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Republic of the Philippines

BALINGASAG WATER DISTRICT Balingasag Misamis Oriental

Tel.No. (0822) 333-2025 E-mail: balingasag_wd@yahoo.com

OPERATIONS MANUAL

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TABLE OF CONTENTS

I. Introduction………………………………………………………..…..3

II. Definition of Terms ………………………………………………..…4

III. General Information

A. Historical Background……………………………………………...5

B. BWD’s Sources……………………………………………………..8

C. Areas of Operation………………………………………………....9 .

IV. Organization and Responsibilities

A. Organizational Structure A1. Board of Directors……………………………………………..10 A2. Administration and Commercial Services Section…………12 A3. Finance Services Section……………………………………..14 A4. Operations/Technical Services Section……………………..15 B. Duties and Responsibilities

V. Operational Control and Supervision…………………………………18

VI. Operating Procedures………………………………………………22

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INTRODUCTION

The Operations Manual of Balingasag Water District (BWD),

Balingasag Misamis Oriental presented the general information about

the district, its organization and responsibilities. It also shows the

different operating procedures-the step by step procedures in availing

our different services.

This manual is published to provide information to the viewing

public especially the concessionaires regarding the responsibilities and

structure of the district.

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DEFINITION OF TERMS

BWD- Balingasag Water District

BOD- Board of Directors

KVA- Kilo Volt Amperes

LPS- Liter per Second

LWUA- Local Water Utilities Administration

PhilGEPS- Philippine Government Electronic Procurement System

PPE- Property Plant and Equipment

SALN- Statement of Assets Liabilities and Net Worth

SOA- Statement of Accounts

TDH- Total Dynamic Head

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GENERAL INFORMATION

Historical Background

The Balingasag Water District was formed and organized by the Local Government Unit of Balingasag, Misamis Oriental pursuant to its Resolution No. 109 Series of 1990 which was duly approved by Local Water Utilities Administration (LWUA), through the issuance of Certificate of Conditional Conformance, No. 501. The loan application of the District, after completion of the required documents was finally approved, and on December 11, 2000, a Financial Assistance Contract, under Loan Account No. 4-1917, was executed by the Balingasag Water District and the Local Water Utilities Administration (LWUA) in the amount of TWENTY-FIVE MILLION NINE HUNDRED FOURTEEN THOUSAND PESOS (P 25.914 M) including capitalized interest.

The implementation of the project started on February 2001 until its

completion on December 31, 2002. To date, the Water District is in its full operation

and had started serving its constituents on a Level III Water System.

The Water District held its inaugural ceremonies last February 19, 2003, which was attended by no less than the Honorable Lorenzo Jamora, the LWUA Administrator with the Manager of Institutional Development Services, Engr. Antonio Magtibay and Manager of Operations Division of Area VII-LWUA, Engr. Alfredo Espino. Also in attendance were the Managers of Water Districts from Cagayan de Oro City, Butuan City, Gingoog City, Claveria, Nasipit, Buenavista and Bayugan. The full force of the Local Government Officials of Balingasag were also present, with Mayor Felix H. Borromeo and Vice Mayor Alexis S. Quina with the members of the Sangguniang Bayan. The Barangay Chairmen of the twelve (12) recipient barangays covered by the Water District was also in attendance. The members of the Board of Balingasag Water District (BWD) led in all the activities, lined up for the day, which included the opening of the valve, blessing of the water reservoir and pumping station and the unveiling of BWD Marker. The program proper held at Valmores Garden and Restaurant was well attended which includes the employees of the Local Government Unit and private entities of the municipality.

The proposed budget of the Balingasag Water District for the first year of operation (2003) amounted to THREE MILLION SEVEN HUNDRED SEVEN THOUSAND SIX HUNDRED TWENTY PESOS AND TWENTY-FIVE CENTAVOS (P 3,707,620.25) of which TWO MILLION SIX HUNDRED NINETY-FOUR THOUSAND NINETY-SIX PESOS AND FORTY CENTAVOS (P 2,694,096.40) for the cost of operation and maintenance, and an estimated surplus of ONE MILLION THIRTEEN THOUSAND FIVE HUNDRED TWENTY-NINE PESOS AND EIGHTY CENTAVOS (P 1,013,529.80) which will be reserved for payment of amortization.

There were thirteen (13) employees hired at the start of its operation including

the General Manager, Mr. Rolando A. Bacsin and all are casuals considering that the Water District had not yet been categorized as a new Water District. It is expected

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that by the end of year 2003, Nine hundred twenty (920) metered service connections will be installed.

The Board of Directors of Balingasag Water District, appointed by the Hon.

