1 MINUTES FOR THE ACCOUNTING AND ADMINISTRATIVE DEPARTMENT MEETING OF ORO

2 INTEGRATED COOPERATIVE HELD ON DECEMBER 13, 2023

3

4 Present:

5 Ms. Aleta Gicole - AAD Division Manager

6 Ms. Clea Victoria Alaba - Administrative Officer

7 Mr. JayMarc Paje - Accounting Officer

8 Ms. Kate Edrolin - Junior Accountant

9 Ms. Arlene Balabas - Junior Accountant

10 Ms. Winrose - Accounting Clerk

11 Ms. Monech - HO Bookkeeper

12 Mr. Cleo Garcia - Health and Safety Officer

13 Ms. Katrina Lucero - Records Officer - Presiding Officer

14 Ms. Sharon Jacalan - Utility

15 Ms. Julina Bajuyo - Admin. Clerk

16 Ms. Rocelyn Paler - Admin. Clerk

17 Ms. Riel Fe Mea Espinoza - Admin. Clerk

18 Mr. Ruel Manuel - Driver

19
20 PRELIMINARIES
21 Agenda:
22 1. Kamustahan
23 2. Coop Quiz
24 3. Review of Previous Minutes
25 4. Department Year-End Assessment Presentation
26 5. Priorities for the Year-End
27 6. Others
28 Department Year-End Assessment Presentations
29
30 Sir Jay presented the year-end assessment of the accounting department.
31 Re: Deployment
32 Ms. Lot suggested to put challenges after the remarks, so that we can identify if the HR or designated
33 personnel if it’s complied it on time.
34 Re: Trainings

Oro Integrated Cooperative – December 13, 2023 Minutes of AAD Meeting Page 1
35 Ms. Lot suggested that the training module, training not just limited to higher positions but rather to all
36 employees.
37
38 Re: Meetings
39
40 Ms. Lot suggested that in conducting meeting we should identify the accomplished task or not being
41 accomplished. Number of problems and number of problems resolved refer from the previous meeting’s
42 agenda.
43
44 Ms. Lot also added, that we should identify how many concerns in today’s meeting and trace back later the
45 next meeting if it’s resolved or not and also that date when that particular concern resolved. That should be
46 the basis on how we rate ourselves.
47
48
49 Re: Division/ Department RNR
50
51 Ms. Lot suggested that the get together and team building should have criteria to be checked is based on
52 the timeline. We should also state the challenge why the particular activities didn’t happen.
53
54 Sir Jay added that he will adjust the timeline.
55
56 Property Lapsing:
57
58 Ms. Lot suggested to Mr. Bill that in updating the property lapsing you should use google sheet so that the
59 accounting and admin department can access.
60
61 Ms. Lot added, that this should also be practice in the OIC branches so that Mr. Bill can see if the specific
62 property is already issued with tag and PMR by the branch.
63
64 Ms. Lot also said to Mr. Bill if you can introduce better and convenient program or system for lapsing much
65 better. But for now, just do the Google Sheet thing ana tap the branches.
66
67 Mr. Bill added, in connection about the integration with other branches, about of the dedicate software or
68 program that thing is being part of the budget for next year.
69 Ms. Lot also added, that the software and the equipment for the tags are being for the budget, we allotted
70 1m budget for that.
71
72 Departmental Budget:
73
74 Ms. Lot said, that we suggest that we should have departmental monitoring, we cannot o thar if our system
75 it not aligns for this particular system. Coordinate with IT regarding the system.
76
77 Mr. Jay responded that we will take part with this matter.
78
79 Mr. Jay highlighted the remarkable 100% achievements of the department on the branch visitation due to
80 its noticeable results as part of their action plan for the year of 2023. He also added
81
82 1.) Regular meetings and feedbacking with Bookkeepers done twice a year
83 2.) compliance to regulatory annual reports and inspection to CDA,
84 3.) mandatory monthly BIR remittances and application

Oro Integrated Cooperative – December 13, 2023 Minutes of AAD Meeting Page 2
 85 4.) compliance to other Gov. Agencies (PSA,SSS)
86 5.) Compliance to Audit
87
88 Ms. Lot did some clarification and asked Sir Jay to specify the compliance to internal and external Audit
89 requirements to CDA and BIR as well as the settlements/closing of internal audit, CDA, BIR, RCT findings,
90 and inspection reports. She also added that the preparation and checking of the periodic remittances and
91 requirements would form part of the increase in internal customer satisfaction. The filing and submission of
92 monthly and annual reports to CDA and BIR would fall under the compliance to regulatory agencies and
93 mandatory requirements.
94
95 Training:
96
97 Ms. Lot said that you should identify the specific trainings, in support with the organizational goals
98 especially in the branches.
99
100
101 Ms. Clea presented the admin department Year-End assessment:
102
103 Trainings:
104
105 Ms. Lot said that you should include all the trainings you attended this year.
106
107 Mr. Jay shared to Ms. Clea that in our department we have a designated excel file for trainings, we
108 logged in there every time we attended a training, so that we keep on track on the trainings we
109 attended.
110
111 Ms. Clea agreed to do the same, and asked for the template for that.
112
113 Compliance to Audit Findings & Legal Requirements:
114
115 Ms. Clea asked Ms. Rocel if the findings is from the office of Sir Ronald/Mortgage.
116
117 Ms. Rocel answered, we already paid and settled already.
118
119 Ma’am Lot asked Ma’am Clea to come up with a plan on how to have an improved and harmonious
120 collaboration with marketing Departments in the facilitation of job orders to suppliers.
121
122 Ma’am Clea raised concern on the CCTV viewing and to who is the responsible personnel, Ma’am Lot
123 responded that there should be a policy to clear the responsibility and the proper authority of such action.
124
125 Ms Lot asked about the year-end priorities of Ms. Julina.
126
127 Ms. Julina answered, party giveaways and liquidation.
128
129
130
131

Oro Integrated Cooperative – December 13, 2023 Minutes of AAD Meeting Page 3
132 Records Management updates
133
134 Ms. Kat, presented the updates.
135
136 Christmas party update:
137
138 Ms. Julina said that the exchange gift is worth 500 unisex because we will perform the exchange
139 gift in the venue.
140
141 With no other matters to be discussed, the meeting ended at 4:05pm with a prayer by Ms. Clea.
142
143
144
145 Prepared by:
146
147 RIEL FE MEA C. ESPINOZA
148 Admin. Clerk
149
150
151
152 Attested by:
153
154 KATRINA LUCERO
155 Records Officer

Oro Integrated Cooperative – December 13, 2023 Minutes of AAD Meeting Page 4