Amended Manual for Agricultural and Fishery Councils

Legal basis, replication mandate

The replication of NAFC into local agricultural and fishery councils is pursuant to Executive Order No. 116 and the Department of Agriculture’s mandate.
The councils are created to encourage people’s participation in agricultural development through sectoral representation in agricultural policy-making bodies.
The councils’ policies, plans, and programs are to be formulated/executed to satisfy the needs of their clientele.
The councils must use a bottom-up, self-reliant farm systems approach emphasizing social justice, equity, productivity, and sustainability in the use of agricultural resources.
The manual establishes the organizational and operational framework for RAFCs, PAFCs, CAFCs, MAFCs, and BAFCs.

Policy objectives and purposes

Each council is designated as an advisory, monitoring, and evaluating body (Article I, Objectives).
Each council is required to link the Department of Agriculture with LGUs (Article I, Objectives).
Each council must ensure the success of DA programs and activities and those of DA attached agencies (Article I, Objectives).
Each council provides a forum for consultative and continuing discussions within the agricultural sector of the national economy (Article I, Objectives).

Core functions and roles

Councils must identify and assess diverse needs and resources in their area through consultation with government and non-government organizations to bring about a collective effort in agricultural and rural development (Article III, Section 1(a)).
Councils must participate in policy assessment and formulation and in the planning of programs and projects to meet identified needs in agriculture, fishery, agribusiness, and related activities (Article III, Section 1(b)).
Councils must assist DA and its attached agencies and local government agricultural offices in organizing, monitoring, and evaluation (Article III, Section 1(c)).
Councils must conduct regular and special AFC meetings (Article III, Section 2(a)).
Councils must conduct regular consultations and congresses with various interest groups to identify opportunities and address problems/issues affecting agricultural development in the area (Article III, Section 2(b)).
Councils must identify and resolve local problems/issues at their respective levels (Article III, Section 2(c)).
Councils must identify and refer issues requiring legislation to appropriate legislative bodies after consultation with local and national agencies (Article III, Section 2(d)).
Councils must monitor and evaluate DA and attached agencies’ programs and projects and set up an effective feedback mechanism to DA and other concerned agencies (Article III, Section 2(e)).
Councils must submit budgetary requirements to undertake their duties and responsibilities (Article III, Section 2(f)).
Councils must source out/raise funds (Article III, Section 2(g)).
Councils must promote capability building (Article III, Section 2(h)).

Membership, qualifications, and rights

Councils’ members must be individuals and associations/cooperatives directly and/or indirectly involved in agriculture and fishery and other related activities from the private and government sector, with the requirement that the majority shall come from the former (Chapter II, Article I, Section 1(a)).
Each council’s composition includes a government sector representative and sector representation through the structural composition rules for each level: RAFC, PAFC, CAFC, MAFC, and BAFC (Chapter II, Article I, Section 2(a)).
A “Government Sector Representative” is limited to the heads of DA-RFUs, provincial agriculturists/veterinarians, city/municipal agricultural officers, and the NAFC coordinators, technicians and other agencies assigned to assist in the councils’ programs and activities (Chapter II, Article I, Section 3(a)).
A “Private Sector Representative” covers private individuals and associations engaged in agricultural and fishery production, post-harvest and marketing, including credit services and farm supplies (Chapter II, Article I, Section 3(a)).
The chairman has the prerogative to nominate private sector members, subject to confirmation by majority of the members of the Council (Chapter II, Article I, Section 3(a)).
All members must be Filipino citizens of good moral standing in the area/community (Chapter II, Article I, Section 3(a)).
Members have the right to vote in all matters personally, and proxy is not allowed (Chapter II, Article I, Section 4(a)).
Members have the right to be eligible for elective or appointive office of the Council and to participate in all deliberations/meetings (Chapter II, Article I, Section 4(a)).
Members may avail of all facilities and services of the Council and may examine all records or books during business hours (Chapter II, Article I, Section 4(a)).

Membership duties and sanctions

Members must obey and comply with the Council’s rules, regulations, and policies (Chapter II, Article I, Section 5(a)).
Members must attend all meetings called by the chairman or by the majority of council members (Chapter II, Article I, Section 5(a)).
Members must preserve, defend, and safeguard the good name of the Council (Chapter II, Article I, Section 5(a)).
A withdrawing member must give 30 days notice to the Secretariat-Coordinator, who refers the notice to the chairman for proper action (Chapter II, Article I, Section 6(a)).
Suspension or termination requires a written complaint under oath to the Secretariat-Coordinator against a member on grounds including: failure to attend meetings for three (3) consecutive months without valid reasons; continuous failure to comply with obligations; violation of any provision of the manual; or acts/omissions injurious or prejudicial to the Council’s interest or welfare (Chapter II, Article I, Section 7(a)).
The chairman must call a special meeting to consider charges, and suspension/termination requires the affirmative vote of two-thirds (2/3) of the total membership of the Council (Chapter II, Article I, Section 7(a)).

