1.5. We recommended that the Municipal Mayor issue an Office Order
reconstituting the Inventory Committee with adequate members, including at
least one member from each of the Accounting and Property Divisions/Units,
and temporarily relieve them of all their regular duties until the physical
inventory process is complete.
1.6. We further recommended that once created/reconstituted, the Inventory
Committee:
1.6.1. Strictly follow the guidelines and procedures for conducting the physical
count of PPE. This includes recognizing PPE items found at the station
and disposing of items that are non-existent or missing. The Accountant
and Property Officer should reconcile their records based on the results
of the actual physical count and make any necessary adjustments;3
1.6.2. Adopt a uniform numbering system for PPE property numbers and
require the Property Unit to update the property stickers according to
the prescribed format and include all the necessary information as
specified in Sections 5.6 and 5.7 of COA Circular No. 2020-006 dated
January 31, 2020; and
1.6.3. Prepare the PIP for approval by the Municipal Mayor and submit the
same to COA at least 10 calendar days before the scheduled start of
inventory activities.
1.7. During the exit conference, Management acknowledged that the inventory count of
its properties had been a longstanding deficiency of the Municipality. To facilitate
the issuance of an Office Order reconstituting the Inventory Committee, the
department heads present agreed to draft the proposed composition of the committee
for the Municipal Mayor’s approval.
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