RDC MEETING

The Council Proper shall meet as often as may be necessary but not less than once every quarter. The Executive Committee shall meet as often as necessary while the sectoral committees shall meet prior to the RDC full council meetings to review matters that need action by the full council.

The schedule of meetings will be set by the full council before the start of the year. In the absence of the Chairman, the Co-Chairman or the Vice-Chairman shall preside.

Presiding Officer

The Chairman presides over meetings of the Council. In case the Chairman could not attend the meeting, he shall designate the Co-Chairman or the Vice-Chairman to preside.

Quorum

The presence in the RDC Proper/ExCom of a simple majority of the regular members shall constitute a quorum. In the absence of a quorum, the Council members present may discuss the items in the agenda and make recommendations thereon to the Council for its next meeting.

Members may send representatives to attend the meetings and they shall be counted in the determination of the quorum and shall have the right to vote. The representative must be authorized in writing to the RDC by the regular member to attend and vote in his behalf. Otherwise, said representative shall be considered an observer in the meeting and shall not be counted in the determination of the quorum.

Representation

In case a Chairman of a Sectoral Committee will not be able to attend an RDC meeting or an Executive Committee meeting, his representative must come from the Sectoral Committee he chairs preferably the Co-Chairman, Vice Chairman or Secretary of that particular Sectoral Committee.

Absences

PSR members who incur three consecutive absences in a year shall be recommended for termination from the RDC. For regional directors and local government executives, a report of their attendance in RDC meetings shall be submitted to their respective heads of office and to the President.

Minutes of Meetings

The minutes of the meetings of the RDC, the ExCom and the Advisory Committee shall be certified by the RDC Secretary and attested by the Chairman. The RDC Secretary may issue certified copies of any RDC meeting records or parts thereof to any interested party upon written request of the interested party and written authorization of the Chairman.

The agenda of the meetings of the RDC and its committees together with the background materials therein, the approved minutes of these meetings and the records of implementing actions taken shall constitute the official records of the Council.

Agenda Preparation

The RDC Secretariat is tasked with the preparation of the agenda and discussion materials for all RDC, ExCom, AdCom, and Sectoral Committee meetings. The following steps shall be followed in lining up agenda items for RDC consideration.

Regular agenda items

Submit documents to the RDC Secretariat;

The subject matter for consideration shall be submitted to the Sectoral or Affiliate Committee concerned;

The proponent shall attend the concerned committee meeting if required;

The proponent may be required to reproduce the documents (as many copies necessary) for distribution during the meeting.

Items under Other Matters

Submit documents to the RDC Secretary before the meeting;

The Secretary, after consultation with the Chairman, shall inform the proponent if the matter will be discussed or not;

A subject matter raised during the meeting may be acted on immediately subject to the decision of the Chairman and the members in attendance;

All requests for endorsement of plans, programs and project proposals and similar RDC action presented during the meeting shall be referred to the appropriate local development council, RDC sectoral committee and affiliate committee for evaluation and recommendation to the RDC Full Council.