ORDINANCE NO: 2019-420 Author: Honorable Ernesto A. Mondarte "AN ORDINANCE INSTITUTIONALIZING THE CONDUCT OF PAPERLESS SESSIONS BY THE SANGGUNIANG PANLUNGSOD OF PAGADIAN CITY" WHEREAS, with the onset of technology and the availability of a host of computer applications to suit the needs of the Sangguniang Panlungsod, this body deems the need to innovate with the view of cutting operational costs; WHEREAS, one among the projects this Sangguniang Panlungsod finds to have great relevance is the establishment of a system where access to relevant documents necessary for the discharge of its legislative functions may be availed of via the world-wide web and where public opinion and comments or personal perspective on proposed legislations may be posted without having to physically present the same as a matter of input; WHEREAS, this particular concerns may be addressed through the adoption of a paperless system of legislation utilizing the internet and the local area network within the Sangguniang Panlungsod; NOW, THEREFORE, on motion of Honorable Vice Mayor Ernesto A. Mondarte, duly seconded, be it BE IT ORDAINED by the Sangguniang Panlungsod of Pagadian (12th City Council), in session assembled, that: Section 1. Operationalization of a Paperless Legislation System. A Paperless Legislation System (hereinafter shall be referred to as the "System") shall hereby be established in the Sangguniang Panlungsod of Pagadian. Section 2. Objective. The system is adopted to: cut on the use and cost of office supplies; provide the Sangguniang Panlungsod Members with easy access to records of the legislative proceedings anytime and in any place; enable the SP support staff to utilize available and existing legislative records in conducting research and in extending legislative assistance to the incumbent City Council Members; establish a system and mechanism where public opinion may be initially shared as an aid in the formulation of legislative actions. Section 3. Definition of Terms. As used in this ordinance, the following words, phrases and/or terms shall mean: Paperless Legislation System - a method or practice wherein all matters due for consideration and requiring action during Sangguniang Panlungsod Sessions and/or other official legislative activities needing the attendance and participation of the members en banc shall be dispatched and accessed electronically thereby keeping the use of office supplies at a minimum. For brevity, it shall hereinafter be referred to as the "system"; Administrator - shall refer to an employee(s) of the Office of the Secretary to the Sangguniang Panlungsod who shall be tasked to setup, manage and maintain the system; Soft Copies - shall refer to digitally or electronically-produced documents used by the Sanggunian that are computer readable. This may come as photographs and in any other format generated from commonly used software applications or PDF files that are computer recognizable. Electronic Mail - also known as "e-mail", shall be the method used in transmitting soft copies of all documents to its intended users via the internet; Digital Signature - an electronic encryption utilizing digital codes generated for and particularly attributed to a responsible official or employee in the Sangguniang Panlungsod as used in the paperless legislation system as proof to the fact that such document bearing it comes from him/her; Formal Documents - shall mean the physical copies of written matters submitted for consideration by the Sangguniang Panlungsod which, for use with the system, shall be converted to soft copies to be computer readable/recognizable; Section 4. System Requirements. The operationalization of the system shall require the establishment of herein basic technological applications, viz: Acquisition of internet connection(s) with sufficient speed for use in maintaining and operating the system; Installation and maintenance of a web-page or, pending its creation, the establishment of an appropriate account in social media-preferably FACEBOOK-where the goings-on in the halls of the Council shall be posted; Pending the creation, establishment and operationalization of an internet-based access to the existing Legislative Tracking System of the Office of the Secretary to the Sanggunian, a Local Area Network shall be established to allow the Sangguniang Panlungsod Members and their respective office personnel access to existing legislative records; Section 5. Operating Principle. In conformance to the mandates under Republic Act No. 7160 or the Local Government Code of 1991 and the provisions of the existing Internal Rules of Procedure of this Council as embodied in City Ordinance No. 2010-308 or any modified or revised version thereof in the future, if any, the following basic guidelines in the use of the system is hereby adopted, to wit: Pre-Session: The documents received and decided upon for inclusion in the Agenda shall be transmitted to the Office of the Secretary to the Sanggunian to be made