chamaeleons.comchamaeleons.com/doc/downloads/CCP-Operations-Manu… · Web viewTHE CULTURAL CENTER OF THE PHILIPPINES. I. ORGANIZATIONAL PROFILE. A. Historical Background. The Cultural

THE CULTURAL CENTER OF THE PHILIPPINES

I. ORGANIZATIONAL PROFILE

A. Historical Background

The Cultural Center of the Philippines (CCP) was created in April 1966 by virtue of Executive Order No. 30 as a “trust for the benefit of the Filipino people, for the purpose of preserving and promoting Philippine culture in all its varied aspects”. It was envisioned to be a “showcase of Filipino artistic expression and a landmark of architectural beauty.” The CCP Main Building was formally inaugurated in September 8, 1969, starting with a three-month long inaugural festival opened by the epic musical Dularawan.

On October 15, 1972, the President of the Philippines issued Presidential Decree No. 15, with the title “Creating the Cultural Center of the Philippines, Defining Its Objectives, Powers and Function and for Other Purposes”, dissolving the trust created by Executive Order No. 30. This measure was necessary to enable the CCP as a non-municipal public corporation to implement more effectively and vigorously the constitutional mandate that arts and letters shall be under the patronage of the State.

The constitutional provision on arts and culture can also be found in the present 1987 Philippine Constitution in Article XIV (Education, Science and Technology, Arts, Culture and Sports), and more specifically under Sections 14 to 18. It provides that the State shall, among others foster the preservation, enrichment, and dynamic evolution of a Filipino national culture; provide patronage to arts and letters; conserve, promote and popularize the nation’s historical and cultural heritage, resources and artistic creations; and, protect the country’s artistic and historic wealth as the same constitutes the cultural treasure of the nation.

The Medium-Term Philippine Development Plan (MTPDP) 2004-2010 has recognized that culture has an enormous impact on the economy and development and is in fact

considered as “central to any form of development in the pursuit of economic prosperity.”

Since its creation, the CCP has been implementing significant programs to raise cultural awareness. It has initiated the institutionalization of cultural work in different regions and has maintained local and international linkages to promote Filipino artists and their creative works.

The CCP continues to nurture and promote artistic excellence, Filipino aesthetics and identity, and cultural values towards a humanistic global society. With the implementation of the CCP Business and Master Development Plan, the CCP Complex is poised to become a mecca for arts and culture in Asia.

At present the CCP is attached to the Office of the President and is under the umbrella of the National Commission for Culture and the Arts for policy and program coordination.

B. Nature (Sec. 2 of P.D. 1444)

The Corporation is a non-municipal public corporation. Its property, real and personal, shall belong to and be managed exclusively by the corporation for the benefit of the Filipino people. Any income that may be derived from its projects and operations and any contributions it may receive shall be invested in a Cultural Development Fund set up to attain the objectives of this Act, or utilized for such purposes as its governing Board may decide upon, consistent with the purpose. It shall enjoy autonomy of policy and operation but may seek the assistance and cooperation of various government offices in pursuit of its objectives, including the detail to the Center of officials and employees of other offices on full-time or part-time basis. Said officials and employees may receive honoraria, allowances and other emoluments which the Center may grant, provided that they are in accordance with the provisions of Presidential Decree No. 985 and other laws, rules and regulations applicable to honoraria and allowances to government employees.

C. Mandate (per P.D. 15 & P.D. 1444)

c.1 To construct, establish and maintain a national theater, a national music hall, an art gallery and other such buildings and facilities as are necessary or desirable for

the holding of conferences, seminars, concerts and the like. (Sec. 1 of P.D. 1444)

c.2 To awaken the consciousness of our people to our cultural heritage and to encourage them to assist in its preservation, promotion and enhancement and development.

c.3 To cultivate and enhance public interest in, and appreciation of distinctive Philippine arts in various fields.

c.4 To discover, assist and develop talents, connected with Philippine cultural pursuits and create greater opportunities for individual and national self-expression in cultural affairs.

c.5 To encourage the organization of cultural groups, associations or societies and the holding or staging of cultural exhibitions, performances and similar activities.

c.6 To bring into the country foreign artists whenever in the opinion of the Center, performance by such artists would enhance the country’s cultural development. (Sec. 1 of P.D. 1444)

D. Legal Bases

Presidential Decree No. 15 (as amended by P.D. 179, P.D. 1444, P.D. 1815, P.D. 1825 and E.O 1058)

E. General Corporate Powers (Sec. 2 of P.D. 179 and Sec. 3 of P.D. 1444)

The Cultural Center of the Philippines shall have perpetual succession with the power to sue and be sued; to contract and be contracted with; to own and hold such real and personal property as shall be necessary for corporate purposes; to receive real and personal property by gift, device or bequest; to invest its funds or other assets in such undertakings as it may deem wise or necessary to carry out its purposes and objectives; to adopt a seal and alter the same; to adopt by-laws, rules and regulations not inconsistent with the provisions of this act; and generally, to do all such acts and things as may be necessary to carry into effect the provisions of this act.

With the approval of the President of the Philippines, upon the recommendation of the Secretary of Finance, the Center may issue bonds and other certificates of indebtedness upon the absolute guarantee of the Government, as to both principal and interest. The Board of Trustees shall determine the interest rates, maturities and other features, terms and conditions of such bonds or certificates of indebtedness and any income derived therefore shall be exempt from the payment of all taxes of whatever kind and nature, including withholding taxes which maybe imposed by the national government, its agencies, instrumentalities or political subdivisions.

Furthermore, the Center may construct, establish, operate and maintain a trade center, hotel and such other buildings and facilities; Provided, that whatever income that maybe derived therefore shall be invested in the Cultural Development Fund, or utilized for such purpose as its governing board may decide upon, consistent with the purposes and objectives of the Center as provided in Section 2 of the P.D. 15. (P.D. 1444)

F. Rules and Regulations (By-Laws)

Principal Office

The principal office of the Cultural Center of the Philippines (CCP) shall be at the Tanghalang Pambansa, Cultural Center of the Philippines Complex, Roxas Boulevard, Pasay City, Philippines.

Board of Trustees

Powers – The governing powers of the CCP shall be vested in and exercised by the Board of Trustees composed of eleven (11) members, who shall serve without compensation. Without prejudice to such powers as may be granted by applicable laws and issuances, the Board of Trustees shall also have the following powers:

To make and change rules and regulations not inconsistent with these by-laws for the management of the CCP’s business and affairs, as needed;

To enter into such contract or contract as it may deem necessary to carry out or accomplish the purposes and objectives of the CCP;

To purchase, receive, take or otherwise acquire for and in the name of the CCP, any and all properties, rights, privileges, including securities and bonds of other corporations, for such consideration and upon such terms and conditions as the Board may deem proper or convenient;

To solicit donations and funds in the form of contributions, whether in cash or in property, from both in public or private sectors;

To invest the funds or other assets of the CCP in such undertakings as it may deem wise or necessary carry out its purposes and objectives;

To open such accounts in and with banks and other financial institutions and disburse such funds or invest the same as it may deem to accomplish or advance the purposes of the Center;

To incur such indebtedness as the Board may deem necessary and issue evidence of indebtedness, including notes, deeds of trust, bonds, debentures, or securities, subject to limitations imposed by law;

To approve the annual budget and any supplemental budget or budgets that may be submitted to it by the President of the CCP, including but not limited to the pension, retirement, bonus or other types of incentives or compensation plans for the employees, including officers

and members of the Board of Trustees, in accordance with law;

To prosecute, maintain, defend, compromise or abandon any lawsuit in which the CCP or its officers are either plaintiffs or defendants in connection with the business of the CCP;

To delegate, from time to time, any of the powers of the Board which may lawfully be delegated in the course of the CCP’s current business to any standing or special committee or to any officer or agent and to appoint any person to be agent of the CCP with such powers and upon such terms as may be deemed fit; and

To implement these by-laws and to act on any matter not covered by these by-laws, in accordance with law.

Responsibilities – Each member of the Board of Trustees shall devote time and attention necessary to properly discharge his duties and responsibilities; act judiciously; exercise independent judgment; observe confidentiality; and have a working knowledge of the CCP and its operations, as well as all statutory and regulatory requirements affecting the CCP, including its charter and these rules.

Without prejudice to such other responsibilities it may itself undertake or those in accordance with law and other issuances, the Board shall have the following responsibilities:

Foster the long-term viability of the CCP and secure its sustained competitiveness in a manner consistent with its fiduciary responsibility, which it should be exercise in the best interest of the CCP;

Install a process of selection to ensure that a mix of competent trustees shall comprise the Board, each of whom can add value and contribute independently judgment to the formulation of sound policies and strategies for the CCP;

Select and appoint the CCP President, who must have motivation, integrity, competence and professionalism at a very high level, in accordance with law;

Ensure a continued professional development program for employees and officers, and adopt a succession planning for senior management;

Ensure the CCP’s organizational health by providing sound written policies and strategic guidelines that will help decide major policy decisions and capital expenditures; identifying key risks areas and key performance indicators and monitoring these with due diligence; and periodically evaluating and monitoring implementation of the CCP’s strategies and policies, business plans and operating budgets as well as management’s overall performance to ensure optimum results;

Ensure that the CCP and its senior officers comply with all relevant laws and pertinent regulations;

Identify the CCP’s major stakeholders and formulate a clear policy on communicating and/or relating with them accurately, effectively, and sufficiently;

Provide for a system of internal checks and balances, which may be applied in the first instance to the Board;

Properly discharge Board functions by meeting regularly, with all such meetings duly minuted;

Conduct and maintain the affairs of the CCP within the scope of its authority as prescribed in the CCP charter and in existing laws, rules and regulations.

Election and Vacancies – Vacancies in the Board of Trustees due to termination of term, resignation, incapacity, death or other cause as provided in these by-laws, shall be filled by election by a vote of the majority of Trustees to be held at the next regular meeting following occurrence of such vacancy. Elected trustees shall hold office for a term of four years unless sooner terminated by reason of resignation, incapacity, death, or other cause. Should only one trustee survive, the surviving trustee in consultation with the Management Committee of the CCP shall fill the vacancies. Should the Board, for any reason, be left entirely vacant, the vacancies shall be filled by the President of the Philippines acting in consultation with the Management Committee of the CCP. (Repealed by Supreme Court Decision/Resolution promulgated on July 21, 2006)

Qualifications of Trustees – No person may serve as a trustee who is not a resident of the Philippines, of good moral standing in the community and at least 25 years of age; provided, that there shall always be a majority of the trustees who are citizens of the Philippines. (Repealed by Supreme Court Decision/Resolution promulgated on July 21, 2006)

Disqualification of Trustees – the following shall be grounds for the disqualification of a trustee:

Having conflicting interests with the business of the CCP;

Having used his position as a Member of the Board to make profit or acquire benefit or advantage for himself and/or his related interests;

Having violated the provisions of the CCP Charter or these rules and regulations;

Having been absent for four (4) consecutive regular meetings of the Board or absence or non-participation for whatever reason/s for more than fifty percent (50%) of all meetings, both regular and special, of the Board of Trustees for any twelve (12) month period during his term;

Having been finally convicted by a competent judicial or administrative body of any crime involving moral turpitude, fraud, embezzlement, theft, estafa, counterfeiting, misappropriation, forgery, bribery, false oath, perjury and other fraudulent acts or transgressions, gross negligence, or gross conduct; or conviction by final judgment of an offense punishable by imprisonment for a period of six (6) years; or

Having been disqualified pursuant to disqualifications prescribed by law.

Meetings – the meetings of the Board of Trustees shall be held at the principal office of the CCP at the Tanghalang Pambansa, CCP Complex, Roxas Boulevard, Pasay City, unless otherwise designated by the Board, and shall be presided over by the Chairman, or in his absence, by the President.

Regular meetings of the Board shall be held upon call by the Chairman and after due notice and at such times as it may from time to time by vote determine, and when such meeting or meetings shall be so determined, no further notice thereof shall be required.

Special meetings of the Board of Trustees may also be called at any time upon request of any two (2) trustees.

Except as otherwise provided, notice of any meeting of the Board of Trustees shall be given to each trustee by the Corporate Secretary or by the persons calling the meeting, in writing or by electronic means, advising him by word of mouth, addressed to him at his residence or usual place of business as it appears in the records of the CCP.

Non-receipt of any notice shall not invalidate any business done at any meeting in which a quorum is present.

Any and all action taken at a meeting where all of the trustees at the Philippines at the time are present or shall before or after the meeting waive notice of such meeting, shall be legal and validly taken.

Quorum – A majority of trustees holding office and in the country shall constitute a quorum for the transaction of business of the CCP, and any decision by the majority of those present shall constitute a valid and binding act of the CCP.

Proxies – Trustees cannot attend or vote by proxy at Board meetings.

Chairman of the Board – The Board of Trustees shall elect a Chairman who must be one of its members, and who shall be presiding officer of the Board of Trustees until such time as the Board of Trustees, by a majority vote, shall elect another Chairman. The Chairman shall have the following powers and responsibilities, among others:

To schedule meetings to enable the Board to perform its duties responsibly while not interfering with the flow of the CCP’s operations;

To prepare agenda for Board meetings in consultation with the President of the CCP;

To preside over all meetings of the Board;

To exercise control over quality, quantity and timeliness of the flow of information between the CCP Management and the Board; and

To do other acts such other acts and exercise such other powers as may be determined by the Board.

Corporate Secretary – The Corporate Secretary shall be selected by Board of Trustees in accordance with law and shall have the following specific powers and duties:

To attend all meetings of the Board and, unless another officer is so designated by the Board, of the Executive Committee or other Special Committees created by the Board and to record the minutes and proceedings of such meetings;

To keep the corporate seal and affix it to all papers and documents requiring a seal, and to attest by his signature all corporate documents requiring the same;

To keep safely the fundamental and important documents of the CCP;

To attend to the giving and serving of all notices of the CCP as required by law or these by-laws;

To certify to such acts, countersign documents or certificates, and make reports or statements as may be required of him by law or these by-laws; and

To perform such duties as are incidental to his office or as may be assigned to him by the Board.

