to take on roles
and responsibilities in the consultative process;

NOW THEREFORE, in consideration of the mutual premises, the parties hereto

agree as follow:

The PCAF shall:

1. Conduct orientation for Volunteer-Partner regarding the DA and

PCAF, AFCs, their functions, roles and responsibilities;
2. Keep the Volunteer-Partner informed of new developments and
changes affecting his/her involvement with the AFC;
3. Facilitate performance evaluation of the Volunteer-Partner and
provide continuing education and other capability-building support
to enhance their effectiveness; and
4. Provide rewards, awards and recognition for the significant
accomplishments of the Volunteer-Partner.

The Volunteer-Partner shall:

1. Support the mission, vision, mandate of DA, PCAF and the AFCs;
2. Perform the roles and functions, duties and responsibilities as
defined in the AFC Manual of Operations of which this Partnership
Agreement is an integral part of;
3. Abide by the provisions of the AFC Manual of Operation;
4. Attend orientations, seminars, conferences, conventions and other
capability building activities conducted by PCAF and other agencies
which require the participation and presence or representation of
the AFC; and
5. Commit to serve voluntarily and fully support all activities of the
PCAF and the Council.

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Effectivity Clause

The effectivity of this Agreement shall begin upon signing of this

Partnership Agreement and will end on the last day of the 3rd year of his/her
term.

By: By:

PHILIPPINE COUNCIL FOR _________________________________

AGRICULTURE AND FISHERIES Name of Organization
(PCAF)

_________________________ _________________________________
Executive Director Name of Volunteer-Partner

Singed in the Presence

_________________________________ ___________________________________

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ACKNOWLEDGEMENT

Republic of the Philippines )

:
Elliptical Road, Diliman, Quezon City )

Before me this ____ day of _____________ in 2016 at ______________________ personally came

and appeared:

____________________ Government Issued ID Issued at

Executive Director

______________________ Government Issued ID Issued at

Known to me to be the same persons who executed foregoing document and they
acknowledged to me that the same is their act and voluntary deed they present.

This instrument, consisting of four (4) pages including this page on which this
Acknowledgement is written, has been signed on the left margin of each and every page
thereof by the parties and their witnesses and sealed with my notarial seal.

WITNESS MY HAND AND SEAL, this ___day of _____ 2016 at _____________.

________ __________________
Notary Public

Doc. No. ________

Page No. ________
Book Bo. ________
Series of 2016

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