Officers, terms, election procedures

Each council’s officers consist of a Chairman (from the private sector), a Treasurer, an Auditor, and a PRO, while the Vice-Chairman is the highest ranking official of the DA/agriculture office in the locality (Chapter II, Article II, Section 1(a)).
All other officers are from the private sector and are elected directly by the members; the Vice-Chairman is the highest ranking DA/agriculture office official in the locality (Chapter II, Article II, Section 1(a)).
Elected officers serve for three (3) years with the right to one (1) re-election; their term starts on the first working day of July following election month and expires on June 30 of the third year or upon election and qualification of a successor (Chapter II, Article II, Section 2(a)).
If no elections are held, status quo shall prevail (Chapter II, Article II, Section 2(a)).
The Vice-Chairman from the government sector holds office as long as he/she remains the highest ranking DA/agriculture office official in the locality (Chapter II, Article II, Section 2(a)).
Elections are by secret ballot and are held during June in a level-specific schedule: BAFC 1st week of June 2001 and every 3 years thereafter; MAFC/CAFC 2nd week; PAFC 3rd week; RAFC 4th week (Chapter II, Article II, Section 3(a)).
The first elections of the AFC officers are set for November 1998, with elected officers serving from January 1999 to June 2001 (Chapter II, Article II, Section 3(a)).
Thereafter, elections must be held in the month following the month when local officials (congressmen, governors, mayors, etc.) are held (Chapter II, Article II, Section 3(a)).
Any officer elevated to a higher position must automatically relinquish the position to the next in rank, with ranking order: Chairman, Vice-Chairman, Treasurer, Auditor, and PRO, and no officer may hold two offices (Chapter II, Article II, Section 4(a)).
If a vacancy arises from causes including death, permanent incapacity, removal, resignation, or automatic disqualification, a special election is called within 15 days from the date the vacancy occurs by a majority of remaining members in a duly called meeting; special election officers serve only for the unexpired term, and no special election is called if the vacancy occurs within two (2) months prior to the date of regular election (Chapter II, Article II, Section 5(a)).
If the vacancy occurs in the office of chairman, the Vice-Chairman for the private sector automatically acts as chairman for the unexpired term (Chapter II, Article II, Section 5(a)).
If the vacancy occurs in the office of Vice-Chairman from the government sector, the Officer-In-Charge of the office the Vice-Chairman represents acts as Vice-Chairman until the successor’s appointment and assumption of office is completed (Chapter II, Article II, Section 5(a)).
An officer elected into any government position automatically relinquishes the position to the next in rank (Chapter II, Article II, Section 6(a)).
Leave of absence rules require that an officer may file leave for justifiable reasons for up to 120 days, and absences beyond 120 days automatically render the position vacant unless a written extension is filed with the Secretariat-Coordinator (Chapter II, Article II, Section 7(a)).
Except the chairman (who is automatically resigned upon filing candidacy for elective position), officers must file a leave of absence for at least 90 days to maximize campaign time (Chapter II, Article II, Section 7(a)).

Duties of each officer and secretariat

The chairman serves as the Council’s Chief Executive Officer (CEO) and must preside over and chair all meetings (Chapter II, Article II, Section 8(a)).
The chairman must exercise general supervision and control over the Council’s operations and administration (Chapter II, Article II, Section 8(a)).
The chairman must sign papers, contracts, and documents for and in behalf of the Council subject to Council policies and guidelines (Chapter II, Article II, Section 8(a)).
The chairman must represent the Council in required meetings and matters as agreed by the Council (Chapter II, Article II, Section 8(a)).
The chairman must call special meetings whenever deemed necessary (Chapter II, Article II, Section 8(a)).
The chairman must approve vouchers and countersign checks and withdrawals of Council funds or payments, subject to review and confirmation by the members (Chapter II, Article II, Section 8(a)).
The chairman must present to members a comprehensive report on accomplishments during preceding months during regular meetings (Chapter II, Article II, Section 8(a)).
The chairman must furnish NAFC consolidated reports from BAFC, MAFC, CAFC, and PAFC (Chapter II, Article II, Section 8(a)).
The Vice-Chairman from the government sector (highest ranking DA/agriculture office official such as RD, PA, CAO, PAO, AMO, and BAT) must assist the chairman, coordinate support services/facilities, provide logistics, appoint the Secretariat-Coordinator and staff upon Council recommendation, serve as liaison with other agencies, and perform delegated functions (Chapter II, Article II, Section 9(a)).
The Vice-Chairman from the private sector must coordinate private sector support, act as chairman in the chairman’s absence, take over chairmanship in permanent disability, death, removal, resignation, or automatic disqualification, and perform delegated functions (Chapter II, Article II, Section 10(a)).
The Secretariat-Coordinator must oversee minutes, agendas, attendance and proceedings, assure notices are duly given in accordance with meeting notice rules, furnish certified copies of minutes, keep member records and relevant laws/executive orders, keep and affix the Council seal when authorized, consolidate RAFC, PAFC, MAFC, and CAFC reports for submission to NAFC, and perform incidental and delegated functions (Chapter II, Article II, Section 11(a)).
The Treasurer must have custody and accountability of private funds and properties, disburse administrative expenditures under direction of the chairman and/or majority, deposit private funds in a council-authorized bank, sign checks and valuable effects for disbursement, issue official receipts, render financial reports during regular meetings, keep inventories and proper books of account, keep an updated membership and provide updated accurate financial statements when requested, and post a bond approved by the Council (Chapter II, Article II, Section 12(a)).
The Auditor must inspect and audit all transactions (financial or otherwise) made by the chairman, other officers, or the Council itself and submit reports at least once a year (Chapter II, Article II, Section 13(a)).
The PRO must publicize Council accomplishments, consult the chairman on documents for press release, assist on media/print matters, act as spokesperson upon authority, conduct research on issues related to Council activities, provide updates and news on agriculture programs, document and cover special events with pictures/video/tape, and perform delegated functions (Chapter II, Article II, Section 14(a)).
Sectoral Committee Chairmen for sectors such as food crops, livestock and feed crops, fishery, agricultural mechanization, and industrial crops must conduct sectoral consultations, elevate sectoral issues to the Council, recommend policies and action programs, represent and attend sectoral fora/forum, and perform delegated duties (Chapter II, Article II, Section 15(a)).