Executive Committee and Special Committees – The Board of Trustees may create an Executive Committee and Special Committees of such number as it may determine and adopt rules and regulations not inconsistent herewith prescribing the powers of the committees and special committees and the manner in which they shall be exercised.

The Executive Committee composed of Trustees designated by the Board shall act for the Board in-between Board meetings and perform such other acts and exercise such other powers as may be lawfully delegated by the Board, and which shall not include the following:

a. Approval of the corporate operating budget and supplemental budgets;

b. The filling of vacancies in the board;

c. The amendment or repeal of by-laws or the adoption of new by-laws; and

d. The amendment or repeal of any resolution of the board that by its express terms is not so amendable or repealable.

The special committees and sub-committees of the Board, created and appointed by the Board from time to time, shall have such powers and duties not inconsistent herewith as the Board of Trustees may from time to time determine.

The members of the committees and sub-committees of the Board of Trustees may be removed at any time by the Board of Trustees, and any vacancies in such committees shall be filled by the Board of Trustees.

All committees and sub-committees of the Board of Trustees shall act by vote of a majority of the members thereof and keep minutes of each of their meetings, which shall presented at the next succeeding meeting of the Board of Trustees.

Officers

The CCP shall have the following officers:

President

The President shall be the Chief Executive Officer of the CCP and shall exercise the following functions:

a) To initiate, formulate and develop the policies, programs, plans and projects of the CCP for the approval of the Board of Trustees;

b) To supervise and manage the business affairs of the CCP;

c) To implement the administrative and operational policies of the CCP under his supervision and control;

d) To appoint, remove, suspend or discipline employees of the CCP and prescribe their duties and responsibilities, in accordance with law;

e) To oversee the preparation of the budgets and statements of accounts of the CCP;

f) To represent the CCP at all functions, proceedings and hearings;

g) To execute on behalf of the CCP all contracts, agreements and other instruments affecting the CCP, subject to the approval of the Board of Trustees;

h) To make reports to the Board and the applicable government agencies;

i) To perform such other duties as are incidental to his office or entrusted to him by the Board.

Vice President/s

The Vice President/s shall assist the President in the Management of the Affairs of the CCP, exercising such powers and functions as may be assigned by the President or the Board, and if qualified and so designated, act as President in the absence or incapacity of the latter.

Artistic Director

The Artistic Director shall take charge of the planning, direction and coordination of all artistic activities of the CCP and shall exercise such other functions that may be assigned by the President or the Board.

Treasurer

The Treasurer should have the following duties:

a) To keep full and accurate accounts of receipts and disbursements in the books of the CCP;

b) To have the custody of, and be responsible for, all the funds, securities and bonds of the CCP;

c) To deposit in the name and to the credit of the CCP, in such bank as maybe designated from time to time by the Board, all the moneys, funds, securities, bonds and similar valuable effects belonging to the CCP which may come under his control;

d) To render annual statement showing the financial condition of the CCP and such other financial reports as the Board, or the President, may require from time to time;

e) To prepare such financial reports, statements, certifications, and other documents which may, from time to time, be required by government rules and regulations and to submit the same to the proper government agencies;

f) To exercise such powers and perform such duties and functions as may be assigned to him by the Board and the President.

Comptroller

The Comptroller shall act as the accounting officer of the CCP and shall perform such other duties as may be assigned to him by the Board and the President.

Concurrent Positions

Any two (2) or more positions may be held concurrently by the same person, except that no one shall act as Chairman and President, or President and Secretary, or as President and Treasurer at the same time, subject to applicable laws and regulations.

Other Offices

The President shall appoint such other officers as may be necessary to achieve the CCP’s purposes and objectives,

subject to the approval of the Board and in accordance with law.

Execution of Instruments

The President shall execute contracts for and in behalf of the CCP. However, may delegate signing authority to any other officers, including approval or requisitions, vouchers, payrolls and other documents, as approved by the Board and in accordance with law.

All checks and other forms of payment of money, drafts, notes, bonds, acceptances and all other instruments, shall be signed by the President, Vice President or Treasurer, Comptroller, or any officer designated by the President, except as may otherwise be provided by, or pursuant to the resolution by the Board.

Amendments

These Rules and Regulations of the CCP maybe altered, amended, added to or repealed at any meeting of the Board of Trustees by a majority vote, and no notice of such proposed change in these Rules and Regulations shall be necessary prior to such meeting, and any such changes shall become operative immediately upon the same being made.

G. Physical Assets

The CCP facilities are located at CCP Complex along Roxas Boulevard, Manila and Pasay City; additional facilities at the National Arts Center, Mt. Makiling, Laguna.

Land Area

The Center owns 67.37 hectares of reclaimed land at the CCP Complex and leased 13.5 hectares of land for the National Arts Center at Mt. Makiling, Laguna.

Buildings

CCP ComplexCCP Main Building (Tanghalang Pambansa)

Folk Arts Theater (Tanghalang Francisco Balagtas)Manila Film Center Finance & Administrative BuildingCCP Ferry TerminalProduction Design Center

National Arts CenterOpen Air Theater (Tanghalang Maria Makiling)Club House (Bulwagang Sarimanok)Executive House (Pugad Adarna)Dance StudiosCottagesDormitories ClassroomsCanteenChapel

H. Venues for Artistic Activities

Theaters

OperationalCCP Main Theater (Tanghalang Nicanor Abelardo) 1,

893 seatsCCP Little Theater (Tanghalang Aurelio Tolentino)

402 seatsBulwagang Gantimpala (Tanghalang Huseng Batute)

260 seatsAudio Visual Room (Tanghalang Manuel Conde) 150

seatsFolk Arts Theater (Tanghalang Francisco Balagtas) 8,

558 seatsa1

MFC Main Theater (Tanghalang Gerardo De Leon) 993 capacityb1

NAC Theater (Tanghalang Maria Makiling) 2, 000 capacity

Non-OperationalMFC Mini Theater A (Tanghalang Antonio Molina) 454

capacity

MFC Mini Theater B (Tanghalang Severino Reyes) 362 capacity

Rehearsal Spaces

OperationalCCP Rehearsal Hall (Bulwagang F.R. Aquino)CCP Conference Room (Bulwagang Amado

Hernandez)

Non-OperationalPangkat Pambata Studio (MFC)Ballet Studio (MFC)

Galleries

CCP Main Gallery (Bulwagang Juan Luna) – 30.4 m by 11.5 m

Bulwagang Fernando Amorsolo – 13.9 m by 5.8 mMuseum Hallway (Pasilyo Victorio Edades) – 18.8 m by 3

mCCP Balcony II Hallway (Pasilyo Guillermo Tolentino) –

30.23 m by 2.46 m

CCP Little Theater Lobby (Bulwagang Carlos V. Francisco) – 19 m by 4.8

m2nd Floor Hallway (Pasilyo Vicente Manansala)

Museum Spaces

Museum ng Kalinangan Pilipino – 34.8 m by 8.1 mMKP Changing Exhibit Area – 16.35 m by 7.7 m

Library

Library space with:Print Publication Collection

a1 Lease to Day by Day – b1 Lease to Amazing Theaters

Music Library Video Library

I. MANPOWER

Policy Group

Artistic Group AdministrationGroup

Total Number of Employees(as of December 2006)

Policy GroupArtistic Group 5 Administration Group 3

Senior Management 21Supervisory 38 Rank & File 219

286NAC Casuals 24

ServicesJanitorial

Indoor 42Outdoor 30

72Security

Night Shift 25Day Shift 35

60Technical (Theater Crew) 44Mechanical & Engineering 38

J. RESIDENT COMPANIES

Regular (Based at the CCP Main Building)Ballet PhilippinesTanghalang Pilipino

Seasonal (Based at the Folk Arts Theater)

Music Competitions for Young Artists Foundation, Inc (NAMCYA)

Seasonal (Based outside the CCP)Bayanihan Philippine Dance CompanyPhilippine Ballet TheaterRamon Obusan Folkloric GroupPhilippine Madrigal SingersUST Symphony Orchestra

II. STRUCTURE

A. Corporate Strategic Plan

A.1 Challenges

a. Filipino artistic excellence. One of the man challenges of the CCP is the development and promotion of excellence and professionalism among Filipino artists, cultural workers, arts managers and other practitioners. Similarly, CCP aims to develop a body of outstanding artistic works that speak of Filipinos as a people and as a nation.

b. Arts as a tool for social transformation. To be able to effectively utilize arts and culture as an instrument for social transformation through positive values formation and promotion, a paradigm shift in the way CCP programs and productions are to be conceptualized and designed needs to be effected.

c. Creative Industry for national development. The role of the arts is not necessarily limited to intangible and intrinsic values such as the establishment of our national identity, values formation, entertainment and education. The challenge is to make arts and culture a significant aspect of our economy and contribute to the poverty alleviation program of the Government. Developing the arts as a Creative Industry, as many countries have begun to pursue, is a challenge that the CCP will actively work for.

d. Audience development. The need to develop awareness, understanding and appreciation of the arts particularly among the younger generation is a daunting task but is imperative to audience development. An intensive arts education program that will utilize the information-communication technology needs to be pursued aggressively.

e. CCP viability and sustainability. One of the CCP’s main challenges is to make the institution financially independent from the National Government. If the strategic directions being proposed are approved by the DBM and CSC, the goal is to achieve this financial independence in 5 years time.

f. CCP Complex development. Central to the strategic thrust of the CCP in the next two decades is to develop the CCP Complex consisting of 62.4

hectares of prime land into the country’s major cultural, artistic, tourism, ecological and commercial landmark. While aiming to develop it as a world-class showcase of Filipino artistic excellence, it will also provide the income that will make the CCP self-sufficient.

A.2 Strategic Directions

In order to meet the challenges outlined above, the CCP shall pursue the following strategic directions covering programmatic, financial, organizational, and resource development areas:

a. Programmatic Direction. The CCP shall reconceptualize, design and organize its artistic and cultural programs to make them more relevant to the public and to the challenges of a global community. Towards this end, three artistic thrusts shall be pursued:

ARTS TRANSFORMING LIVES – programs that will help develop and promote the arts as effective tools for values formation and social transformation through arts education and audience development.

ARTS TRANSFORMING COMMUNITIES – programs that will utilize the arts as a vehicle for developing community identity and pride, as well as help uplift economic conditions through the Creative Industry.

ARTS TRANSFORMING PLACES – programs that will focus on the important role the arts could play in transforming the physical environment through public art, the culture-life concept in environmental preservation, and the construction of artistic facilities.

Similarly, the CCP shall intensify its programs for the promotion of artistic excellence and for the creation of new artistic works that will contribute to our national cultural identity.

b. Financial Direction. Financial viability and sustainability shall be a primary strategic focus of the CCP in the next decade. This will be achieved through a three-pronged approach: increased earned income

from its programs; increased contributed income from the private and business sectors as well as from foreign sources; and increased income from its real properties through the development of the CCP Complex. Parallel to these, the CCP shall continue to be cautious in its expenditures to be able to balance its budget.

c. Organizational Direction. In order to meet the challenges and implement the artistic and resource development programs, the CCP shall restructure the organization to be more responsive to its strategic directions, its programs and functions, and global challenges and trends. While the plans call for an expansion of the organizational structure once the CCP Complex is fully developed, the institution’s manpower complement will nevertheless be streamlined over the next five years in order to meet the demands of the Rationalization Plan. The key strategy to achieving its financial and organizational goals will be private sector partnership or getting the business sector to participate and have a stake in the CCP Complex development.

d. Resource Development Direction. There are three principal strategic directions that the CCP will pursue as far as resource development is concerned. First, human resource development will focus on skills development in arts administration and usage of latest ICT for the arts. Second, the repairs, maintenance and upgrading of existing physical assets and equipment for the arts will be given proper attention. Third, the CCP Complex development which will include the construction of a new performing arts theater, an artists center, a museum for contemporary arts, a library and archives building, a cinema complex and a museum for humanities will be aggressively pursued over a twenty-year period (CCP Complex Master Development Plan)

A.3 Changes in Functions, Services and Programs

artistic and cultural programs, the CCP Complex development will blend commerce, industry and the arts, tourism and culture, and will be an urban ecological oasis that will cater to Filipinos from all walks of life. Likewise it will be designed to be a tourism landmark that we can all be proud of.

Once fully developed the CCP Complex shall have the following four basic components that will define its functions, services and programs:

Culture Commerce Creative Industry Community

Culture – The CCP shall remain, first and foremost, as the country’s primary artistic and cultural institution. As such, it shall undertake the following core functions, services and programs in line with its strategic thrusts:

Functions Services and Programs

1. Artistic production and exhibition – performing arts productions; visual arts exhibitions; arts festivals; film & broadcast arts production and exhibition; publications.

2. Training & education – workshops; lecture demonstrations; master classes; seminars; lecture series; conventions; apprenticeship programs.

3. Audience development – arts education series for the youth; lecture-demonstrations, student matinee series; cultural awareness programs.

4. National networking & exchange – national arts data bank; regional outreach tours; national touring programs.

5. International cultural relations – membership in international arts organizations; bilateral cultural relations; active participation in the ASEAN Committee on Culture and Information; participation in international artistic and cultural forums; international touring programs for Philippine artists and works of art; presentation of international artists in the country.

6. Construction and management of new artistic facilities – performing arts theater; museum of humanities; contemporary arts museum; cinema

complex; library and archives building; gallery for national artists; open air amphitheater; small public venues for the performing arts.

7. Artistic promotions – production and dissemination of promotional materials on the arts (printed, video, CD, internet); educational showcases of Philippine artistic heritage; tri-media programs on the arts; library services.

8. Conservation of artistic heritage – collection and conservation services for visual, literary, media and performing art works; research and documentation of the country’s artistic heritage; documentation of artistic events and programs.

