PROJECT MANAGEMENT COMMITTEE (PMC) MEETING

Room 220, Benigno Mayo Building, ISO

Wednesday, January 22, 2020,

ATTENDANCE
From the Office of Director:
1. Dr. Liza L. Lim
Programs Divison:
2. Aaron Bustamante
3. Elsie J. Bejar
4. Rizzvill Espina
5. Jerry U. Quitorio
6. Christopher Ryan M. Gerola
7. Fe R. Combalicer-Documenter
8. Sarah Jane Butobara
9. Jianne Cheney Batuigas
10. Asher Earl Gianan
ISD:
11. Fatima Ann Joven
12. Iggy Sayon
RPD:
13. Samantha Mae Poblete
14. Vincent Pancho
15. Kayla Marie Castro

CALL TO ORDER
The meeting was called to order at Room 220, Benigno Mayo Building. Quorum was established
that paved the way to realize the meeting that started at time of 1:44 and adjourned at exact time
of 4:36 pm. Meeting was presided by Dr. Liza and the assigned documenter was Rizzvill Espina.

AGENDA
The following agendas were discussed PMC Meeting:
a. Highlights of 3 year Plan
b. Reporting per Project Area
c. Administrative Concerns
d. Major Employee Needs
e. Incoming Activities

DISCUSSION AND HIGHLIGHTS OF THE MEETING

1. Before the PMC Meeting started a prayer was headed by Mr. JV Pancho.

1
2. Dr. Lim went through the status of the 3-year work and financial plan of each unit. The programs
staffs responded that they are now finalizing it for submission to Mr. Aaron Bustamante B Dr. Lim
requested that the plan should composed of activities and programs that are aligned with the
mission, vision and values of the ISO (Stage Program) Convincing element must be present in the
plan to be easily approved by the BOD and it must have a factor that is appealing to funders.
Some staffs also tried to mimic it as the plan should looks sexy.

3. It was also explained why the programs staff are making 3 scenarios for their work and financial
Plan. High will prevail when there is a funding institution to shoulder the program’s cost but
when funding is limited and all the costs will be shouldered by ISO the low or moderate is to
follow.

4. Programs staff affirmed the Stage Program which was presented during the Institute-wide
Assessment and Planning (Social Transformation and Grassroots Empowerment (STAGE)
Program which aims to build the capacities of the fishers’ organizations (FOs) and the local
government units (LGUs) in coastal resource management (CRM) and environmental
governance) and it will serve as a foundation in preparing work plan for each unit. BIntegration or
incorporation of CCA-DRR and gender equality is requested if possible.

5. STAGE Program is now on its Phase V, throughout the program it has (a) empowered the fishers
to participate in local governance and formed self-reliant PO (b) collaborated with LGUs and
other local stakeholders and (c) applied science for research and environmental conservation and
protection.

6. To leverage staff contribution, Dr. Lim advised to discuss in their respective unit the duties and
responsibilities of each staff.

7. It was observed during the presentation of work plan that there are common activities to be
conducted with different areas especially in the aspect of capacity building. Dr. Lim shared her
sentiment to conduct it here ISO to limit the expenditures as the programs is facing a difficulty in
terms of fund. B Units should communicate and collaborate with each other for the actualization
of this strategy. The team had identified the HR Division to support in logistical needs.

8. Due to the volume of workload and lack of manpower for data encoding, the body suggested to
come up a minimum baseline of records that is tantamount to start a proposal and to prepare
reports that cover the scope of the said baseline.

9. Ms. Fatima Joven suggested considering the encoding, analyzing and interpreting of the data
from OD by “per component” (CO, NRM, NLA) instead of focusing per area.

10. For the moment in time, ISO will utilize its staff for data encoding. Ms. Sam stated that 3 newly
hire admins staffs who are Ms. Basco, Ms. De Leon, and Ms. Fontanilla are rendering their time
to help RPD in their concern.  Suggestions to ease this concern were also recognized by Dr. Lim
such as the hiring of data encoder, tapping of networks (PhilDHRRA) and acknowledging of
volunteers and Interns.

11. For worse scenario when failure to harness additional personnel, the programs has the pleasure to
explore in capacitating local partners such PO members, LGU and private partners for data
gathering, processing, and interpreting.  B In connection with this matter, it is suggested to
conduct the training here in ISO and due to budget constraint the numbers of participants  will be

2
 limited. Moreover, the identification of attendees will fall to the unit’s staff as they are adept and
has an initial observation of the skills and capacity of their local partners. Areas should have at
least one representative to attend the training. In return, the same should be conducted in their
respective areas for a domino of knowledge. C As a common observation, gathering and
consolidation of data is the highest interest of none statistician, as response to this, ISO will let
them walk in the entire processing of data including data analysis and interpretation. D This
activity is expected to realize during the PO congress which will be done in the period of ISO
anniversary.