available in soft copies including the minutes of the previous session/s, viz: Resolutions coming from the Barangays; Proposed Resolutions from the Council Members; Ordinances from the Barangays; Proposed Ordinances from the Council Members; Communications, Petitions, Messages, Etc.; Committee Reports; Unfinished Business; Matters for Second Reading; Unassigned Business; Proposed Ordinances for Third Reading. Such matters shall be incorporated in an Agenda Sheet to be prepared by the Office of the Secretary to the Sanggunian. After its approval pursuant to the provisions of the house rules, electronic copies of the agenda must be posted together with all of the soft copies of all matters relating to the agenda in a file directory that is known and publicly accessible for viewing or reference of the Sangguniang Panlungsod Members and staff; Aside from posting, all of the items described above must be electronically mailed to the officially designated e-mail addresses of the Honorable Vice Mayor/Presiding Officer, the Members of the Sangguniang Panlungsod, and the Secretary to the Sanggunian for their individual perusal and reference. All of these matters, when required by the Sangguniang Panlungsod during the session, shall be projected to a screen for better readability. In-session: It shall be the responsibility of the Office of the Secretary to set-up and operate a projector and screen where the matter to be considered, deliberated and disposed may be viewed by the SP Members including the visitors in the gallery. During the consideration of any proposed measure (ordinance or resolution), any and all corrections/amendments shall be inputted in real time. With the consent of the body, the Presiding Officer may allow an aide/staff of a member of the Sanggunian to assist in the operation of his equipment whenever technical support is sought. Post-Session: All referrals to the standing committees shall be electronically passed to the Chairman and Members. In cases of joint referrals, the Chairpersons and Members of these committees shall be jointly and severally advised and the lead committee will be explicitly mentioned. These referrals shall when effected shall necessarily bear the digital signature of the referring officer. Section 6. Prohibition on the Alteration and/or Modification of the publicly posted soft copies of documents. All digital files pertaining to matters included in all legislative proceedings may only be available for use as reference by all offices in the Sangguniang Panlungsod. The alteration and/or deletion of any of these documents or part/s thereof is prohibited and may be a ground for administrative or disciplinary action unless this is done upon the collective direction of the Honorable Vice Mayor and the Sangguniang Panlungsod or by those expressly authorized or designated to manage these records. Section 7. Manner by which other issues or concerns not present in the agenda taken up during every proceeding. With reference to the urgent accommodation of documented concerns during any phase or stage of a session as may be allowed by the body, it shall be the responsibility of the Administrator to provide soft copies of these matters to the Council Members via electronic mail and upload a copy thereof to the viewable files containing the agenda of every session to update records and references. Requests for the urgent consideration of issues or concerns that may be verbally presented during any particular period in the proceedings shall be subject to the collective decision of the Sanggunian. When the request is favorably acted upon, the body in session may or may not require the submission or presentation of a formal document for purposes of reference and file. Section 8. Recording and Storage. The Office of the Secretary to the Sanggunian shall, at all times, maintain and keep on record formal copies of documents utilized and taken up during the session including: Signed copies of the Agenda; Minutes of the previous regular or special session/s that are submitted for adoption and approval; Officially prepared, signed and numbered Committee Reports; Officially prepared, submitted and numbered Draft Ordinances; Section 9. Other Provisions. a) Any deviation or modification on the application of the herein guidelines may only be adopted and approved by the body with due reference and regard to the provisions of the Internal Rules of Procedure. b) Posts made in Facebook and the attendant comments that may be generated with reference to any proposed legislation will not in any way supplant or substantially satisfy the requirement of public hearing under the Local Government Code. Section 10. This ordinance shall take effect following its declaration of validity by the Sangguniang Panlalawigan. ENACTED AND APPROVED by the Sangguniang Panlungsod (12th City Council) during its 129th Regular Session on 23 April 2019 at the SP Session Hall, Legislative Building, V. Sagun Street, San Francisco District, Pagadian City.