Commerce – The commercial development within the CCP Complex is envisioned to blend commerce and the arts. Unlike other commercial centers in the country, the focus of the commercial development in the CCP Complex will be establishments that connect with or are related to arts, culture and lifestyle. These include such business establishments as music stores, music bars and lounges, lifestyle markets, antique shops, arts galleries, culture clubs, wellness centers, specialty restaurants, book stores, internet cafes, costume shops, handicraft stores, among others.

The commercial development covering about 25% of the total land area in the CCP Complex will be undertaken for various reasons:

It shall provide the needed income to construct the new artistic facilities and help fund the operations of the CCP.

It shall attract all segments of the population and help develop the CCP Complex into a living, vibrant community.

It shall help draw audiences to the various artistic events in the CCP Complex.

The commercial aspect of the new CCP will necessitate the following functions, services and programs:

Functions Services and Programs

1. Establishment of the CCP Complex Development Corporation – co-management of the corporation with private sector partners (this function is based on the

premise that the CCP’s core competency is in the field of arts and culture and not in land or commercial development and it therefore needs the expertise and capitalization of the private sector to be able to achieve its development objectives).

2. Lease of real properties to developers – public bidding for long-term leases or joint ventures; management of leases.

3. Management of commercial locators – management of leases to locators within the CCP artistic facilities.

4. Promotional activities – general promotional activities for commercial establishments within the CCP Complex.

Creative Industry – Aside from the commercial development, a substantial part of the CCP Complex shall be allocated for offices, studios, headquarters and transient living facilities. In order to have a logical mix and complementation with the artistic and cultural nature of the CCP Complex, the business establishments that will be accommodated in these areas shall be those related to the creative industry and cultural tourism. These shall include design studios, handicraft centers, production and events management offices, new media hubs, animation studios, creative industry trade halls, hotels, travel agencies, advertising agencies, publishing houses, etc.

As the Creative Industry Center of the Philippines, the CCP shall have the following functions, services and programs:

Functions Services and Programs

1. Cultural content development – research and documentation services; cultural content data bank; intellectual property rights promotion and protection; cultural content promotion and dissemination.

2. Entrepreneurship training in the arts – non-formal and informal education programs for artists and cultural administrators in entrepreneurship.

3. Networking and exchange – national, regional and international creative industry data bases, forums and information network; creative industry webpage and internet forum.

4. Creative industry promotion – national and international creative industry showcases and trade fairs; promotional programs for Philippine creative industry

products; advocacy program for the creative industry; creative industry mapping program.

5. Development of creative industry hub – management and promotion of the CCP Complex as the country’s creative industry hub; coordination and facilitation services for members of the creative industry sector in the Philippines.

6. Lease management of creative industry locators – marketing and management of creative industry establishments and locators within the CCP Complex.

Community – The aspect of the CCP Complex development that will bind Culture, Commerce and Creative Industry is the Community. As a 62.4 hectare property, the CCP Complex is the largest cultural center in the world. With the varied types of activities and services it will offer, it is expected to draw an average of 20, 000 people everyday. These consist of artists, cultural workers, arts managers, service contractors, audiences, sports enthusiasts, shoppers, diners, customers of various commercial establishments, local and foreign tourists, passengers of public transports, promenaders, park goers, etc. To be able to manage the people, the establishments, the traffic, the security and well-being of the public, the utilities, and other administrative concerns, the CCP will have the following functions, services and programs:

Functions Services and Programs

1. Management of the CCP Complex as an Ecotourism Zone under PEZA – the declaration and transformation of the CCP Complex into an ecotourism zone under PEZA will attract investors and developers, and provide flexibility, autonomy and efficiency in zone management.

2. Construction and management of public areas – Liwasang Kalikasan Forest Park; other parks and gardens; pedestrian walkways; road network; seaside promenade; public art spaces; waterways; etc.

3. Public transport management – land transport hubs; internal transport system; ferry terminal operations; tourists liners operations; yacht club operation.

4. Traffic management – traffic control and operations; parking operations.

5. Security –security services for outdoor and indoor facilities, equipment and public.

6. Public Health – emergency health services and facilities for the public.

7. Maintenance – repairs, maintenance and rehabilitation of physical facilities, buildings and equipment.

8. Public activities and events – community building activities for residents, locators, tourists and the general public including cultural events, national festivities and sports activities.

9. Community relations – establishment, maintenance and enhancement of relations with the Pasay City and Manila local governments, PEZA, other government departments and agencies, and non-government organizations for community linkages and relations.

A.4 Other Strategies

In order to effectively implement the services and programs outlined above, the CCP institute the following support strategies:

a. Organizational Development Strategies

1. Establishment of an effective corporate planning system that would prepare, monitor and assess all programmatic, organizational, financial and resource development plans, outputs and impact.

2. Strengthening of internal control systems to safeguard CCP assets and ensure effective utilization of resources.

3. Implementation of effective management control system to measure performance versus goals.

4. Acquisition and utilization of new technology for operations and programs.

b. Human Resource Development Strategies

1. Institutionalization of in-house training for the CCP staff.

2. Pro-active sourcing of local and foreign training grants.

3. Implementation of human resource development program to motivate and enhance performance levels of present workforce.

4. Exemption from the Government Salary Standardization Law to attract highly qualified personnel.

c. Financial Management Strategies

1. Building up of the Corporate Development Fund to a level that could provide sufficient annual interest income to be used for programs and operations.

2. Rationalization of pricing and costing policies.3. Tight fiscal control.

d. Marketing Strategies

1. Market research for segmentation, audience development and audience impact.

2. Widening of CCP’s audience base through niche marketing.

3. Improvement of positioning, packaging and promotions for CCP’s programs, products and services.

4. Expansion of distribution network for tickets to CCP performances and for multimedia products.

5. Maximization of the internet as a marketing medium and tool.

e. Corporate Communication Strategies

1. Strengthening of institutional promotions and linkages.

2. Effective utilization of media goodwill.

A.5 Organizational Plan

The present CCP organizational structure cannot support the proposed programmatic, organizational, financial and resource development plans of the CCP over the next twenty years. While the CCP is looking at its real properties for future sustainability and self-sufficiency, it does not have the financial capital needed to pursue these plans and the expertise to undertake the land development. Clearly, its core competency is limited to the Culture and Creative Industry aspects of the development plans. It needs the private sector as partner in managing the Commerce and Community aspects of the CCP Complex operations.

Under this premise, it plans to establish the CCP Complex Development Corporation, as allowed under P.D. 15, which will be owned in part by private sector partners/developers and who will provide the capital outlay for the development. Under this scheme, professional real property managers will be employed by the corporation to run the real estate development and manage the commercial and administrative aspects of the CCP Complex. The CCP organization as proposed in this Rationalization Plan will take care of the functions under the Cultural and Creative Industry aspects which it has the competency for. The income derived from the land development and commercial operations will finance the construction of the new artistic facilities and contribute to the CCP Corporate Development Fund, the annual interest of which will help finance the operations of the CCP organization.

The proposed CCP Organizational Structure, which is planned for the next five years, was designed to respond to the challenges identified and the shift in strategic directions. After five years, when the construction of new artistic facilities has begun and the CCP’s financial situation has begun to improve from income contributions from the land and commercial development, the personnel complement of this new structure has to expand to meet the demands of increased number of facilities and programs.

Compared to the existing DBM approved plantilla of positions, the proposed structure will still be composed of ten (10) departments and a reduced number of divisions from 30 to 29. The number of proposed plantilla positions as compared to the current authorized positions will be reduced from 491 to 450 inclusive of the abolition, upgrading, reclassification, creation or conversion of some positions. The proposed departments and divisions are as follows:

Office of the President

Complex Management Office (Division Level)

Legal Office (Division Level)

Corporate Affairs DepartmentCorporate Planning Division

Corporate Communications Division

Internal Audit Services (Department Level)

Office of the Vice President (Artistic)

Philippine Philharmonic Orchestra (Division Level)

Cultural Resource DepartmentLibrary and Archives DivisionCultural Content DivisionLiterature Division

Arts Education DepartmentArtist Training DivisionCultural Management DivisionAudience Development Division

Production and Exhibition DepartmentPerforming Arts DivisionVisual Arts and Design DivisionFilm, Broadcast and New Media DivisionVenue Operations Division

Cultural Exchange DivisionInternational Exchange DivisionNational Exchange Division

Office of the Vice President (Administration)

Management Information Systems (Division Level)

Administrative Services DepartmentGeneral Services DivisionEngineering and Technical DivisionProperty and Supply Division

Financial Services DepartmentBudget DivisionAccounting DivisionTreasury Division

Human Resources Management DepartmentPersonnel Services DivisionPersonnel Training and Development Division

Marketing DepartmentSales and Accounts DivisionSponsorship and Membership DivisionCreative Services Division

The organizational changes are being proposed after a strategic review of the current functions and programs of the CCP vis-à-vis, its mandate, its vision-mission, and the current situation and needs. After the future directions and the new strategic thrusts and programs were identified, the CCP adopted the value-chain framework for the organizational structure. Following this framework, the most suitable structure appeared to be a combination of the process-functional type of organizational structure. (C)

Under this set-up, the Office of the President and the Office of the Vice President for Administration shall take on the functional structure while the Office of the Artistic Director which is principally in charge of the artistic and cultural programs takes on the following process structure:

Cultural Resource DepartmentCultural content conservation,development & promotion

Production and Exhibition Cultural Exchange

DepartmentDepartment

Creation & presentation of National & international

artistic works & products distribution & promotionArts Education DepartmentTraining & education of artistscultural workers and audiences

Under the proposed structure, the Cultural Resource Department will handle cultural content research, generation, development, conservation, management and promotion. The Arts Education Department shall take care of training and education programs for artists, cultural workers and arts managers as well as undertake audience development programs. The Production and Exhibition

Department will utilize the trained artists and production people to produce and showcase works that draw their origin and inspiration from our cultural content and resources. These works will then be presented, disseminated and promoted all over the country and abroad by the Cultural Exchange Department.

Unlike the current structure which separates the artistic group into the various artistic disciplines – Performing Arts Department; Visual, Literary and Media Arts Department; Theater Operations Department; Cultural Resource and Communications Department – the new structure allows for greater interaction and coordination among the departments. While streamlining and delineating the specific functions of the artistic departments, it will also avoid unnecessary duplication of roles that will prove to be more efficient in the end.

The creation of the Corporate Affairs Department, Complex Management Office and the Legal Office is necessary in view of the implementation of the CCP Master and Business Development Plan. The Corporate Affairs Department will be crucial in enhancing the corporate governance of the institution in consideration of its expanded role as a cultural, commercial, creative industry and community center. The Complex Management office will handle the business affairs related to the complex development and will liaise with the CCP Complex Development Corporation. The Legal Office will provide the necessary legal and administrative support for the management thus ensuring compliance with existing laws, rules and regulations.

The functional description of the existing and proposed organizational units will appear in C and D.

The existing CCP staff complement has sufficient skills and experience to implement the programs and run the institution. However, with the creation of new departments and units, additional qualified personnel are needed to fill up some new positions. Through the years, the CCP has exercised prudence in filling up vacant positions. Only those that were critically needed were filled up in order to cut costs. Although there is a reduction of positions in the approved plantilla, it is flexible enough to accommodate additional personnel as needed. From the current budgeted

positions of 340, there will be a programmed annual increase of positions to be filled up over the next four years beginning 2007. On the fifth year, the remaining 30 positions will be filled up to complete the proposed 450 authorized positions.

A.6 Financial Plan

The current financial structure of the Cultural Center of the Philippines is characterized by the following feature:

The average annual budget of P 260Mis spent on Personnel Services (33%), Maintenance and Other Operating Expenses including programs (62%) and on Capital Expenditures (5%).

Its current sources of annual funding are: from the National Government (56% of its annual budget); 13% from operating revenue (workshop, seminar, library and membership fees; ticket sales, subscription and commission; theater rental; sponsorship fees; publication sales; and other operating venue); 25% from non-operating revenue (rental income, interest on investments and miscellaneous income).

It operates on an average annual deficit of P15M – P25M but tries to balance the budget through cost cutting measures or reduction of expenditures.

The CCP has a Cultural Development Fund with an untouchable capital amounting to P15M. Only the annual interest earnings from this fund can be used to finance the operations.

It has accumulated fixed assets, mostly consisting of land and other real properties, with a book value of around P 1.25. However, the current market value of its land (62.4 hectares) is assessed at P 65, 000 per square meter or a total market value of P 40.6B. By law, the CCP land cannot be sold. It can only be leased.

Outside of short-term payables, the CCP does not have any long-term liability.

The CCP’s financial plan is hinged on its being able to maximize income from its real properties. Clearly, because of the developmental and educational nature of its artistic programs. It cannot solely rely on earned income from ticket sales, sale of products and services, project fees and other artistic income. The development of the CCP Complex

is therefore the principal strategic thrust that the CCP should pursue. The Financial Plan will consist of the following:

Establishment of the CCP Complex Development Corporation Inc., a private company that is 60%-owned by private sector partners and 40%-owned by the CCP. The corporation shall be given the leasehold rights to develop the CCP Complex in line with the CCP Complex Master and Business Development Plan.

The income that the CCP will derive from the development through the corporation, conservatively estimated at P 330M per annum, will be used for the following:

one third will go to the CCP’s Cultural Development Fund, building it up to P 3B over a period of time; 80% of the annual interest of the fund (estimated at P 160M per annum once the capital reaches P 3B) will go to operations, while 20% will revert to the capital;

one third will go to a Building Fund to be used to construct the new structures for the arts;

one third will go to the CCP’s general fund to finance its operations.

Once the development begins and the CCP starts to derive regular income from it, the CCP will gradually reduce its budgetary dependence on the National Government. It is predicted that it will be able to balance its budget in five years time and will therefore no longer need to suggest for subsidy from the Government after five years.

B. Strategic Action Plan

B.1 Phases of Intended Shifts

The strategic shift will be implemented in two phases. Phase 1 will commence upon the approval of the CCP Rationalization Plan covering the period of (5) years (2007-2011), while Phase 2 will cover the next five years (2012-2016).