12. As the discussion revolves in data encoding, the need to develop and improve the database and
information system of each division was also raised. For the past years, staffs have the difficulty
to locate files and documents which moderates the drift in the process of workflow. Currently,
ISO uses Dropbox to store its documents and files in folders that can be accessed and shared by
other divisions. Staff from program division also suggested for electronic filing of reports such as
accomplishment, liquidation etc. The filing and storing of data manually involves a lot of time
but it has still encourage in the Institute because it has not fully embrace the paperless transaction.
Currently majority of the effort are from RPD to store operational data, revision histories,
communication records and documents.

13. Dr. Lim acknowledged the voices of its personnel regarding the staff movement to improve and
achieve highly motivated workforce. Top on the list of capacity building are trainings on
Reporting System, formulation of tool and preparation of Case Study. She reiterated that
enhancement of technical writing skill is a continuing process that can be achieved with a great
writing habit.

14. Opportunities of collaborating with other units and division are strongly encouraged to
synchronize workflow.

15. The idea of conducting a monthly mini team building was also entertained during the meeting.
Activities should be light and can uplift not just the talents and skills of staffs but also to be joyful
that promotes a healthy and happy working environment. Suggestion are as follows: Voice
Lesson, Acting Workshop, Photo documentation contest, Cosmetology, Cooking lesson and
Contest on Garden landscaping. It is expected that after these activities, staffs will come to work
with enthusiasm and motivate to go extra mile to support the organization in its endeavours.

16. Staffs are requested to be in the premise of ISO on the last week of March in order to prepare for
Organizational Diagnosis, Job Evaluation, and Evaluation and formation program. In connection
for the Job evaluation, staffs are suggested to update their curriculum vitae. An external evaluator
will be invited for these series of activities.

17. Based on the initial OD, there is a probability of reorganization.

18. Dr. Lim requested to conduct the unit assessment in a 360 degree angle in order to qualify the
strengths and weaknesses of the unit.

19. It is expected that opportunities to develop employees skills and needs (salaries and benefits) are
be ironed out during the OD. Dr, Lim reiterated that institute is playing hard to meet the needs of
its personnel.

3
 20. A good element in a documentation is the stories of interest in how the POs life were change. It is
also a good point to include the experience of conducting and monitoring of activities.

21. As explained in the body, PVCNA has need to play in equipping rural women the necessary
skills to establish gender responsive and sustainable communities with climate-resiliency. The
adaptation of PVCNA in the areas are dependent in capacity of the community to adopt in climate
change. PVCNA must be systematic.
(a)PVCNA applies in the Culion and Siruma Project
(b) Panukalan adopts the PCREA and UNDEF for Lamon Bay

22. In regard with the Parcipatory Action Research (PAR) there will be a training for LRT here in
ISO on July this year

23. Conduct of PCREA will be 2nd half of this year

(a) 1st half PO profile and an Integration of PCREA and PVCNA manuals

24. Staffs should identify their local champions or frontliners to be part of the preparation and
conducting of activity proper

EMP
25. Consolidate the accomplishments for possible publication.

26. To come up with cumulative targets for ISO.

27. There is also a motion to explore other ecosystem such us upland and to mobilize other resources.

28. To come up with matrix of monitoring of mangroves and MPAs.

29. For KNCF, field guide and hectare coverage must be present

SE
30. To conduct value-chain analysis

31. To improve SE operation, marketing and promoting the products will be done upon achieving the
product enhancement.
(a) Draft and improve the LFR protocols.

32. Staffs should conduct a feasibility study if the PO is trying to explore for other livelihood
opportunities or there is a need to drop a business segment.

33. For Siruma project, the printing of promotional materials will be on first week of March and LCO
and Field staffs are in charged for the distribution.

Other:
34. There will be 2 PFR to be conducted this first quarter of 2020
35. The next PMC meeting will be conducted at end of the March
36. It also suggested to devise a perception survey in an urban-type setting
37. The final revision of work plan for KNCFF (Culion) is by April 1.

4
38. Submit Project Accomplishment to respective LGU
39. There being no matters to discuss, the meeting is adjourned