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Corporate Governance

Responsibilities of the Board

  1. Board composition
    1. Ex- officio
    2. Appointive (Please provide location of information on position in other GOCCs and PLCs)
  2. Orientation for New Board Members – CITEM, through the Corporate Secretary and the Executive Committee, conducts orientation programs especially for new Directors. In the introductory orientation program, the vision, mission, corporate objectives, mandate, and line of work of CITEM is discussed to the Directors. Also discussed is the general conduct of regular and special Board meetings and Committee meetings. In compliance with the CITEM Manual of Corporate Governance, the Directors are also oriented on the requirements of the Code of Corporate Governance for GOCCs (GCG Memorandum Circular No. 2012-07). The Corporate Secretary also provides a copy of CITEM’s Charter (Executive Order 989) to newly designated board members to further acquaint them on CITEM’ activities and operations.  
    1. National Food Authority 2019
    2. Land Bank of the Philippines 2019
    3. Bangko Sentral ng Pilipinas 2019
    4. Executive Director Pauline Suaco-Juan
    5. USec Nora Terrado, CITEM OIC
    6. Atty Judy Carol Dansal (NFA)
    7. Edward John Reyes (LANDBANK)
    8. Undersecretary Nora K. Terrado (DTI)
    9. Executive Director Clayton H. Tugonon
    10. Leila Martin
    11. UPCM (Sec Cert)
    12. Usec Nora Terrado (D.O.)
  3. Policy on Continuing education (Revised Manual of Corporate Governance, Sec. 66, page 17)
  4. Approved schedules of board meetings (please include when the schedule was approved)
    1. CITEM Board of Governors Regular Board Meetings
    2. Notice of Meeting
      1. 2019
      2. 2018
      3. 2014-2017
    3. Attendance sheets
      1. 2020
      2. 2019
      3. 2018
      4. 2017
      5. 2016
      6. 2015
  5. Role of the board in corporate strategy - The CITEM Board of Governors reviews CITEM’s Vision and Mission/ strategy as shown by the signed Performance Negotiation Agreement between CITEM and GCG for FY2014, 2015 and 2016. CITEM’s 2017, 2018, 2019 and 2020 Performance Scorecard, including the agency’s Strategy Map and Vision and Mission were reviewed by the CITEM Board of Governors as shown by the GCG-approved Performance Scorecards and Corporate Board Secretary’s Certificate. The Board, likewise, approves the agency’s Work Program and Corporate Operating Budget.
  6. Performance Agreement Negotiation (PAN)
    1. 2020 Performance Scorecard with Corporate Secretary’s Certificate
    2. 2019 Performance Scorecard with Corporate Secretary’s Certificate
    3. 2018 Performance Scorecard with Corporate Secretary’s Certificate
    4. 2017 Performance Scorecard with Corporate Secretary’s Certificate and 2017-2023 STRATEGY MAP
    5. Performance Negotiation Agreement (PNA) for 2016 between CITEM and Governance Commission for GOCCs (GCG) with Board Certificate
    6. Performance Negotiation Agreement (PNA) for 2015 between CITEM and Governance Commission for GOCCs (GCG) with Board Certificate
    7. PNA for 2014 with Board Certificate
    8. Comparative Corporate Operating Budget (COB) (in Million Pesos)
      1. FY 2020
      2. FY 2019 and FY 2020 (28 June 2019 Board Meeting)
      3. FY 2018
      4. FY 2017
      5. FY 2016
      6. FY 2015
      7. FY 2014
    9. Secretary's Certificate on COB and Work Program
      1. FY 2020
      2. FY 2019 COB and Work Program
      3. FY 2019
      4. FY 2018
      5. FY 2017
      6. FY 2016
      7. FY 2015
      8. FY 2014
    10. Executive Director's Report
      1. January – November 2019 Performance
      2. 2nd Semester 2018 Performance