Andrea H. Borromeo were Mr. Gregorio Abuzo, Ms. Reynita Jamero, Mr. Rufino Autor, Ms. Lourdes Agbulos and Mr. Federico Bumaat representing the Educational, Professional, Business, Women and Civic Sector respectively.

Utilizing standardized technology and organizational structure to excel in Giving Quality Services to the Community as a Water Provider.

Enriching People’s Lives by Enabling Every Household to Access Safe, Reliable, Adequate and Potable Drinking Water; and Ensure to Meet the Ever Increasing Demand of Water Supply Within the Vicinity.

OUR MISSION

OUR VISION

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OUR PHILOSOPHY AND VALUES

WATER DISTRICT

W-WISE We look to serve the public fairly and at all times seek to have a good judgment in order to foster open and balanced relationship. A-Accessible We will do our best for service expansions, so that the remote areas can access the water supply. T-Timely Respond immediately to the needs of our water consumer. E-Environmentally sound To remain conscious of our responsibilities towards the environment. R-Responsible As public servants, we will do our part to improve customer care in an honest and respectable way. D-Dedication We are deeply committed to do our task and duties selflessly to safeguard both the public and employees’ interest. I-Integrity We seek to deliver values by maintaining trust and confidence in the public service S-Service We are committed for quality and excellent services to the community T-Team Work To cooperate in the areas of common interest with a view to help each other for the good public of service. R-Reliability To perform our duties consistently and without personal reservation. I-Innovative Continually improve the quality of our services by providing the latest, relevant information and knowledge to customize the needs of the concessionaires. C-Conservation Promote public awareness for conservation of water through best possible methods and tools. T – Transformation The district aimed to transform and change for the better to make use of resources and technology in striving for continuous improvement in public service

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San Jose Pumping Station

a. Pump – 2 units at 25 hp each, and 1 unit 40 hp

b. Capacity -15 LPS @ 25 hp, and 30 LPS @ 40 hp

c. Total Pumping -60 LPS

d. TDH– 70 meters

e. Type – End Suction Horizontal Centrifugal Pump

f. Back up – Perkins Generator Set 50 KVA & 150 KVA Cummins Generator

g. Transmission Pipeline -200 mmᴓ Cement Line Cement

Coated(CLCC)

h. Total Length -300 meters

Napaliran Deep Well # 1 a. Pump-1 unit Submersible Pump 3 hp

b. Capacity-Three Liters per Second (3 LPS)

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AREAS OF OPERATION

1. Baliwagan

2. Binitinan

3. Blanco

4. Cogon

5. Dumara-it

6. Hermano

7. Linggangao

8. Mandangoa

9. Napaliran

10. Poblacion 1

11. Poblacion 2

12. Poblcaion 3

13. Polacion 4

14. Poblacion 5

15. Poblacion 6

16. Talusan

17. Waterfall

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ORGANIZATION AND RESPONSIBILITIES

BALINGASAG WATER DISTRICT

ORGANIZATIONAL CHART

Dr. Enrico R. Valmores SECRETARY

Education Sector

BOARD OF DIRECTORS

Ms. Beverly S. Vega CHAIRMAN

Women Sector

Atty. Cristina Teresa M. Ociones TREASURER

Professional Sector

Atty. Isacio A. Pelaez PIO

Business Sector

Theodore D. Tagarda MEMBER

Civic Sector

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OFFICE OF THE GENERAL MANAGER

RENEE SANN R. UBALDE

GENERAL MANAGER D

SG - 24

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ADMINISTRATION & COMMERCIAL

SERVICES SECTION

JUFE C. BONGCAS

Administration Services

Assistant A

SG - 12

Jun Mark L. Pamisa

Administrative Services Aide

SG - 1

CRESENCIO I. GORRES Jr.

Utilities/ Customer Services

Assistant E

SG - 4

ERLINGTON Z. VALMORIA Sr.

Utilities/ Customer Services

Assistant E

SG - 4

SG - 4

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KENETH R. BOTER

Administrative Services Aide

SG - 1

GREGGY F. SUMOBAY

COURIER

SG - 2

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FINANCE SERVICES DIVISION

MERCY O. MAESTRE

SENIOR ACCOUNTING

PROCESSOR A

SG - 12

ALBINO S. VERDADERO

ADMINISTRATION SERVICES

ASSISTANT C

SG - 8

LEIZL JANE B. ZABALLERO

CLERK PROCESSOR C

SG - 4

EVELYN JEAN L. SACUPAYO

Administrative Services Aide

SG - 1

NELSON B. SALVACION

UTILITY WORKER B

SG - 1

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Engr. CHRISTOPHER S. BELAMIA

UTILITIES/CUSTOMER SERVICES

ASSISTANT A

SG - 12

ALNOR S. PALARCA

Administrative Services

Aide

SG - 1

ERIC R. SALAVANE

Utilities/ Customer Services

Assistant E

SG - 4

MARIO S. RANIDO

Water Resources Facilities Tender B

SG - 4

ARNOLD L. PABINGWIT

Water Resources Facilities Operator C

SG - 4

OPERATIONS/TECHNICAL

SECTION

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ALBERTO A. BACSIN Jr.