Meetings, notice, quorum, and voting rules

Councils must hold regular meetings at any date, time, and place determined by the members (Chapter II, Article III, Section 1(a)).
Special meetings may be recalled by the chairman; in the chairman’s absence, the acting chairman or upon written request of the majority of members may call a special meeting (Chapter II, Article III, Section 2(a)).
RAFC chairmen must hold quarterly meetings hosted by a group of RAFC chairmen and held or determined by majority of RAFC chairmen (Chapter II, Article III, Section 3(a)).
Councils may organize groups to conduct consultative meetings/information dissemination and present outputs during regular meetings (Chapter II, Article III, Section 4(a)).
Notice of the date, time, and place of regular/special meetings must be sent at least one week before the meeting, and in urgent cases at least one working day before (Chapter II, Article III, Section 5(a)).
Quorum for any meeting consists of the majority of the members present (Chapter II, Article III, Section 6(a)).
Regular meeting order of business must follow the enumerated sequence including call to order, roll call, opening prayer, national anthem, agenda presentation and approval, reading and adoption of prior minutes, matters arising, reports of the chairman and treasurer, committees’ reports, unfinished business, new business, other matters, announcements, and adjournment with closing prayer (Chapter II, Article III, Section 7(a)).
The order of business may be changed by majority vote of members (Chapter II, Article III, Section 7(a)).
Each member is entitled to one vote, and vote by proxy is not allowed (Chapter II, Article III, Section 8(a)).

Electoral board and election contests

Each council elects an electoral board of three members who are not candidates, composed of a chairman from the private sector and two members from the government and private sector (Chapter III, Article I, Section 1(a)).
Electoral board members must serve independently to ensure free, orderly, and honest elections (Chapter III, Article I, Section 1(a)).
The electoral board may adopt rules and regulations necessary to govern election procedures, subject to approval of the Council, and may decide and settle all contests relative to conduct of elections (Chapter III, Article I, Section 2(a)).
Any decision, order, or award of the electoral board is final and executory (Chapter III, Article I, Section 3(a)).
A council may request the electoral board to adopt an indigenous scheme where applicable (Chapter III, Article I, Section 4(a)).

Fiscal year, seal, funds, and disbursement

The fiscal year of the councils runs from July 1 to June 30 of the following year (Chapter IV, Article I, Section 1(a)).
Councils must adopt the seal of the NAFC (Chapter IV, Article I, Section 2(a)).
The councils’ funds are derived from special assessments, gifts, donations, benefits grants from persons (natural or juridical), and funding agencies both local and foreign (Chapter IV, Article I, Section 1(a) under Financial Assistance).
All AFC fund collections from projects implemented must be shared as follows: MAFC/CAFC—40%, PAFC—30%, and RAFC—30% (Chapter IV, Article I, Section 2(a)).
“Guarantee funds” are defined as the savings generated by the councils out of their programs/projects (Chapter IV, Article I, Section 3(a)).
Councils recognize the AFC Foundation as one source for fund generation (Chapter IV, Article I, Section 4(a)).
Withdrawal of funds, whether cash or check, must be signed by the Treasurer and countersigned by the chairman and vice-chairman from the government (Chapter IV, Article I, Section 5(a)).
Each council must identify a depository bank of its convenience and authorize at least three members to transact business with that bank (Chapter IV, Article I, Section 6(a)).

Repeal and amendments

The manual of regulations dated 1994 is repealed, amended, and modified accordingly (Chapter IV, Article I, Section 3(a)).
The amended manual takes effect on the date it is ratified by a majority of all members present during a general assembly called for that purpose (Chapter IV, Article I, Section 3(a)).