      3. 2017 First Semester
      4. 2016 First Semester
      5. 2015 First Semester
      6. 2014 - Jan-May Accomplishment Report
      7. 2013 First Semester
    11. Financial Statements/Reports
      1. FY 2019 (28 November 2019 Board Meeting)
      2. FY 2016-2017 (21 February 2018 Board Meeting)
      3. FY 2017
      4. FY 2016
      5. FY 2015
      6. FY 2014
      7. FY 2013
  7. How does the board oversee the implementation of the corporate strategy? When did the board review the corporate strategy?
    The Board of Governors monitors and oversees the implementation of the corporate strategies by reviewing and approving in Board Meetings CITEM’s Performance which are submitted to the DBM and GCG. The Board likewise, monitors and evaluates the agency’s operating budgets to ensure optimum results.
    1. Minutes of the Meeting
      1. 28 November 2019
      2. 16 August 2019
      3. 28 June 2019
      4. 21 December 2018
      5. 16 November 2018
      6. 13 August 2018
      7. 06 July 2017
      8. 31 May 2016
      9. 04 November 2015
      10. 30 March 2015
      11. 18 June 2014
      12. 29 January 2014
  8. Code of Ethics
    1. Code of Conduct and Ethical Standards of CITEM Officials and Employees
      COVERAGE. This Code of Conduct and Ethics shall apply to the Board of Directors, Officers and Employees of CITEM whether appointed by the President of the Philippines, regular, permanent, or Service Providers under the Job Order.
    2. Employees’ Manual
      All directors, management officials and employees are required to comply with CITEM’s Code of Conduct which is included in the CITEM Employees’ Manual. The immediate supervisor, concerned Divisions/Department Heads, HRMD and Executive Director shall be responsible for the implementation, enforcement and administration of this policy. Any questions seeking clarification as regards the enforcement and implementation of CITEM Employees’ Manual including the code of conduct shall be addressed to them. (Employees Manual, page 43)
      • Orientation on the revised CITEM Employees' Manual
      • The manual is likewise posted in CITEM Intranet for everyone’s information.
  9. CITEM Board Committees: Executive Committee; Audit and Risk Management Committee; Governance and Nomination and Remuneration Committee
    1. Executive Committee
    2. Audit and Risk Management Committee Members
      1. Bangko Sentral ng Pilipinas
      2. Landbank of the Philippines
      3. CITEM
    3. Governance and Nomination and Remuneration Committee Members
      1. National Food Authority
      2. Department of Trade and Industry
      3. CITEM
  10. Board committees' accomplishment report
  11. Access to information (board materials)
    The Corporate Secretary is mandated to comply with the policy that the Board papers for Board of Directors meetings be provided to the members of the Board at least three (3) working days in advance of the Board meeting.
    1. 2013-2019 Notice of Meeting/Letters to Board Members
      1. 2019 Notice of Meeting
      2. 2018 Notice of Meeting
      3. 06 July 2017 Notice of Meeting
      4. 31 May 2016 Notice of Meeting
      5. 26 October 2015 Notice of Meeting
      6. 05 June 2014 Notice of Meeting
      7. 03 December 2013 Notice of Meeting
  12. Internal Control (including Internal Audit) -The agency’s Internal Audit Service Unit has been working for the agency’s ISO Certification. The unit is now preparing for the Recertification in compliance with the ISO 9001:2015 Standards.
  13. Risk management system
    1. 2020
      1. a. Cost Recovery Ratio (CRR) Commitment for 2020 Performance Scorecard (2020 Performance Scorecard, page 4)
    2. 2019