PHASE 1. During this phase, the proposed changes in the programs, functions and services will be initiated to mark the beginning of the transformation of the CCP as the major artistic, tourism, ecological and commercial center will be planted. The shift will be undertaken in the following major areas:

Cultural Programs

As the country’s primary artistic and cultural institution, the CCP will implement changes in its various cultural and artistic programs in line with shift in its strategic thrusts.

From its present objectives and goals, the CCP will focus on making the arts and culture more relevant to the public and the community. This will be realized under the three major objectives identified to which the programs of the institution will be anchored, as follows:

Arts Transforming Lives Arts Transforming Communities Arts Transforming Places

Financial Resources

From an institution that is highly-dependent on government subsidy, the CCP will evolve into one that is self-sufficient and self-sustaining. This will be achieved through the establishment of the Complex Development Corporation that will be the major source of funds, not only for its artistic operations but also for other development programs.

Physical Resources

This area will involve two aspects:

Repair, maintenance and refurnishing of equipment and existing structures.

Laying the foundation for the construction of new artistic and cultural facilities and venues.

Human Resources

Reduce the number of plantilla positions from the present 491 authorized positions to 450 proposed positions.

Implement human resource development programs that will provide employees with necessary skills to meet the challenges and demands under the new objectives, goals and thrusts of the Center.

Empower the employees as advocates of the values that the Center has adhered to. In order to achieve excellence, they will be provided the necessary training to become technically proficient and adept at current technological innovations and in the area of events management. It is envisioned that the Center’s human resource will be the role models, for our objective of transforming lives, through change in attitude and values.

Provide more incentives such as training, skills development, financial compensation by accumulating funds to be self-sufficient and non-dependent on the government subsidy. It is projected that the Center’s compensation structure should be competitive with that of the private sector after 5 years.

Organizational Structure

Restructure the organization towards the process-type structure that will be more responsive to the new strategic programs.

Adopt new policies and systems, not only in relation to its programs but also towards developing an organizational culture, that will reflect the values of excellence in the accomplishment of tasks at all levels of the organization.

Reorient employees towards the goal of rendering efficient and effective public service under the principle that the CCP is not just a cultural center but a community as well.

Corporate Affairs

Shift in focus towards the building of corporate linkages in line with the transformation of the CCP Complex into a community that plays an important role in tourism, arts and culture, and the creative industry.

Create heightened awareness of the CCP’s role in society through linkages with government agencies and non-government organizations.

Institutional briefing and information campaign regarding the changes in strategic directions and its impact on the current programmatic thrusts of the CCP will be undertaken at the commencement of the implementation of the Plan. Similarly, systems and programs of the proposed new departments/units as well as the deployment of incumbents in the rationalized organizational structure will be done at the initial period of implementation.

Phase 1 will also include the adjustment, review and fine-tuning of the programs, structure and the systems. The core artistic programs/functions will be re-aligned and clearly defined in relation to the shift in strategic directions. Programming for long-term implementation will also be initiated during this period including the initiatives for creative industry and complex development.

The strategic shift relative to the artistic and cultural directions will be prioritized in Phase 1. The focus will be on the attainment of the objective of nurturing and promoting artistic excellence and professionalism among Filipino artists and cultural workers. In relation to the long-term goals for the whole complex, the first five years will be treated as the transformative stage for CCP in order to sustain and enhance its function as the premier center for culture and the arts.

PHASE 2. While most of the desired changes in the strategic directions embodied in the Rationalization Plan will be realized during the first phase, the long term goals pertaining to the conversion of the complex into a dynamic community center, creative industry hub, commercial district and cultural/eco-tourism landmark is projected to be realized by the year 2026. the period beginning 2012 to 2026 constitutes Phase 2 of the strategic shift during which the projected growth towards a fully developed CCP Complex is expected to occur.

Phase 2 is also characterized as the Growth Years following the changes initiated in Phase 1. Some expected developments in this phase are:

Full implementation of new programs under its artistic and cultural thrusts;

Maximizing income from the land development through the CCP Complex Development Corporation;

Gradual reduction of dependence on financial subsidy from the Government leading towards self-sufficiency;

Construction of new artistic and cultural facilities within Cluster 2 ( The Arts Sanctuary) including the Artists’ Center, the new Performing Arts Theater, the open air amphitheater, and the Philippine festival park.

B.2 Change Management and Impact Mitigation

One major obstacle to the strategic shift is the absence of sufficient financial resources to jumpstart the CCP Complex development. It is important for the CCP to implement the first phase of the strategic shift, both in terms of organizational structure and infrastructure development, because it will serve as the major catalyst for the accomplishment of its long-term strategic goals. In terms of actual manpower, there will be a progressive increase of personnel until the desired level of positions, as authorized, will be achieved.

The impact mitigation measures are as follows:

Retention of all incumbents with an assurance that no one will be terminated by reason of this rationalization.

Intensive dialogues, communication and presentation to the stakeholders have been implemented through a series of dialogues and meetings with management, members of the CCP Board of Trustees, members of the Artistic Program Committee. The employees have been informed of the provisions in the Plan through two (2) major general assembly meetings.

Upon approval of the Plan, a program for retooling the skills of employees will be undertaken to prepare them towards the important task of nation-building through the arts.

C. CCP Organizational Chart (approved by DBM before Rationalization Plan)

D. CCP Proposed Organizational Structure (Under Rationalization Plan)

D. Functional Descriptions of Existing and Proposed Organizational Units

D.1 Functional Description of Existing Organizational Units

The Organization Set-Up

The Center’s structure is designed to plan, organize and monitor its artistic programs and operations through three management groups.

Policy Group

The Policy Group oversees the formulation and implementation of artistic programs as well as decides on the policies and procedures needed to carry out the Center’s operations. The group consists of the Board of Trustees, Office of the President, and the Management Committee where the offices of the Artistic Director and the Vice President are fully represented. All decisions made by the Policy group are subject to the guidelines provided by the Commission on Audit, Civil Service Commission, Department of Budget and Management, Presidential Commission on Culture & the Arts, Presidential Staff the Government Corporate Monitoring and Coordinating Committee.

Artistic Group

The Artistic Group implements all the artistic programs of the Center. Headed by the Vice President and Artistic Director, it consists of four major divisions of Coordinating Centers, namely: Visual, Literary and Media Arts (VLMA), Cultural Resources and Communications Services (CRCS) and Theater Operations (TO). Each division is headed by an Associate Artistic Director. The Artistic Director presides over the Artistic Programs Committee (APC) composed of the heads of all artistic departments and divisions.

Support Group

The Support Group attends to the financial and logistics systems, manpower, and marketing and control requirements of artistic programs to ensure proper and smooth implementation. Headed by the Vice President for Finance and Administration, it consists of four major departments namely: Financial Services, Administrative Services, Marketing and the Human Resources Management Department.

Policy Group

Board of Trustees

The Sentrong Pangkultura ng Pilipinas is governed by a Board of Trustees, which deliberates on major policies and policy decisions as well as approves the annual budget of the CCP. It is headed by the CCP Chairman and is composed of leaders from business, artistic and education sectors.

Office of the President

The Office of the President is directly responsible for the coordination and implementation of CCP projects for overall national and cultural development. It oversees the entire operations of the Center and submits periodic reports and recommendations to the Board of Trustees and the Office of the President of the Republic of the Philippines. Directly under the Office of the President are the Public Relations Department, Internal Control and Management Department, Office of the Legal Counsel and the International Desk.

Public Relations Department

The Public Relations Department restores, maintains and enhances the Center’s internal and external publics to generate awareness and appreciation of the CCP’s programs. It undertakes the production of information materials to update the public on the Center’s projects and accomplishments. It supports the Center’s operations by providing print and broadcast publicity for artistic programs and by servicing official travel and reception requirements of the different offices within the institutions.

Internal Control and Management Department

The Internal Control and Management Department restores, maintains, and enhances management tools for achieving efficiency, economy and effectiveness in the Center’s operations. It supports the Institution’s operations by preventing and promptly detecting fraud, waste, and error.

Office of the Legal Counsel

The Office of the Legal Counsel restores, maintains and enhances the Center’s legal transactions related to artistic and support programs. It supports the Center’s operations by approving and processing legal documents.

International Desk

The International Desk restores, maintains and enhances the Center’s internal contacts for the benefit of the institution’s International Cultural Exchange program. It supports the Center’s operations through the implementation of cultural agreements with various countries and international organizations.

Artistic Group

Office of the Artistic Director

The Office of the Director is the unit responsible for initiating and implementing the Center’s artistic programs. The Office of the Director has four departments which administer the artistic divisions.

Performing Arts Department

The Performing Arts Department (PAD) implements the Center’s artistic program for dance, theater, production design and musical arts.

Coordinating Center for Dance: plans, initiates and encourages the development and promotion of dance in all its forms based on the highest artistic standards of excellence. It conducts training program, special projects as dance festivals and implements a grants

program, which provides free use of theaters as venues for performances of deserving local dance groups.

Coordinating Center for Dramatic Arts: plans, initiates and encourages the development and promotion of Philippine theater and dramaturgy by servicing the needs of the theater communities all over the country. It seeks to raise aesthetic standards by acting as a performing and training body for the dramatic arts. It encourages the production of the Filipino plays through a program of grants and financial assistance.

Coordinating Center for Production Design: develops distinct theater disciplines in the form of design and stagecraft, which are important contributions to the growth of the theater. It is also responsible for the many requirements of the Center’s various presentations.

Coordinating Center for Musical Arts: performs and develops all Philippine musical forms- from classical to folk and popular art music- through creations, performances and research. It encourages and promotes excellence in the musical arts through enriching the artistic experience of Filipino audiences and by conducting training for Filipino musical arts.

Visual, Literary and Media Arts Department

The Visual, Literary and Media Arts Department (VLMA) has been established to coordinate with and support existing groups in encouraging and promoting the arts by initiating programs and projects, providing venues, making the Center’s facilities available and accessible and, whenever possible, providing partial subsidies.

Coordinating Center for Literary Arts: stimulates literary activities among writers-professional or budding. It stirs awareness on Literature among the reading public.

The division coordinates with writers for their special concerns, sets-up literary exchange form, giving of literary awards and the publication of anthologies and literary collections.

Coordinating Center for Visual Arts: interprets the movement and directions of Philippines Contemporary Art. It functions as coordinating Center for various activities among arts councils in the regions as well as art makers from all of the society. As a granting agency, it offers exhibit space and curatorial assistance, workshops, seminars and consultancy. It also maintains the art holding of the institution and manages Center’s venues for visual arts.

Coordinating Center for Film: concerns itself with research and preservation of Filipino produced films. It gives out various grants on film and video productions, film education and appreciation seminars, production workshops and other film grants. Among its various activities are film showings often shown free for the public.

Coordinating Center for Broadcast Arts: develops the broadcast media as an authentic cultural expression. Its major program involve not only the recognition of various television productions but also the best Filipino programs as well. It also undertakes activities, which highlights the potentials of broadcast for artistic expressions through workshops and seminars in various levels nationwide.

Cultural Resource and Communication Services

The Cultural Resource and Communication Services (CRCS) provides the mechanism for linking the CCP with the rest of the country’s cultural and social development groups and all those willing to act as service units to artists all over the country. It concerns itself with collection, retrieval and analysis of cultural information, as well as the assessment of cultural resources in the country and corresponding support in the arrears of need. It provides local/regional counterparts by way of technical assistance and advice, promotion of cultural activity and its application

to national life and promotion of greater access of the citizenry to cultural activities.

Coordinating Center for Outreach and Exchange: supports and strengthens local cultural organizations by providing specialized training for local cultural organizers, administrators and artists in the form of seminars, apprenticeship programs, grants, workshops and by upgrading cultural facilities in areas deemed necessary. It endeavors to create cultural data bank for the purpose of establishing a clearinghouse information on cultural resources available in the country.

It coordinates actively with local authorities in programming and planning of cultural activities and financial strategies.

It restores and enhances operations of arts councils in the regions.

Museo ng Kalinangang Pilipino: nurtures an intellectual environment for serious local and international appreciation of Filipino art. It aims to develop a substantive and dynamic awareness of the “human being a Filipino” and of the Filipino as an artist.

It maintains a permanent collection of the Center which is an exhibit encompassing Filipino themes on Spirit, Life, Ritual and Art. The museum sections are divided according to: Divinity, Land, Kin and Community, Life and Death, and Nation. It also maintain a Changing Exhibit Area, children’s program and a lending program on traditional forms.

Library and Archives: serves as the national repository of Filipiniana and foreign book and non-book materials on the Humanities. It is a reference and research library open to Filipino artists, CCP residents, scholars, students and other individuals doing research on the Philippine culture. It is engaged in the production of a national union of catalog series on Philippine culture to serve as location tool for all available cultural resources which are scattered in various institutions in the country.

The Library also establishes linkages and networks with libraries all over the country. It extends its library services on a regional basis through apprenticeship programs for cultural workers and librarians and through the holding of seminar-workshops in the regions.

Cultural Promotions: seeks to harness the potentials of various media forms and structures to provide greater accessibility to the best in the arts among Filipinos. Its programs are undertaken in multi-media forms.

Theater Operations Department

The Theater Operations Department (TOD) is responsible for orchestrating and coordinating productions, events, projects and activities at the Sentrong Pangkultura ng Pilipinas. It handles the technical requirements of all the Center’s service units, resident companies, as well as lessees. It oversees operations of all theaters within the Center and the Tanghalang Balagtas (Folk Arts Theater). It is also involved in training students and other practitioners in the fields such as lighting, sound, engineering, production supervision and stage design.

Support Group

Office of the Vice President for Finance and Administration

The Office of the Vice President oversees the overall operations of support services and the implementation of policies and guidelines imposed on the Center as government agency.

Financial Services Department

The Financial Services Department (FSD) restores, maintains and enhances financial assets. It generates income from investments and generates cash from receivables. It supports the Center’s operations through processing of transactions and through recording and reporting these transactions. Under the Financial Services Department are four divisions:

Accounting Division: takes care of the processing of all the vouchers, liquidations of cash advances, travel allowances, payment of services, etc.