Driver

SG - 4

JONATHAN V. MACAS

Engineering Aide B

SG - 4

ALEXUIS R. PATALINGHUG

Engineering Aide B

SG - 4

DANILO G. OBSIOMA

Administrative Services Aide

SG - 1

JAN MICHAEL VINCENT

B. RELADOR

Administrative Services Aide

SG 1

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JUMBO E. JAPUZ

Administrative Services Aide

SG - 1

FRANKLIN C. VILLADORES

Administrative Services Aide

SG - 1

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DUTIES AND RESPONSIBILITIES

The Primary Functions

Board of Directors is policy making body, Ensures that the availability of adequate

financial resources and approves annual budget.

Finance Services Section

Is responsible for general service, and collection & disbursement of funds. It is

in-charge of the procurement; assist in the implementation of special project

program.

Is responsible for recording and summarizing of financial transactions,

preparation of Financial Reports and Inventory Management. Also responsible for

the Budget preparation and assist in allocation and distribution of budget as well as

monitoring the budget performance.

Administration and Commercial Services Section

Provides customer service to the concessionaire/client. Responsible for billing

and collection of water sales of the district.

It is responsible for meter reading, billing and collection. Assist in the

recording and posting of payment and monitoring of the customer accounts.

It is responsible in attending customer service request and complaints.

Responsible for maketing strategies/program implementation and public information.

In-charge in inspection and investigation regarding water services connection.

Responsible for the water meter maintenance and disconnection and reconnection of

service lines.

Operations/Technical Section

Is responsible for the installation for new service connections. Attending to the

repairs and maintenance of water distribution lines; and performing of major and

minor plumbing services. In-charge in water system project implementation and

constructions.

Is responsible for the management of water systems maintenance operations;

and management of production and water distribution operations.

Is responsible for the pumping operation and water distributions. Monitors the

water quality. In-charge for the pumping facilities and maintenance management,

gathering and keeping of data analysis.

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OPERATIONAL CONTROL AND SUPERVISION

The General Manager shall exercise operational control over the following duties:

1. Regular conduct of staff and committee meetings;

2. Preparation of agenda for Board meeting;

3. Implementation of agency’s policies, rules and regulation;

4. Participation in district’s activities with other organizations;

The General Manager has the ultimate decision-making authority in all matters

affecting the district.

The Section Head of Finance Services Section shall exercise the following duties:

1. Preparation of Journal Entry Voucher

2. Preparation of General Ledger

3. Trial Balance and Balance Sheet

4. Statement of Cash Flows and Retained Earnings

5. Preparation financial statements/Monthly Data Sheets;

6. Preparation of statement of Bank Reconciliation;

7. Preparation of creation, Reclassification and upgrade of positions;

8. Preparation and updating of PPE Depreciation Schedule;

9. Preparation of Annual Budget;

10. Preparation and release of payroll;

11. Meet BIR deadlines;

12. Preparation and Submission of Alphalist of withholding taxes, annual

registration fee & Income Tax Return (ITR);

13. Preparation of Disbursement Voucher;

14. Liquidation of cash advances;

15. Report of Monthly remittances and loan payment;

16. Preparation and payment of BIR, GSIS, HDMF, Philhealth LWUA

17. Reports of daily collection and Deposit;

18. Deposit of cash and check collections;

19. Administrative of petty cash fund;

20. Release of checks;

21. Preparation and submission of report on salaries and allowances

(ROSA) received by principal officers and governing board of directors

to commission on audit. (COA);

22. Issuance of “Acknowledgment Receipt of Equipment” (ARE) Semi

expandable and Non-expandable property;

23. Secretarial Works of Board of Directors

24. Computation of Rebates and Penalty

25. Preparation of purchase Order/Request;

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26. Posting to Phil-GEPS for invitation to bid;

27. Preparation of procurements; 28. Issuance of materials and supplies; 29. Physical count of materials and office supplies inventory report;

30. Preparation of bond of Officers & Employees at Bureau of Treasury

31. Preparation of Senate Annual Report

The Security Guard shall exercise operational control over the following duties:

1. Buildings, facilities and property safeguarded against theft,

vandalism, fire and illegal entry

2. Office building sanitized, cleaned and secured

The Administration and Commercial Services Section shall exercise operational

control over the following duties:

1. Maintenance of 201 files;

2. Submission of SALN;

3. Updating leave records;

4. Report on Accession; Report on Separation;

5. Processing of Applications for: New water service connections, change

name, maintenance order & inspection report;

6. Submission of Schedule of accounts Receivable;

7. Issuance of water bills (SOA)

8. Prepares Disconnection Report

9. Preparation of Billing Adjustment Memo

10. Printing of Billing Receipt Summary

11. Preparation and Issuance of Promissory Notes

12. Late and Flag Ceremony Monitoring

13. Preparation of Senior Citizens Report

14. Preparation of Water bill and Disconnection Notices

The Operations/Technical Section shall exercise operational control over the

following duties:

1. Submission of water samples for Bacteriological & Physical-Chemical

Testing

3. Checking of high water consumption;

4. Water meter relocation;

5. Repair/Calibration of water meter due to blurred, stuck-up or damage;

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6. Repair of service line or meter stand pipe leak;

7. Installation of new water service connections;

8. Submission Summary report on Microbiological Test of water samples

to LWUA;

9. Operation of Chlorination equipment;

10. Maintenance of Installation of electrical wiring

11. Operating and maintenance of Generators.

12. Repair of the main or distribution line.

13. Conduct of network flushing.

14. Report of Non-Revenue Water (NRW) or unaccounted water per cubic

meter.

15. Residual Testing Report

16. Production Report

17. Installation Report

18. Fuel Consumption and Issuance

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OPERATING PROCEDURES

Step 1. Attend the required orientation/seminar scheduled every Friday at 10:30 a.m;

Step 2. Fill out the Contract Application forms and comply with the prescribed

requirements;

Step 3. Submit the filled up forms with the requirements;

Step 4. Wait for the actual inspection for total length of service pipelines and tapping

point;

Step 5. Pay the new water service connection to the Cashier including the cost of

pipelines;

Step 6. After payment, proceed to Maintenance Section for installation schedule

Step 1. Ask for priority number;

Step 2. Wait for the number to be called and present water bill to the teller;

Step 3. Present the Billing Receipt to the Teller;

Step 4. Wait for the teller to release the official receipt;

Step 5. Received the official receipt and count the change before leaving the

counter;

Step 1. Proceeds to Customer Service Clerk for temporary shut-off;

Step 2. Pay arrears and service fee to the teller;

A. New Water Service Connection

B. Water Bills Collection and

Other Payments

C. Request for Temporary Shut-

Off

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Step 3. Disconnection of service connection will follow conducted by the

Maintenance personnel;

Step 1. Visit the Information Desk for the intention of water service reconnection;

Step 2. Pay the total billing to the teller;

Step 3. The Customer Service Clerk will issue Maintenance Order;

Step 4. Maintenance personnel proceed to the area;

Step 1. Visit the Information desk for the intention of the transfer of water meter;

Step 2. Pay the transfer fee to the teller;

Step 3. Purchase the prescribes materials required for the installation of the water

meter at the new location, then inform the office;

Step 4. Wait for the schedule of meter transfer to the new location and sign the

service memo for the acknowledgment of the transferred water meter;

Step 1. Visit and notify right away the Customer Service Clerk for the request;

Step 2. Wait for the maintenance plumber for inspection;

Step 3. Wait for any advice for some adjustment of water bill;

Step 4. Pay for the adjusted water bill to the teller

D. Reconnection of Disconnected

Service Line

E. Transfer of Water Meter

F. Request for Water Bill

Adjustment

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A. FOR IN-HOUSE

Step 1. Proceeds to Customer Service Clerk and report leaks and its causes;

Step 2. Wait for the inspection by BWD Plumber;

Step 3. Received the recommendation regarding the repair

B. FOR SERVICE PIPELINES

Step 1. Proceeds to Customer Service Clerk and report the service line leak;

Step 2. Or contact BWD Hotline No. (088) 333-2025;

Step 3. Wait for the service crew to arrive in the area for repair.

Step 1. Submit the letter request to change the name of the registered

concessionaire;

Step 2. Fill up the change in concessionaire Name Form with the requirements;

Step 3. Forward filled up form to the billing section for the change of

concessionaire’s name.

Step 1. Proceed to the Information desk, present your bill and ask for

reconsideration to pay the arrears;

Step 2. Signs the promissory note;

Step 3. Forward the Promissory note to the General Manager for approval;

Step 4. Pay to the teller and wait for the issuance of Official Receipt;

G. Attending Concessionaires

Complaints

H. Change of Concessionaire’s

Name

I. Granting of Promissory Notes

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