      1. Cost Recovery Ratio (CRR) Commitment for 2019 Performance Scorecard (2019 Performance Scorecard, page 3)
      2. Implementation of Subsidy Graduation Policy Commitment for 2019 Performance Scorecard (2019 Performance Scorecard, page 4)
    3. 2018
      1. Cost Recovery Ratio (CRR) Commitment for 2018 Performance Scorecard (2018 Performance Scorecard, page 3)
      2. Implementation of Subsidy Graduation Policy Commitment for 2018 Performance Scorecard (2018 Performance Scorecard, page 4)
      3. Risk Management Objectives and Policies (Annual Financial Report 2018 and 2017, pages 42-47)
    4. 2017
      1. Cost Recovery Ratio (CRR) Commitment for 2017 Performance Scorecard (2017 Performance Scorecard, page 2)
      2. ISO Certification 9001:2015 Commitment for 2017 Performance Scorecard (2017 Performance Scorecard, page 5)
      3. CITEM Trade Fair Rates (Citizen’s Charter, page 21)
      4. Risk Management Objectives and Policies (Annual Financial Report 2018 and 2017, pages 42-47)
    5. 2016
      1. Cost Recovery Ratio (CRR) Commitment for 2016 PAN (2016 Performance Agreement, page 7)
      2. Implementation of Lifeplans (2016 Performance Agreement, page 8)
      3. CITEM Reorganization (May 31, 2016 Minutes of Board of Governors Meeting, page 6, item X)
    6. 2015
      1. Cost Recovery Ratio (CRR) Commitment for 2015 PAN (2015 Performance Agreement, page 2)
      2. Institutionalization of Life Plans
        1. Fashion Lifeplan
        2. DE Food Lifeplan
      3. Trade Fair Rates (Citizens' Charter, page 17)
      4. Compliance of Manila FAME and IFEX Exhibitors with BIR requirements (November 4, 2015 Minutes of Board of Governors Meeting, page 2, Item V)
      5. Compliance with BIR Requirements (Citizens' Charter, page 6)
      6. Philippine Participation in Maison et Objet 2014 in Paris, France (June 18, 2014 Minutes of Board of Governors Meeting, page 3, item VI.6)
      7. CITEM Reorganization (June 18, 2014 Minutes of Board of Governors Meeting, page 9, item XVI)
      8. Renegotiation of GCG targets (pages 4-5 of June 18, 2014 Minutes of Board of Governors Meeting)
      9. Creation of Procurement Division
  14. Board Appraisal System / Annual Performance Assessment
    The Board of Directors conducts an annual assessment of its performance through GCG’s Performance Evaluation for Directors (iPED) System following the criteria set under GGC Memorandum Circular 2014-03. The said circular states the process and criteria used to evaluate the performance of the directors. One of the components of the PED System is the Directors Performance Review (DPR), wherein the Directors accomplish self-appraisal and peer-appraisal forms through https://iped.gcg.gov.ph or the internet-based PED System. CITEM’s Board of Governors composed of Ex Officios, their duly designated Alternates, and Appointive Director are required to encode their self and peer ratings, comments, and assessments in the iPED. The results of the iPED shall serve as basis in determining the Board members’ eligibility for reappointment.
    1. Confirmation of CITEM’s Director Attendance Score (DAS) Requirements for Performance Evaluation for Directors (iPED) FY 2019 
    2. Performance assessment of directors (Revised Manual of Corporate Governance, Sec. 26, page 9)  
    3. Confirmation of DAS Submission FY 2018  
    4. IPED Acknowledgement receipt
  15. Corporate Secretary
    (Profile)
  16. PES Scorecard
    1. 2019 Performance Scorecard (as submitted to GCG)
    2. 2018 Performance Scorecard-Revalidated (Final); Revalidated PES Scorecard 2018 (21 October 2019); PES Scorecard 2018
    3. PES Scorecard 2017
    4. PES Scorecard 2016
    5. PES Scorecard 2015
    6. PES Scorecard 2014
    7. PES Scorecard 2013