Budget Division: counterchecks the availability of funds of projects or services rendered.

Credit and Collection: collects for the Center payment for various services it has rendered.

Investment Division: oversees the proper handling of the Center’s funds for investment purposes.

Administrative Services Department

The Administrative Services Department (ASD) restores, maintains and enhances physical assets. It generates income from interest on the Center’s portfolio and undertakes business operations related to concessions and rental of the Center’s facilities. It supports the operations of the Center through provision of plant and equipment. It undertakes recording and reporting of the status of the Center’s plant and equipment. Under the Administrative Services Department are four divisions:

General Services Division: is responsible for the Center’s janitorial services. It handles all requests related to the production of additional requirements as bulletin boards, set-up of building lights, construction and repair of all operated buildings and surroundings, etc. It provides the many services needed for physical arrangements and other requirements of the different Artistic and Support projects.

Property and Supply Division: is basically concerned with the purchase, receipt, storage, distribution, maintenance and disposal of supplies and equipment. Its main task is to maintain a supply system that is responsive to the Center’s needs and operates with flexibility, reliability, timeliness and economy.

Concessions Divisions: is one of the income generating divisions of the Complex Management

Department. It generates income from the lease/rental of buildings, office and warehouse spaces, canteens and restaurants, use of ground spaces, basketball, volleyball and tennis courts and operation of gift shops and wine bars.

Cashiering Division: ensures that funds under its custody are properly handled. Oversees CCP’s funds for investment purposes and ensures that investment portfolio gets the optimum benefit the market can offer by obtaining the best interest, rate and term.

Marketing Department

The Marketing Department develops, maintains and enhances the Center’s audiences, publics and sponsors for the benefit of the Center’s program and activities. It generates income from sales of the Center’s “products” (tickets, sponsorship, publications, co-productions, advertisements, subscriptions, etc.). It supports the Center’s operations by providing the audience/public/sponsor perspective in the conceptualization and implementation of the Center’s programs and activities. It also records and reports the profile and characteristics of these market segments.

Under the Marketing Department is the Ticket Office, which handles ticket sales for all the Center’s venues, including Tanghalang Balagtas (Folk Arts Theater) and Tanghalang Gerardo de Leon (Manila Film Center).

Human Resource Management Department

The Human Resources Management Department (HRMD) develops, maintains and enhances the people that make up the organization and run the operations. It supports the Center’s operations by formulating and implementing morale, welfare, recreation and training programs for the Center’s people. It undertakes recording and reporting (vis-à-vis internal uses and governmental recording and reporting requirements).

Under the Human Resources Department are two divisions:

Personnel Division: implements government and the Center’s policies regarding employee attendance, leaves, salaries and recruitment of new employees.

Under the Personnel Division are the following units: Timekeeping, Leave Administration, Payroll and Employment.

Training and Development Division: handles the employee benefits, training programs and recreation services. It also handles clinic services for both employees and audiences of the Center.

Under the Training and Development Division are the following units: Benefits Administration, Special Events Unit, Training Unit and Clinic Services.

D.2 Functional Description of the Proposed Organizational Units

Board of Trustees

The Board of Trustees is the governing body of the Cultural Center of the Philippines. It is composed of eleven (11) members who come from various sectors, which include but is not limited to the artistic, business and academic communities. Headed by a Chairman, elected by the members of the Board from among themselves, it deliberates and decides on major policy issues, approves major programs and activities and overseas their implementation and approves the corporate operating budget of the CCP.

Office of the President

The Office of the President is responsible for initiating, formulating and developing policies, programs, plans and projects of the CCP for the approval of the Board of Trustees, and the preparation and submission of periodic reports to the Board and other government agencies. The President, who must be a member of the Board, is the Chief Executive Officer of the CCP, supervising and managing its business affairs and directing the implementation of its administrative and operational policies.

The following units report directly to the Office of the President: the Complex Management Office, Legal Office, Internal Audit Services Office and the Corporate Affairs Department.

Complex Management Office

The Complex Management Office oversees, coordinates and implements the development of the CCP Complex in congruence with the CCP Complex Development Plan. It liaises with other government agencies and non-government organizations towards the conversion of the CCP Complex into an eco-tourism zone. It generates income for the CCP through the lease of open areas in the CCP complex, office and warehouse spaces and buildings, and the operation of the ferry terminal and parking facilities. It also manages the National Arts Center as a venue for arts education, artistic expression, and culture-related workshops, conferences, seminars and the like.

Legal Office

The Legal Office undertakes legal research on all matters pertaining to the operations of the CCP, particularly on matters relating to intellectual property rights, administrative and property law, and other relevant laws and issuances. It coordinates with the Office of the Government Corporate Counsel and other pertinent government agencies. It also serves as the secretariat of the CCP Bids and Awards Committee.

Internal Audit Services Offices

The Internal Audit Services assists the CCP Management in the efficient and effective fiscal administration and performance of agency affairs and functions. Under the direct supervision and control of the Board of Trustees, it serves to prevent and detect fraud and dishonesty, misuse of agency property, and failure to comply with required regulations and procedures.

Its functions include the appraisal of operational and accounting procedures and related matters, particularly as to their efficiency or adequacy; verification and analysis of financial and operations data for completeness, accuracy and validity; and review of agency performance targets as well as its transactions with outside parties. It also performs special audits and investigations, as directed, and provides assistance to the Commission of Audit and its designated officers, and other pertinent agencies.

Corporate Affairs Department

The Corporate Affairs Department develops and implements programs pertaining the CCP’s institutional image and corporate performance. It consists of two divisions: Corporate Communications and Corporate Planning.

The Corporate Communications Division plans and implements activities relating to corporate identity and image, including the management of the CCP’s external and internal communication programs and strategies. It undertakes public relations activities and produces relevant and appropriate communications for the print, broadcast and emerging media. It also organizes special events, as needed.

The Corporate Planning Division prepares comprehensive plans for the CCP’s strategic development and institutional direction (annual/ short-term, medium-term and long-term) that include measures for monitoring and evaluation. It collates pertinent data from the CCP’s operating units and prepares the necessary reports and proposal papers to the Board of Trustees and other relevant agencies.

Office of the Vice President/Artistic Director

The Office of the Vice-President/Artistic Director is responsible for the planning, direction and coordination of all artistic activities of the Center. Under the Office of the Artistic Director are the Philippine Philharmonic Orchestra and four line departments: Cultural Resource, Art Education, Production and Exhibition and Cultural Exchange.

Philippine Philharmonic Orchestra (PPO)

The Philippine Philharmonic Orchestra is the Philippines’ national orchestra. Aside from its performances at the CCP and outreach performances in and out of the Philippines it maintains a year-round training program for the PPO members.

Cultural Resource Department

The Cultural Resource Department generates, gathers, conserves and processes culture-based knowledge and information to make these accessible and usable as “cultural capital” to the other CCP departments and to the CCP’s public through accessible and continually expanding collections and database. It consists of the following divisions: Library, Cultural Content and Literature.

The Library Division manages the CCP image bank and collection of books, video, audio recordings and posters and makes these accessible to artists and the general public. It also implements programs pertaining to the circulation, dissemination and interpretation (i.e. reading) of cultural content.

The Cultural Content Division manages the database of cultural content gathered from, and processed for the subsequent use of the various fields, servicing the needs of other CCP units and arts practitioners for cultural sources and impetus for productions and other artistic creations.

The Literature Division undertakes activities that deal with text and hypertexts, and manages the creative writing and publications program of the CCP. It coordinates with literary practitioners, readers and academics in the production and advancement of literature and literary studies.

Art Education Department

The Art Education Department creates, initiates, develops and implements programs for artistic training, cultural management and consultancy, and audience development in the arts. It creates and produces instructional and resource materials in the different art disciplines for practitioners and the public, supports and encourages activities in development training and resource material development for the arts, and develops curricula for the arts that are responsive to the current needs of the artistic community, the public and the Philippine society. It consists of the following divisions: Artists Training, Cultural Management and Audience Development.

The Artists Training Division plans, creates, initiates, develops and implements training programs for artists, teachers and trainers in the performing arts, visual arts and design, literature, film and broadcast arts. It provides skills and technique development of artists in all levels – beginners, intermediate and advance; and teaching skills and competencies development for teachers and trainers. It also conducts workshops, clinics, master classes, conferences and other similar activities in the local, regional, national and/or international level.

The Cultural Management Division plans, creates, initiates, develops and implements skills development programs in arts management, organizational development, and project and cultural events management for cultural workers, art managers,

officers and staff of arts and cultural groups, public and private organizations and institutions, whether public or private, school or community based, or local, regional or national scope.

The Audience Development Division plans, creates, initiates and implements programs on arts and cultural awareness for the youth, the community and other sectors of the society – the beneficiaries, the target audiences and stakeholders in the arts, including the professionals, business sectors, community groups, government and private sectors, civic and cause oriented groups, religious sector, the civil society, etc.

Production and Exhibition Department

The Production and Exhibition Department produces, presents and curates programs and projects at the CCP’s venues and the CCP complex; performing arts activities and corollary events such as lectures, talkbacks, symposia, exhibits, omnibus events such as festivals and interdisciplinary collaborations, and special events. It synchronizes the rehearsals, showcases, previews, galas, performances, exhibits and other public offerings of the CCP and provides front-of-house and technical theater services to projects of the CCP, resident companies and lessees. It consists of the following divisions: Performing Arts, Visual Arts and Design, Film, Broadcast and New Media, and Venue Operations.

The Performing Arts Division programs the dance, theater and music season at the CCP and produces performing arts festivals and special shows

The Visual Arts and Design Division designs the year-round visual arts and design exhibits in the various venues at the CCP Complex.

The Film, Broadcast and New Media Division designs the CCP’s year-round film screening season and television productions.

The Venue Operations Division manages and maintains the performance venues of the CCP, ensuring a safe environment and providing technical support services for the activities and performances of

the CCP, resident companies, and lessees. It also takes charge of the booking of the CCP venues.

Cultural Exchange Department

The Cultural Exchange Department links the CCP with its counterparts and partners in the local, national and international arts and cultural communities, promoting the CCP’s artistic products, cultural goods and services. It consists of two divisions: International Exchange and National Exchange.

The International Exchange Division plans, facilitates and implements exchange programs with other countries and international organizations. It facilitates artistic collaboration between and among Filipino and international artists/groups, provides assistance and consultancy services to Filipino artists/groups and cultural organizations planning and implementing their own international tours and exchanges, and develops art and cultural programs for the Filipino communities aboard.

The National Exchange Division plans, facilitates and implements various exchange programs with and for local communities and organizations all over the country, including cultural partnerships between the CCP and other agencies and organizations. It facilitates artistic collaboration between and among Filipino artists/groups, provides assistance and consultancy services to Filipino artists/groups and culture and art organizations in planning and implementing their own local and national tours and exchanges, and plans and implements art and cultural programs for the Filipino audiences nationwide.

Office of the Vice President for Administration

The Office of the Vice President for Administration plans, directs and coordinates the administrative and financial operations of the CCP, including the implementation of policies and guidelines imposed on the CCP as a government agency. Under the Office of the Vice President are the Management Information Systems Office and four departments: Administrative Services, Financial Services, Human Resources Management, and Marketing.

The Management Information Systems Office maintains an information systems infrastructure for the CCP, providing computer user support and maintenance, database development and access, Local Area Network (LAN) development and maintenance, and advanced and basic computer training programs to CCP employees. It is also responsible for ensuring the maintenance of standard and licensed computer applications.

Administrative Services Department

The Administrative Services Department plans, develops and implements administrative programs related to the general services, property and supply management and engineering services. It is responsible for the over-all management of the CCP complex grounds and CCP physical facilities and structures. It consists of three divisions; General Services, Property and Supply, and Engineering and Technical Services.

The General Services Division plans, implements and evaluates policies, programs and services related to housekeeping, building and grounds security management, grounds sanitation and landscaping services, solid waste management, motor pool services and central records maintenance.

The Property and Supply Division recommends and implements policies, programs and services essential to procurement and property and supply management which include purchase, receipt, storage, distribution, repair and maintenance, disposal, property taxes and issuance of supplies, property and equipment.

The Engineering and Technical Services Division plans, implements and evaluates policies, programs and services related to building and grounds preventive maintenance; environmental management to include air, water and pollution management and compliance; construction planning, implementation and evaluation; management of telecommunication system; technical documentation and studies; pest control management; building and grounds safety; and waste management.

Financial Services Department

The Financial Services Department (FSD) ensures the effective and efficient handling of the Center’s fiscal and financial activities. It has three (3) divisions: Budget, Accounting and Treasury.

The Budget Division prepares the corporate budget and counterchecks the availability of funds for projects or services rendered.

The Accounting Division maintains the Center’s accounting records, prepares financial reports, processes disbursement vouchers in payment of financial obligations.

The Treasury Division manages the CCP’s cash, receivables and marketable securities. Its functions include handling of cash receipts, cash and check disbursements, custody of petty cash fund and marketable securities, investment of funds, billing and collection.

Human Resource Management Department

The Human Resource Management Department formulates, implements and evaluates personnel policies, plans, programs and services that will attract, develop and maintain a highly motivated quality workforce. It consists of the following divisions: Personnel Services and Personnel Training and Development.

The Personnel Services Division implements the policies of the government and the CCP regarding recruitment, placement and other personnel actions, attendance, leaves, salary and benefits administration, employees’ welfare and employee relation. It handles personnel transactions and maintains the personnel records of employees.

The Personnel Training and Development Division designs, implements and evaluates employee-hiring programs. It also establishes a continuing program for human resource development such as educational support program, career

development and recreation services. It also handles clinic services for both CCP employees and audiences.

Marketing Department

The Marketing Department maximizes the benefits derived from the CCP’s relationship with its audiences by providing marketing services to the CCP and for its products and activities through the creative development, implementation and management of programs and activities resulting in public satisfaction and revenues for the CCP, within the parameters of the CCP’s vision, mission and objectives. It consists of three divisions: Sales and Accounts, Membership and Sponsorship and Creative Services.

