ORDINANCE NO: 2009-298 (Sponsor: Committee on Good Government, Ethics & Civil Service) "AN ORDINANCE CREATING THE THREE (3) POSITIONS OF BOARD SECRETARY 1, SALARY GRADE 14, UNDER THE ORDINANCE AND RESOLUTION STAFF; JOURNAL AND MINUTES STAFF AND ARCHIVES, RECORDS RETRIEVAL/REPRODUCTION STAFF, OF THE OFFICE OF THE SECRETARY TO THE SANGGUNIANG PANLUNGSOD, THIS CITY, AND PROVIDING FUNDS THEREFOR" Be it ordained by the Sangguniang Panlungsod (9th City Council) of Pagadian City in session assembled that: SECTION 1. - Creation. There is hereby created the positions of three (3) Board Secretary 1, Salary Grade 14, under the Ordinance and Resolution Staff; Journal and Minutes Staff and Archives, Records Retrieval/Reproduction Staff, Office of the Secretary to the Sangguniang Panlungsod, which shall be invested with the corresponding primary duties, functions and responsibilities, viz: Board Secretary 1 (Ordinance and Resolution Staff): Under general supervision, shall assist the Secretary to the Sanggunian in the management of the office of the Sangguniang Panlungsod particularly in the conduct of researches on existing ordinances and national laws for inputs to proposed ordinances and resolutions of the Sangguniang Panlungsod; assist the Secretary to the Sanggunian during the conduct of legislative activities; provide additional information necessary to enhance proposed resolutions; prepare communications as directed; To do such other related jobs as directed. Board Secretary 1 (Journal and Minutes Staff) Under general supervision, shall assist the Secretary to the Sanggunian in the Session Hall recording of the proceedings and minutes of all legislative undertakings and/or sessions; prepare the agenda of sessions; draft the minutes of every session; supervises the preparation of the journal of all legislative proceedings; coordinates with the other support divisions in the preparation of the final copies of draft ordinances the next level of legislative consideration. finalize and incorporate the corrections of ordinances, resolutions and minutes after being reviewed by the Steering Committee. Does other related work as required. Board Secretary 1 (Archives, Records Retrieval/Reproduction Staff) supervise the safekeeping, filing and maintenance of all sanggunian records, such as: ordinances, resolutions, journal minutes, and minutes, and other related documents; To cause the establishment of records procedure for the preservation of permanent and temporary documents; To recommend strategies related to records management as well as the funding requirements for its operation; Prepare and effect the referral of all matters routinely transmitted by the Sangguniang Panlungsod during sessions to the standing committees; Keeps an inventory of supplies and consumable necessary for the operation of the photocopying and printing machine; To trace and follow-up unacted committee referrals by the concerned committees; Does other related work as directed. SECTION 2. - Qualifications. The basic requirements on education, work experience, training and eligibility for the herein created position shall be governed by applicable policies, guidelines, rules and regulations of the Civil Service Commission pertinent thereto. SECTION 3. - Appropriation. Funds for the salary of the above-mentioned positions as well as the other personal benefits attached thereto shall be provided for in the Annual Budget of the Office of the Secretary to the Sangguniang Panlungsod for the ensuing years. SECTION 4. - Effectivity. This Ordinance shall take effect upon approval. ENACTED AND APPROVED by the 9th City Council of Pagadian City during its 106th Regular Session held on November 24, 2009 at the Sangguniang Panlungsod Session Hall.