Disclosure and Transparency (at least 2013-present disclosures)

Audited Annual Financial Reports

Date PublishedYear of the ReportDate Receipt from COA
25 September 2020 2019 and 2018
(Statement of Management Responsibility in page No. 17);
12 August 2020
28 May 2019 2018 and 2017
(Statement of Management Responsibility in page No. 17)
;
10 May 2019
10 April 2018 2017
(Statement of Management Responsibility in page No. 13)
;
ERRATA by COA for Audited Financial Statements of CITEM for CY 2017
28 March 2018
27 June 2017 2016
(Statement of Management Responsibility in page No. 4)
14 June 2017
13 June 2016 2015
(Statement of Management Responsibility in Page no. 8)
07 June 2016
4 November 2015 2014
(Statement of Management Responsibility in Page no. 3)
31 July 2015
24 February 2015 2013
(Statement of Management Responsibility in Page no. 3)
14 August 2014

Annual Reports

Date PublishedYear of the Report
2019 CITEM Annual Report is still being prepared and will be posted within 90 days from release of the audited financial report
July 10, 2017 2016
August 16, 2016 2015
October 26, 2015 2014
October 26, 2015 2013

State the location of the following information in the annual report/audited annual financial report

  1. Corporate objectives
    1. 2020 Performance Scorecard and Strategy Map (page 3)
    2. 2019 Performance Scorecard and Strategy Map (page 2); Audited Annual Financial Report 2019 and 2018 (page 9)
    3. Audited Annual Financial Report 2018 and 2017 (page 9)
    4. Audited Annual Financial Report 2017 (page 19)
    5. Annual Report 2016 (pages 68, 81)
    6. Annual Report 2015 (page 8)
    7. Annual Report 2014 (page 27)
    8. Annual Report 2013 (pages 12-37)
  2. Financial performance indicators
    1. 2020 Performance Scorecard and Strategy Map (page 4)
    2. 2019 Performance Scorecard and Strategy Map (page 3); Audited Annual Financial Report 2019 and 2018 (page 18-22)
    3. Audited Annual Financial Report 2018 and 2017 (page 18-22)
    4. Audited Annual Financial Report 2017 (page 15); ERRATA by COA for Audited Financial Statements of CITEM for CY 2017 (page 2)
    5. Annual Report 2016 (page 77)
    6. Annual Report 2015 (page 72)
    7. Annual Report 2014 (pages 28-29)
    8. Annual Report 2013 (pages 10-11)
  3. Non-financial performance indicators
    1. PES Scorecard 2020 (pages 3-6)
    2. PES Scorecard 2019 (pages 2-5)
    3. PES Scorecard 2018 (pages 2-6)
    4. PES Scorecard 2017 (pages 2-7)
    5. Annual Report 2016 (pages 10, 11, 69)
    6. Annual Report 2015 (page 64)
    7. Annual Report 2014 (pages 30)
    8. Annual Report 2013 (pages 10)
  4. Details of whistle blowing policy.
    1. Ratified Whistleblowing Policy
    2. Annual Report 2016 (page 75)
    3. Annual Report 2015 (page 70, Whistle Blowing Policy / Open Door Policy)
  5. Biographical detail (at least age, qualifications, date of first appointment, relevant experience, and any other directorships of listed companies) of directors/commissioners.
    1. Board of Governors
    2. Annual Report 2016 (page 87)
    3. Annual Report 2015 (page 73)
  6. Training and/or continuing education programme attended by each director/commissioner.
    1. 2019 Trainings
    2. 2018 Trainings
    3. 2017 Trainings
    4. 2016 Trainings; Annual Report 2016 (page 77)
    5. 2015 Trainings ; Annual report 2015 (pages 72-73)
    6. 2014
  7. Statement of full compliance with the code of CG.
    1. Statement of Full Compliance 2019
    2. Annual Report 2016 (page 76)
    3. Annual Report 2015 (page 71)
  8. Review of the GOCC's material controls (including operational, financial and compliance controls) and risk management systems
  9. Statement from the Board of Directors or Audit Committee commenting on the adequacy of the GOCC's internal controls/risk management systems
    1. Audited Annual Financial Report 2019 and 2018 (page 17 – Statement of Management Responsibility CY 2019 and 2018)
    2. Audited Annual Financial Report 2018 and 2017, page 17 – Statement of Management Responsibility CY 2018 and 2017
    3. Audited Annual Financial Report 2017, page 13 – Statement of Management Responsibility CY 2017
    4. Audited Annual Financial Report 2016, page 4 – Statement of Management Responsibility CY 2016
    5. Audited Annual Financial Report 2015, page 8 - Statement of Management’s Responsibility CY 2015
    6. Audited Annual Financial Report 2014, page 3 - Statement of Management’s Responsibility CY 2014
    7. Audited Annual Financial Report 2013, page 3 - Statement of Management’s Responsibility CY 2013