Sales and Accounts Division generates earned income from sales of tickets, multi-media and other products. It has two main sections: the Ticket Office which has charge over the CCP Box-Office and other sales outlets, and the Accounts Office which is responsible for identifying, developing and maintaining specific client markets.

Membership and Sponsorship Division generates income from individuals, CCP’s foundations and corporations through memberships, sponsorships, donations and other fundraising activities.

Creative Services Division conceptualizes, designs and produces the CCP’s graphic requirements for its marketing communications. It also plans and implements the timely and appropriate dissemination of necessary information to the public through the mass media and the Internet.

E. Critical Linkages

The CCP being the country’s premier government institution in the performing arts, has linkages with key government institutions and knew fully well the importance of coordinating and maintaining good relations with the following relevant government entities.

Executive Branch

Department/Agency Types of Linkage

Office of the President

Presidential Management Staff Administrative guidelines

Philippine Information Agency Publicity and promotions

support ongeneral CCP projects

Government Service Insurance Service Insurance of CCP personnel

and property

National Commission on Culture and Arts Policy and program

coordination asstipulated in

Executive Order No. 80

Office of the Government Corporate Principal law office of all

government-owned orcontrolled

corporations;exercise control and supervision over the

legal office of the CCP

Public Estates Authority Assistance in CCP real estate

development

Department of Budget and Management Budget, plantilla approval,

subsidy

Procurement Service Procurement of supplies

Department of Foreign Affairs Coordination and facilitation

of cultural exchange programs and

passport

requirements

Department of Tourism Promote the CCP’s program

and activities locally and

internationally;mutual support and cooperation on

special projects related to

artsand culture; CCP beautification

assistance

Department of Education, Mutual support and Culture and Sports cooperation on

education projects related to

arts andculture; beneficiary of

some CCP training and

education projects

Senate

Committee on Education and Culture Interaction on arts and

cultural issues for legislative

action

Committee on Finance Submission of CCP’s Corporate Operating

Budget (COB)

House of Representatives

Committee on Education and Culture Interaction on arts and

culture issues for legislative

action

Committee on Appropriations Submission of CCP’s Corporate Operating

Budget (COB)

The Constitutional Commission

Civil Service Commission Act as the government

human resources department

The CCP’s human resource

management including

employee’s qualifications,

tenure and salaries are

implemented in line with

policies established by the

CSC.

Commission on Audit Monitor and control CCP’s

operational and financial

practices

Office of the Ombudsman Protector of the people; act

on complaints filed in any

form or manner against

public officials or employees

of the governmentPrivate Sector and NGO’s

Being a public service institution, the Cultural Center of the Philippines works closely with the private sector and non-government organizations for which its projects are generally implemented. Largely they are beneficiaries of the programs. On the other hand, the CCP also draws their support, cooperation and feedback on many of its projects.

Beneficiaries

Sector/NGO’s Benefits

Artists Principal beneficiaries of its programs or

productions, training and education,

coordination and facilitation, international

exchange and recognition and support

Cultural Workers Programs on trainings and education,

coordination and facilitation, international

exchange, recognition and support; conservation and preservation

Educators/Trainors Programs on training and education,

recognition and support, international

exchange

Youth Programs on training and education,

productions

Women Special women’s programs on production,

training and education, coordination and

facilitation and international exchange

Urban Poor Programs on training and education and

production; relocation programs; concessions

programs

Government Employees Programs on production, training and

education, coordination and facilitation

Foreign Community Programs on productions and coordination

and facilitation

Media Programs on productions and training

Cultural Communities Programs on productions, training and

education, conservation and preservation,

coordination and facilitation, recognition and

support

Sports Use of facilities

Disabled Programs on production and welfares

Supporters

Artists Consultation; expertise

Cultural Workers Consultation; expertise

Educators/Trainors Consultation; expertise

Business Communities Sponsorships; donations; cooperation

Foreign Community Patronage, donations, sponsorships;

Cooperation

Tri Media Promotions; publicity; feedback

Cultural Communities Cooperation, provision of information and

Materials

Sector

Artists Evaluation of projects

Cultural Workers Evaluation of projects

Tri Media Critiquing

Services of Official Development Assistance

The CCP through its own initiative has solicited financial, logistical, technical and physical assistance from such international organizations as:

UNESCO UNICEF JICA Rockefeller Foundation Asian Cultural Council Gocthe Institut Alliance Francaise British Council Japan Foundation U.S.I.S

F. COMMITTEES

Executive Committee

The Executive Committee composed of Trustees designated by the Board, act for the Board in-between Board meetings and performs such other acts and exercises such other powers as maybe lawfully delegated by the Board.

Management Committee

Composition of the MANCOM

Chairman : CCP PresidentMembers : Vice President/Artistic Director

Vice President for Administration Department Managers Division Chief, OAD Division Chief, PRO Consultant, Complex Development

Functions:

Reviews and evaluates requests and proposals for artistic programs, personnel, administrative, financial and other operational matters.

Formulates the policies and procedures needed to carry out the Center’s operations for approval of the CCP President.

The MANCOM conducts its regular meeting twice a month.

Artistic Programs Committee

Composition of the APC

Chairman : Vice President/Artistic DirectorMembers : Department Managers/Associate Artistic

Directors and Divisions Chiefs of: Performing Arts Department (PAD); Visual,

Literary and Media Arts Department (VLMAD); Cultural Resource and Communication Services Department (CRCS);

Theater Operations Department (TOD) Department Manager of Marketing Department Division Chief of Public Relations and Linkages

Division The CCP President (optional)

Functions:

Conceptualizes, plans, implements and evaluates artistic programs and projects based on CCP’s current thrusts;

Reviews and evaluates requests and artistic proposals of individuals, groups and organizations (public and private, local and international, including foreign embassies based in the Philippines) and recommends/decides on appropriate action;

Ascertains the need for the formulation of guidelines and policies to ensure the efficient operation of the artistic departments;

Recommends CCP officials and employees, artists, cultural workers and groups to represent the CCP/country in local and international events.

The APC conducts its regular meeting twice a month.

Booking And Discounts Committee

The Booking and Discounts Committee performs the following functions:

1. Implement and amend policies and guidelines on bookings and discounts for held events in the CCP venues subject to the approval of the CCP President.

2. Meet regularly every first Thursday of the month to update and reconcile schedule of bookings. Rush bookings may be processed via ad-referendum.

3. Decide collectively on requests for discounts for the use of venues and make necessary recommendations to the CCP President.

4. Prepare a calendar of CCP produced and co-produced events for the succeeding calendar year by the second quarter of the current year and at the end of every quarter thereafter.

5. The Venue Management Division of the Theater Operations Department (for performance venues) and the Museum and Visual Arts Division of the Visual, Literary and Media Arts Department (for exhibit spaces) act as Secretariat to the Committee. As such, they prepare Summary of Discounts granted for reference of the Committee, Summary of List of Applicants for Booking and Discounts, arrange schedule of meeting and prepare needed materials and prepare minutes of Committee meetings and maintain records of said minutes.

Composition of the Booking and Discounts Committee:

Chairperson: Artistic DirectorMembers : Department Manager, Theater Operations

Department (Performance Venues)

Department Manager, Performing Arts Department

Department Manager, Visual, Literary and Media Arts

Department (Exhibit Spaces) Department Manager, Marketing Department

Secretariat : Division Chief, Venue Management Division

Division Chief, Museum and Visual Arts Division

(MC No. 002, 2006)

Bids and Awards Committee

The CCP Bids and Awards Committee (BAC) was reorganized to conform to the provisions of Article IV of RA No. 9184.

It is chaired by a third ranking permanent official and have five (5) members; all designated by the head of agency.

The head of office may create separate BACs where the number and complexity of the items to be procured shall so warrant to expedite the procurement process for practical intents and purposes.

Under R.A. 9184, the members of the BAC have a fixed term of one (1) year reckoned from the date of appointment, renewable at the discretion of the head of office. In case of resignation, retirement, separation, transfer, reassignment, removal, the replacement shall serve only for the unexpired term: Provided, That in case of leave or suspension, the replacement shall serve only for the duration of the leave or suspension. For justifiable causes, a member shall be suspended or removed by the head of office. In the interest of professionalization, the head of office is encouraged to extend the terms of office of deserving members.

Functions of the BAC

The BAC have the following functions: advertise and/or post the invitation to bid, conduct pre-procurement and pre-bid conferences, determine the eligibility of prospective bidders, receive bids, conduct the evaluation of bids, undertake post-qualification proceedings, resolve motions of reconsiderations, recommend award of contracts to the head of office or his

authorized representative: Provided, however, That in the event the head of office shall disapprove such recommendation, such disapproval shall be based only on valid, reasonable and justifiable grounds to be expressed in writing, copy furnished; recommend the imposition of sanctions in accordance with Rule XXIII, and perform such other related functions, as maybe necessary, including the creation of a Technical Working Group (TWG) from a pool of technical, financial and/or legal experts to assist in the procurement process, particularly in the eligibility screening, evaluation of bids and post-qualification. In proper cases, the BAC shall also recommend to the head of office the use of Alternative Methods of Procurement as provided for in Rule XVI.

The BAC shall be responsible for ensuring that the CCP abides by the standards set forth by R.A. No. 9184 and the IRR and shall prepare the procurement monitoring report that shall be approved and submitted by the head of office to the Government Procurement and Policy Board (GPPB) within ten (10) working days after the end of each semester.

Quorum

A majority of the total BAC composition shall constitute a quorum for the transaction of business, provided that the presence of the Chairman or Vice-Chairman shall be required.

Meetings

The Chairman or, in his absence, the Vice-Chairman, shall preside in all meetings of BAC. The decision of at least a majority of those present at a meeting at which there is a quorum shall be valid and binding as an act of the BAC: Provided, however, That the Chairman or in his absence, the Vice-Chairman, shall vote only in case of a tie. Observers and representatives of BAC members shall have no right to vote during BAC meetings, nor shall the representative of BAC members be authorized to sign in behalf of the members represented.

Observers

To enhance the transparency of the process, the BAC shall in all stages of the procurement process, invite, in addition to the representative of the Commission on Audit, at least two (2)

observers to set in its proceedings, one (1) from a duly recognized private group in a sector or discipline relevant to the procurement at hand, and the other from a non-government organization: Provided, however, That they do not have any direct or indirect interest in the contract to be bid out. The observer should be duly registered with the Securities and Exchange Commission (SEC) and should meet the criteria for observers as set forth in the IRR.

BAC Secretariat

The BAC Secretariat assists the BAC in the conduct of its functions and serves as the main support unit of the BAC. The Secretariat have the following functions and responsibilities:

1. Provide administrative support to the BAC;

2. Organize and make all necessary arrangements for the BAC meetings;

3. Attend BAC meetings as Secretary;

4. Prepare Minutes of the BAC meetings;

5. Take custody of procurement documents and be responsible for the sale and distribution of bidding documents to interested bidders;

6. Assist in managing the procurement processes;

7. Monitor procurement activities and milestones for proper reporting to relevant agencies when required;

8. Consolidate PPMPs from various units of the procuring entity to make them available for review;

9. Make arrangements for the pre-procurement and pre-bid conferences and bid openings; and

10. Be the central channel of communications for the BAC with end users, PMOs, other units of the line agency, other government agencies, providers of goods, civil works and consulting services and general public. (Sec. 14, IRR, R.A. No. 9184)

Honoraria

The BAC and TWG members may be granted honoraria per month over one year in the amount not to exceed 25% of their respective basic monthly salary for successfully completed procurement project.

An honorarium is a form of compensation granted to individuals for the performance of tasks or involvement in activities beyond their regular functions. Equity calls for equal compensation for performance of substantially similar duties, with substantially similar degrees of responsibility. Propriety dictates that only persons who have successfully completed their tasks or participated in accomplished activities ought to be compensated.

In accordance with Section 7 of the Implementing Rules and Regulations Part A (IRR-A) of R.A. No. 9184, a procurement project refers to the entire project identified, described, detailed, scheduled and budgeted for in the Project Procurement Management Plan prepared by the agency.

A procurement project shall be considered successfully completed once the contract has been awarded to the winning bidder.

The payment for honoraria shall be limited to procurement that involves competitive bidding. Competitive bidding activities are present only in:

Open and competitive bidding;

Limited source bidding;

Negotiated procurement under Section 53 (a) of the IRR-A where there has been failure of bidding for the second time; and

Negotiated procurement under Section 53 (b) of the IRR-A following the procedures under Section 54.2 (b) thereof, whereby the procuring entity shall draw up a list of at least three (3) suppliers or contractors, which will be invited to submit bids.

Conversely, honoraria will not be paid when procurement is thru:

Direct contracting;

Repeat order;

Shopping;

Negotiated procurement under Section 53 (b) of the IRR-A following the procedures under Section 54.2 (d) thereof, whereby the procuring entity directly negotiates with previous supplier, contractor or consultant; or when the project is undertaken by administration, in case of infrastructure projects; and

Negotiated procurement under Section 53 © to (g) of the IRR-A.

To be entitled to honoraria, personnel should be duly assigned as chair or member of the BAC or the TWG by the head of the agency concerned.

The members of the BAC Secretariat who are performing the attendant functions in addition to their regular duties in other non-procurement units of the agency may likewise be paid honoraria at the same rate as the TWG Chair and Members, subject to the same regulation.

The members of the BAC Secretariat whose positions are in the Procurement Unit of the agency shall not be entitled to honoraria. The payment of overtime services may be allowed, subject to existing policy on the matter.

Heads of government entities are prohibited from paying honoraria to personnel involved in procurement activities outside of those covered in the Budget Circular.

The lieu of honoraria, the payment of overtime services may be allowed for the administrative staff, such as clerks, messengers and drivers supporting the BAC, the TWG and the Secretariat, for procurement activities rendered in excess of official working hours. The payment of overtime services shall be in accordance with the existing policy on the matter.

Those who are receiving honoraria for their participation in procurement activities shall be no longer be entitled to overtime pay for procurement-related services rendered in excess of official working hours.

The amount necessary for the payment of the honoraria and overtime pay authorized shall be sourced only from the following:

Proceeds from sale of bid documents;

Fees from contractor/supplier registry;

Fees charged for copies of minutes of bid openings, BAC resolutions and other BAC documents;

Protest fees;

Liquidated damages; and

Proceeds from bid/performance security forfeiture.

Pursuant to the DOF-DBM-COA Permanent Committee Resolution No. 2005-2 dated June 2005, all agencies are authorized to treat the collections from the sources identified above as trust receipts to be used exclusively for the payment of honoraria and overtime pay authorized. Agencies may utilize up to one hundred percent (100%) of the said collections for the payment of honoraria and overtime pay.

The total amount of honoraria and overtime pay to be paid for procurement-related activities shall not exceed the said collections.

In cases of deficiency in collections from the sources, the amount of honoraria and overtime pay shall be adjusted proportionally for all those entitled thereto. (Article V. Secs. 11, 12, 13, 14 R.A. No. 9184) (Budget Circular No. 2004-5A, October 7, 2005)

Technical Working Group

The Group composed of a Chairman and four (4) members.

The members came from a pool of technical and financial experts of the CCP.

The Technical Committee performs the following functions:

1. To recommend the most effective and cost efficient method/process to be employed in a particular project;

2. To establish the cost of project to be undertaken employing the method/process recommended;

3. To evaluate the technical aspects of the proposed projects, including the testing of product samples;

4. To submit the technical analysis (evaluation and recommendations) of the project proposals to the BAC;

5. To prepare the agency estimate;

6. To prepare any proposed Change Order/Extra Work Order for additional work or a decrease in work due to deletion of work items/sections and reclassification of an existing item, etc. which is necessary for the completion of the project. The proposed Change Order is subject to the approval of the proper official of the Center authorized to approve contracts within the limits of his/her authority taking into consideration the aggregate cost involved (original price plus the proposed Change Order/ Extra Work Order/s). A proposed Change Order shall be accompanied with plans, computation for the quantities of the additional works involved per item, estimate of the unit cost of such items of work, extension of contract time, if warranted, and justification for the need of such Change Order; and

7. To prepare the plans and specifications and other documents pertaining to the technical aspect of the project.

(OO No. 050, s. 2001)

Systems Review Committee (SRC)

The CCP Systems Review Committee (SRC) was originally created under Memorandum Circular No. 002 dated 19 January 1988, reactivated under Office Order No. 003 dated February 28, 1995 and repealed through Office Order No. 002 dated January 18, 2002 and Office Order No. 096, Series of 2006.

The CCP created the SRC primarily to assist management in ensuring that the Center operates in a component organizational environment by implementing an efficient scheme of evaluating policies and guidelines.

Composition:

The SRC is composed of one (1) representative from each CCP Department who is identified and recommended by the Department Managers. The Chairperson and the Vice Chairperson are chosen from the final list approved by the Management Committee (MANCOM) during its regular meeting at least one month before the end of the term of the incumbent SRC.

Term of Office:

The membership to the SRC has a full term of one (1) year. A CCP officer or employee cannot be a member of the SRC for more than two (2) consecutive terms. However, the CCP ManCom can appoint a CCP officer or employee for the second time, provided he/she has not served for two (2) consecutive terms.

An employee who is appointed to replace another employee shall serve only for the duration of the uncompleted term of the latter.

The outgoing committee shall formally turn-over all SRC files and conduct an orientation-briefing for all incoming committee members at least two (2) weeks prior the end of its term.

Schedule of Meetings:

The SRC conducts its regular meeting twice a month. In case of urgent matters, the SRC Chair may call for special meetings.

General Functions:

1. Being a specialized committee with specific oversight functions, the SRC reports directly to the CCP ManCom.

2. The SRC reviews the policies of the Center, both existing and newly proposed ones, to determine whether these are effective, efficient and responsive to CCP’s internal clients and external publics.

3. Consequently, the SRC proposes measures for the:

formulation and adoption of new and proactive policies;

revision of dated or unresponsive systems and procedures which have been proven to be counterproductive or irrelevant to the times.

4. The SRC ensures that the evaluation process covers all related aspects of the Center’s operations and shall address the major concerns of the organizations.

5. The SRC ensures that all necessary and lawful revisions in a particular Office Order (OO) and/or Memorandum Circular (MC) have been officially concurred by the Department Managers and Division Chiefs concerned and duly approved by the Management Committee and the CCP President no more than fifteen (15) working days upon receipt of the documents.

6. The SRC facilitates the finalization and approval of all revised and/or new Office Orders and Memorandum Circulars at the soonest possible time.

7. The SRC maintains an active file of all approved and adopted policy-guidelines during its particular tenure of service.

Basic Procedures prior the Review and Evaluation of Policy-Guidelines

The CCP Management Committee (Mancom) instructs the SRC to review and evaluate a new or existing policy-guidelines. The SRC will receive and process all requests for review/evaluation on a first-come-first-serve basis, except for urgent matters that require immediate action and/or resolution or upon the specific instruction of the CCP President.

Accordingly, the concerned CCP units/offices submits the draft of a new policy, guideline or proposed amendments to existing ones to their Department Manager, who will formally recommend to Mancom the review of the same by the SRC.

The SRC Chair tables the request in its meeting agenda and furnish each SRC member an advance copy prior the meeting.

The SRC invites a representative/s from the department or division that authored the policy-guidelines.

A minimum attendance of five (5) members constitutes a quorum and authority to conduct a full discussion of the agenda at hand. In case there is no quorum, the SRC Chair may choose to proceed with the discussion but no official committee decision can be made.

Tasks and Attendance of Committee Members

Each SRC member alternately serve as committee secretary who will be in charge of the following:

a. monitor and ensure the attendance of SRC members every meeting

b. record the minutes of the meetingc. follow-up work deadlines with each SRC member

as well as with concerned officesd. facilitate ordering and payment of food for

meetings All SRC members are expected to attend regular and/or

special meetings of the SRC. Any member who fails to attend a maximum of five (5) consecutive meetings with no valid reasons will be recommended for replacement.

In case one member is unable to attend a meeting, he/she may send a representative but the representative may not take part in any official voting and/or decision making of the committee. Also, the absent member must submit his/her comments and suggestions for a particular document to the SRC prior the scheduled meeting.

Budget

The SRC is allocated a budget of One Thousand Pesos Only (P 1,000) per month to cover food expenses for its regular meetings, chargeable to the CCP Funds.

Review/Evaluation and Finalization/Approval

The SRC reviews and discusses a minimum of two (2) policies/ guidelines per meeting.

After the initial review, the SRC will return the documents immediately (the following working day after the SRC meeting) to the author of the policy for appropriate revisions. The revision will then submit the revised version to the Division Chief/Department Manager concerned for further comments and approval. If there are substantial revisions that need to be made, the said document will be sent back to the SRC, otherwise it will be disseminated to all Mancom members.

After all inputs of the Mancom members have been appropriately integrated and discussed substantially by the SRC Chair or Vice Chair with the concerned Mancom member/s, the SRC shall prepare the final version of the policy-guidelines into the proper format. The SRC Chair or Vice Chair shall present it to the Mancom during its meeting for approval.For policy-guidelines that were reviewed by the Mancom members with minor comments/revisions (e.g. grammatical corrections, improvement in sentence construction, etc.), the SRC Chair shall endorse the final version to the CCP President for final approval and signature.

The SRC shall send the original copy of the approved/signed memorandum circulars or office orders to the Central Records Office (CRO) for proper numbering and safekeeping. The CRO shall disseminate them to all CCP units and maintain a soft copy file of all approved policies-guidelines in the CCP LAN for easy reference.

(OO No. 096, S. 2006)

Committee on Cost Cutting Measures

The Committee was tasked to study the cost cutting measures on Maintenance, Operating and other Expenses (MODE) and all other existing cost-cutting measures. (MC No. 097, S. 2004)

The Committee oversees and monitors the implementation of the CCP cost-cutting measures per Office Order No. 093, Series of 2005. The cost-cutting measures on personnel services and maintenance operating and other expenses is in line with the provisions of Malacanang Administrative Order 103 directing adoption of austerity measures in the government and in order to sustain the Center’s operations.

A Chairman and thirteen (13) members representing the different departments/offices/ units comprise the committee.

The Committee meet at least once a month to discuss the status of compliance in their respective offices and prepares a consolidated report to the President. (MC No. 097, S. 2004, OO No. 103, S. 2005)

Selection Board

In line with CSC-MC No. 19, s. 1988 and CSC-MC No. 38 s. 1989, the Selection Board (SB) was created by the Cultural Center of the Philippines to establish criteria for selection and promotion of employees and screen applicants for hiring and promotion subject to the approval of the CCP President.

Composition of the SB:

Chairman: Vice PresidentVP and Artistic Director

Members: Department Manager, HRMD Department Manager or Division Chief where

the vacancy exist

Representative of the 1st level employeesAlternate representative of the 1st level employeesRepresentative of 2nd level employeesAlternate representative of the 2nd level employees

(OO No. 002, S. 1995, OO No. 11, S. 1995)

Personnel Development Committee

The Personnel Development Committee (PDC) was created to provide opportunities for professional development of all employees of the Center pursuant to CSC-MC No. 10, s. 1983.

The functions of the PDC are the following:

1. Develop the Center’s guidelines for the selection of its nominees to training courses and/or scholarship programs in accordance with existing civil service policies and standards;

2. Incorporate in said guidelines specific provisions, stating among other things, the responsibilities of these nominees to the Center and vice-versa. These provisions shall be embodied in the contract which the selected nominee and the President of the Center shall enter into;

3. Prepare a list of training courses based on the identified training needs of the Center with the corresponding list of prospective participants, in coordination with the training officer;

4. Study and make recommendations to the head of agency on the availment of invitations and offers for participation in training or study programs both local and foreign in relation to the needs of the agency;

5. Publish or post in conspicuous places within the agency premises available training or scholarship opportunities at least a month before date of screening for such grant;

6. Conduct the screening of qualified employees from the list of prospective participants relevant to the training course/scholarship under consideration;

7. Recommend to the President the most qualified nominees in accordance with the Center’s guidelines, for training courses and/or study programs;

8. Conduct a continuing monitoring of the Center’s scholars/grantees sent to various training programs, both foreign and local; and

9. Submit to the CCP President a quarterly report of its accomplishments.

Composition of the PDC:

a. Vice President for Administration - Chairman

andVice-President/Artistic Group - Co-Chairman

b. Department Manager III,ASD - Member

c. Department Managerconcerned - Member

d. Department Manager, HRMD - Member

e. Two (2) Employees Representative - Member

(one for the first level; the other for the second level from the duly accredited agency employee association).

For purposes of deliberation, only one representative will sit at the meeting – i.e. the employee representative for 1st level personnel if the scholarship grant/training program under consideration is for the 1st level, and the employee representative for the 2nd level personnel if the scholarship grant/training program under consideration is for the 2nd level.

Designated Officers-in-Charge for the respective CCP officials and official

alternates of employees’ representative shall assume voting right in the absence of the officers/ employees concerned.

Secretariat

The PDC is assisted by a Committee Secretariat, composed of two personnel coming from the Personnel Division. The Secretariat performs the following functions:

1. Provide the list of qualified employees based on the list of prospective participants prepared by the Committee;

2. Prepare pertinent papers relative to the scholarship or study grants such as the authority to travel, preparation of vouchers, pre/post travel accommodation, registration fees, etc.

3. Prepare correspondence, memoranda and reports;

4. Issue notice of meeting to all members of the Committee;

5. Maintain records of Committee deliberations and other documents relative to the availment of the programs;

6. Prepare minutes of Committee meetings and corresponding communications to the CCP President; and

7. Prepare a quarterly and annual report on the accomplishment of the Committee.

Guidelines

1. Attendance to training programs both local and foreign shall be based on identified training needs of the Center.

2. All requests for participation to training programs and scholarships are pass thru the PDC for evaluation and recommendation to the President. This includes invitations directly received by the Vice-Presidents and Department Managers. Likewise with scholarships solicited or received personally by the employees.

3. For partially funded training/scholarship programs, the candidates endorsed have to either shoulder the balance of the cost of the program or look for external sponsors, on their own.

4. The Department Manager concerned shall endorse to the PDC their Department’s nominees.

5. The PDC shall screen the nominees and recommend to the President the most qualified based on the criteria and Point System established.

6. The PDC shall inform the requesting party of the action taken by the Committee on their requests.

7. The President shall act only on requests for attendance to scholarships or training programs upon recommendation of the PDC.

8. The PDC shall prepare the nomination papers of the approved nominee for transmittal to the inviting institution/agency.

9. The PDC shall require the grantee to submit a written report on the scholarship/training undertaken.

10. The service requirement for scholarships and training grant is broken down as follows:

- For every year or a fraction thereof not less than 6 mos. – 2 years

- A fraction of a year less than 6 mos. but not less than 2 years – 1 year

- Less than 2 mos. – 6 mos.

11. The grantee of training program/scholarship grant may be required to conduct an echo seminar on the program undertaken.

12. A grantee who decides to withdraw before and during the grant period must promptly inform the PDC Secretariat. Otherwise, the grantee, whose withdrawal is found unacceptable by the PDC, shall be barred from any training for a period of one (1) year from the date of withdrawal and liable to refund all expenditures incurred by the Center.

13. A grantee with unsatisfactorily performance during the grant period shall be liable to refund all the expenditures incurred by the Center.