Stakeholder Relationships

  1. Customers' welfare
    1. Policies
      1. Revised Manual of Corporate Governance, Sec 55. Customers, Page 15
      2. IFEX-2018-Exhibitor-Manual
      3. Recognition: CSC-PRIME HR
      4. Annual Report 2016, pages 72-73
      5. 2015 Annual Report, Page 65-66
      6. Manila FAME Exhibitors Manual
      7. Buyer Services
    2. Activities
      1. Revised Manual of Corporate Governance, Sec 55. Customers, Page 15
      2. Customers’ Feedback Form , Customers Feedback Form 2019
      3. CITEM’s Citizen’s Charter, External Services, pages 9-33 – CITEM commits to the following: Uphold the principle of integrity in public service; Deliver timely and efficient service; and Set the standards of excellence that would empower clients and stakeholders. These commitments are embodied in the Services provided to External Clients as shown in the agency’s Revised Citizens Charter which is posted in the agency’s website as well as in conspicuous places within the agency.
      4. The Manila FAME April 2019 Capability Building Program
      5. The Manila FAME April 2018 Buyer Experience
      6. The Manila FAME April 2018 Export Coaching Seminar
      7. IFEX Philippines 2017 Buyer Services
      8. Manila FAME 2017 Features; Manila FAME April 2017 Show features
      9. Manila FAME Sales Kit
      10. Annual Report 2016, pages 72-73
      11. The Manila FAME April 2017 Event Directory
      12. IFEX 2018 Exhibitor Manual
      13. The Manila FAME Exhibitor Experience
      14. The Manila FAME Buyer Experience
  2. Interaction with the communities
    1. Policies
      1. Revised-Manual of Corporate Governance Sec. 52. Recognizing the Stakeholders and Nature of their Interests, Page 15
      2. Annual Report 2015, page 67 (TOUCHING LIVES: CITEM’S CSR PROGRAMS)
    2. Activities
      1. The Manila FAME April 2019 Capability Building Program
      2. CSR 2018 - Donations for Marawi Siege Victims
      3. Manila FAME October 2018
      4. Manila FAME : Pagbabatok
      5. Annual Report 2016, pages 74
      6. Annual Report 2015, page 67
      7. Other Activities
  3. Environmentally-friendly value chain
    1. Policies
      1. Revised Manual of Corporate Governance, Sec. 48. Environment, Page 14
      2. CITEM - Energy Efficient Govt Agency
      3. Annual Report 2016, pages 74
    2. Activities
      1. Manila Fame April 2019 Eco-Design Awardee
      2. DOE Certification on CITEM’s 2019 Electricity Savings
      3. Seminar on Energy Efficiency and Conservation
      4. Earth Hour 2019
      5. Designation of Enercon Officer
      6. Manila FAME 2018 KATHA AWARDS
      7. Manila FAME April 2017 KATHA AWARDS; KATHA AWARDS 2017: Eco-Design Award
      8. KATHA Awards (Annual report 2016 pages 56-57; Annual report 2015 pages 22-24; Annual Report 2014, page 14; Annual Report 2013, pages 18-19)
      9. KATHA AWARDS 2016: Special Citation Eco-Design Award; KATHA AWARDS 2017: Eco-Design Award
      10. Other Activities
  4. Corporate Social Responsibility
    1. CITEM CSR Statement
    2. CITEM CSR Activities 2019
    3. Revised-Manual of Corporate Governance : Section 47. Corporate Social Responsibility, page 14
  5. Contact details for complaints of other stakeholders
    1. Citizen's Charter (page 173)
    2. Contact Us
    3. Annual Report 2016 (page 73)
  6. Employees' welfare and development (Employees' Manual; Revised-Manual of Corporate Governance: Section 39. Training and Development for CITEM Employees;Section 40. Health and Safety, page13)
    1. Welfare (policies, programs and relevant data) (Annual report 2016, pages 75-76; Annual report 2015, pages 69-70)
      1. CITEM Employees Welfare Programs 2019; CITEM Employees Health 2019
      2. Participation in the 2019 CSC Fun Run
      3. Workplace Emergency Preparedness Seminar
      4. Drug-Free Workplace Certificate
      5. Drug Free Workplace Policy
      6. Safety Reminders Part 2: Emergency Preparedness Checklist; Healthy Holiday Paalala; March 24 is World TB day; Women's Health; Are You Summer Ready
      7. Emergency Action Plan
      8. Health & Safety (page 16-17)
      9. Other Safety Reminders
    2. Training and development
      1. Employees’ Manual Human Capital Development, pages 36-37
      2. Revised-Manual of Corporate Governance Section 39. Training and Development for CITEM Employees, page13
      3. Trainings / Seminars CY 2019
      4. Trainings / Seminars CY 2018
      5. Trainings / Seminars CY 2017
      6. Trainings / Seminars CY 2016
      7. Trainings / Seminars CY 2015; Annual Report 2015, Page 69-70
      8. Trainings / Seminars CY 2014
      9. Trainings / Seminars CY 2013
    3. Whistle blowing policy and procedures - including protection of reporting employee/s from retaliation
      1. Annual Report 2016, pages 75
      2. Annual Report 2015, page 70, Whistle blowing Policy