The criteria in accepting applicants and in evaluating nominees to the scholarship/training programs can be secured from the HRMD. (OO No. 006, S. 1997)

Special Grants Committee

Composition:

Chairman: PresidentVice Chairman: Vice President/Artistic DirectorDepartment Managers: MembersDivision Chief III, Budget: (Non-Voting Member)

Functions:

1) Ensure that all grants given by the CCP are in line with the CCP’s objectives;

2) Determine the provisions and prepare the contract between CCP and the grantee;

3) Decide collectively on requests for grants on the basis of merit, taking into account as well the availability of funds and the fair distribution of grants according to geographical, disciplinal, economic and other relevant considerations;

4) Evaluate the grants awarded after every fiscal year and make recommendations for further implementation;

5) Determine the frequency of awarding grants, application requirements and process;

6) Refine/amend/expand/waive the guidelines and its provisions in full or in part upon the discretion of the committee;

7) Assist other funding agencies in identifying/selecting deserving artists/cultural workers who will participate in festivals, conferences, seminars, competitions, etc. (OO No. 001, S. 1989)

CCP Media Committee

The following comprise the CCP Media Committee:

Chairman: Artistic Director/Vice PresidentMembers: Department Manager III, CRCS

Department Manager III, VLMADepartment Manager III, MarketingDivision Chief III, PRDDivision Chief III, Cultural PromotionsDivision Chief III, LibraryDivision Chief III, FilmDivision Chief III, Management Information System

The responsibilities of the Committee

1. Identification of the scope of work to be overseen by the Committee to avoid overlap with the PR Division and other units;

2. Delineation of responsibilities of different CCP units involved in media activities particularly broadcast media;

3. Streamlining and implementation of procedures regarding programming, production and placement of media materials;

4. Serve as clearing house for media and media-related activities such as:

a. Planning, conceptualization, production, programming and placement of media materials including but not limited to documentaries, coverages, productions and plugs;

b. Identification and coordination of linkages with media organizations;

c. Provision of public access to CCP media products.

The Committee shall meet at least once a month or whenever necessary and shall make periodic reports to the Artistic Programs Committee and the Management Committee. (OO No. 046, S. 2004)

Program on Awards & Incentives for Service Excellence (PRAISE) Committee

The Center established an Employee Suggestions and Incentives Awards System (ESIAS) in accordance with Book V Chapter V of Executive Order No. 292 and the Civil Service Commission (CSC) Rules.

The System was designed to encourage creativity, innovativeness, efficiency, integrity and productivity in the public service by recognizing and rewarding officials and employees, individually or in groups for their suggestions, inventions, superior accomplishments and other personal efforts which contribute to the efficiency, economy or other improvement in government operations, or for other extraordinary acts or services in the public interest.

In 2001, the CSC issued Memorandum Circular No. 1, repealing the provisions and other issuances on ESIAS and renaming it to PRAISE.

The CCP Management created a PRAISE Committee composed of the following per OO No. 31, S. 2004:

Chairman – Vice President for AdministrationMembers – Department Manager, ASD

Division Chief, PDC Division Chief, HRMD(1)Principal Representative from the CCPCEO(1)Alternate Representative from the CCPCEO

serves as the System’s Secretariat.

The PRAISE Committee has the following functions:

Prescribe the procedure for the evaluation of the employees’ remarkable accomplishments subject to the approval of the CCP President;

Receive, review and process nominations;

Recommend the appropriate award to be granted to the employee for his outstanding contribution/s;

Recommend to the CCP President, the employees who shall be nominated for the honor and/or incentive awards;

Spearhead the CCP’s participation in other awards sponsored by the government;

Act on issues related to awards and incentives within fifteen (15) days from the date of submission.

The CCP shall submit its Program on Awards and Incentives for Service

Excellence (PRAISE) and its subsequent amendments to the Civil Service Regional

Office. The Civil Service Regional or Field Office concerned shall provide technical assistance, if deemed necessary, to ensure proper implementation.

Establishment of CSC-approved PRAISE shall be the basis of the grant of the Productivity Incentive Bonus (PIB), other awards and incentives and revocation of accreditation to take final action on appointments. The Annual PRAISE Report should be submitted by the agency to the Civil Service Commission Regional Office concerned on or before the thirtieth day of January to enable the employees to qualify for nomination to the CSC-sponsored national awards. (CSC-MC No. 1, S. 2001)

Grievance Committee

In line with the CSC-MC No. 45, s. 1989, a Grievance Machinery was adopted by the CCP to establish a formal procedure for handling disputes, settle disputes at the lowest possible effective level of the organization, prevent discontentment and disenchantment between and among the employees and officials; and provide an orderly process of appeal for decisions rendered through the formal grievance procedure.

Composition of the Grievance Committee:

1. One (1) member of senior management (including department head) or representative to act as Chairman.

2. Two (2) higher supervisors with the rank of division chief.

3. One (1) employee chosen from the pool of the rank and file representatives.

4. One (1) representative from the employee organization.

5. An alternate for higher supervisor and employee in case the complaint concerns any of the members of the Committee.

The grievance mechanism, grievance procedure, decision implementation and responsibilities of the personnel officer are all contained in OO No. 005, s. 1997. (OO No. 012, S. 1997)

Discipline Committee

In view of the issuance of CSC-Resolution No. 99-1936 and the need for CCP to adhere to the provisions of the said Resolution, a Discipline Committee was constituted composed of the Vice President/Artistic Director as Chairman, Division Chief III, Personnel Division, and Department Manager of the employee being investigated/charged as Members.

The Committee was tasked with the conduct of administrative investigation, review of administrative charges against CCP employees; and submission of recommendation to the CCP legal counsel regarding the filing of administrative charges to CCP employees. (O.O. No. 060, S. 2000)

Fact-Finding Committee

The Committee is composed of a Chairman and three (3) members appointed by the CCP President.

It is tasked to look into the alleged complaint or study the veracity of the report filed against an employee.

The said committee is expected to present its report and recommendations to the President at the soonest possible time. (OO No. 051, Aug. 1, 2000; OO No. 011, Mar. 15, 2003; OO No. 002, Jan. 10, 2003; OO No. 054, July 10, 2003; OO No. 086, Oct. 2003)

Hearing Committee

The Hearing Committee was tasked to investigate and present recommendations on the administrative complaints against CCP employees.

The Committee is composed of a chairman, four (4) members with one (1) member representing CCPCEO and a Secretariat from the HRMD. (O.O. No. 032, Series of 2004)

Committee on Disposal of CCP Equipment and Property

The Committee on Disposal of CCP Equipment and Property shall be responsible for the proper disposal of all assets of the Center.

Composition of the Committee on Disposal:1. Department Manager III, ASD - Chairman2. Division Chief III, PSD - Vice-Chairman3. Accounting Representative - Member4. Property and Supply Office - Secretariat5. Internal Audit Services Office - Witness6. Commission on Audit - Witness

Duties of the Committee

1. Require all departments/office concerned to surrender their government assets together with the corresponding Memorandum Receipts (MRs) to the Committee Chairman.

2. Inspect the asset to be disposed of, and verify the justification for its disposal.

3. Set the final appraised value of all disposable property considering obsolescence, market demands, physical conditions and result of previous bidding of similar property. The Committee’s appraised value shall be the minimum selling price after evaluation of the appraised value set by the independent appraiser.

4. Conduct the opening of bids in the presence of a COA representative and participating bidders and to recommend to the agency head corresponding award to the winning bidder.

(OO No. 001, S. 1995)

Modes of Disposal

The disposal of equipment and property shall be done through:

1. Public Auction/Sealed CanvassPublic auction or bidding shall be the primary

mode of disposal of assets. This shall be adopted if the appraised value of assets to be disposed of is P50,

000.00 and above while disposable assets with an appraised value of less than P50, 000.00 shall be disposed of through sealed canvass.

2. Sale thru NegotiationDisposal through this mode shall be resorted to

only in case of failure of public auction or sealed bidding for two (2) times.

3. BarterBarter, which is the direct exchange of

commodities without the use of money and without reference to price or exchange of goods of one character for goods of another, may be made with other government agencies of government-owned and/or controlled corporations. This shall be resorted to where there is an offer that would redound to the interest of and is advantageous to the government.

4. Transfer to other government agenciesAny property that is no longer serviceable or

needed by the corporation may be transferred to other government agencies without cost, or at an appraised value upon authority of the heads of the donor agency and the receiving agency, and upon due accomplishment of an Invoice and Receipt of Property.

5. Destruction/Condemnation This mode shall be resorted to only when the

property has no commercial value, or is beyond economic repair or there is no willing receiver, and/or the appraised value is less than the administrative cost of sale, subject to prior inspection by the COA Auditor concerned.

Valueless property shall be condemned either by burning, pounding, throwing beyond recovery and the like. The President of the Center or authorized representative shall approve the disposition.

Determination of Disposable Property

Any or all of the following conditions shall constitute disposable property:

1. Property which can no longer be repaired or reconditioned;

2. Property whose maintenance cost/costs or repair more than outweighs the benefits and services that will be derived from its continued use;

3. Property that has become obsolete or outmoded because of changes in technology;

4. Excess property that has been rendered unnecessary due to change in the Center’s functions or mandate.

General Guidelines

1. The Committee shall prepare the following documents to be submitted by the Center to the COA Auditor at least twenty (20) working days before the advertisement of the call to public auction/sealed canvass:

a. program for disposal of assets with time schedules;b. inventory report showing the itemized list and

complete description of the assets to be disposed of;

c. appraisal report showing the appraised values of the assets prepared by an in-house or independent appraiser;

d. disposal procedures adopted.

2. All regular employees and officials of the Center shall have the priority to participate in the first phase of the bidding process except the members of the Disposal Committee. Second phase of the bidding shall be conducted by public auction/sealed canvass on the remaining property for disposal.

3. Sealed canvass shall be advertised through bulletin announcements posted at the CCP Main Building, Production Design Building, Folk Arts Theater and National Arts Center.

4. Public auction shall be advertised by printed notice for not less than three (3) consecutive days in any newspaper of general circulation.

5. All interested bidders shall accompany their bids with a bid bond in an amount equivalent to 5% of the total bid price to insure their good faith and bind them to enter into a contract with the Center should their proposals be accepted.

The bid bond shall be in the form of cash, cashier’s check or manager’s check.

6. Property bidded out shall be covered by a Deed of Sale.

7. The Committee’s appraised value shall be the minimum selling price after evaluation of the appraised value set by the in-house or independent appraiser.

8. Illustrative entries to record the disposal of assets shall be as follows:

Cash xxAccumulated Depreciation xx

Fixed Assets xxGain on Sale of Fixed Assets xx

Cash xxAccumulated Depreciation xx

Loss on Sale of Fixed Assets xxFixed Assets xx

Specific Procedures

The following mechanics and procedures in public auction/sealed canvass shall be observed:

1. There should be an adequate publicity and notification, so as to attract as much number of interested parties.

2. There should be sufficient time frame between publication and date of auction.

3. Interested parties shall be given the opportunity to inspect the assets to be disposed of.

4. Bid forms shall be available at the Property and Supply Office.

5. All accomplished bid forms shall be dropped at the Property and Supply Office Drop Box.

6. The bids shall be opened at the place, date and time specified in the advertisement by the Disposal Committee in the presence of the COA representative and the participating bidders/representatives.

7. The Cashier’s Office shall assist in the receipt of the 5% bid bond at the opening of bids.

8. The Disposal Committee secretariat shall prepare the contract and other necessary documents to support the sale.

9. Payment

a. CCP officials and regular employeesUpon determination of the awardee in the

first phase of bidding, the bid bond shall be considered as partial payment and the difference between such payment and the offered bid price shall have the following modes of payment:

Offered Bid Price Mode of Payment P2, 500 and less Full Payment2, 501 – 5, 000 2-equal mo. installments5, 001 – 7, 500 3-equal mo. installmentsabove P7, 500 4-equal mo. installments

b. Public BiddingThe terms of payment shall be on COD basis,

which shall be strictly within three (3) working days from the date of awarding. The bid bond shall be considered as partial payment and the difference shall be paid in the form of cash, cashier’s check or manager’s check from a

reputable bank within the area where the bidding was held.

10. If the winning bidder fails to consummate the transaction within the prescribed period, the bid bond shall be forfeited and the bid shall be awarded to the second highest bidder.

(OO No. 001, S. 1995)

Records Disposition Committee

The Committee shall prepare a revised Disposition Schedule of all CCP records for approval of the CCP President and the Director of the Records Management and Archives Office.

Composition:Chairman: Officer-In-Charge, Administrative Services Members: Administrative Officer IV, General Services

DivisionSupply Officer IV, Central Records Office

(OO No. 034, April 18, ’06)

Special Events Management Committee (SEMC)

Composition of the SEMC

The SEMC will manage and process all requests for CCP’s services and expertise in the areas of production, technical theater, public relations and marketing. The SEMC shall be composed of the following members:

Chairman: Vice President/Artistic DirectorMembers: Department Manager for Performing Arts

Department Manager for Theater OperationsDepartment Manager for MarketingDivision Chief for Public RelationsDivision Chief for Outreach & ExchangeDivision Chief for BudgetRepresentative for International Linkages

The composition and term of office of the SEMC members may change as a result of personnel action due to resignation, retirement, termination, transfer or reorganization. A technical assistant duly appointed by the committee shall assist the SEMC in all its administrative and secretariat operations.

General Functions of SEMC

1. The SEMC shall evaluate all requests for CCP’s services and expertise in the areas of production, technical theater, public relations and marketing.

2. The SEMC shall and prepare a general recommendation/proposal for approval by the CCP President which includes a proposed concept, project cost and the proposed creative and production team. This proposal will consequently be presented to the requesting party. Requesting party refers to an individual, government or non-government agency or organization requesting for CCP’s services and expertise.

3. The SEMC shall recommend full cooperation with government agencies and institutions regardless of project cost.

4. As a general rule, special projects undertaken with non-government agencies will require a minimum project cost categorized as follows:

a. productions at the Tanghalang Nicanor P1.5M

Abelardo (TNA) or CCP Main Theater

b. productions at the Tanghalang AurelioP800,000

Tolentino (TAT) or CCP Little Theater

c. productions at the Tanghalang Huseng P500,000

Batute (THB) or CCP Experimental Theater

The SEMC will determine the minimum amount of project cost

that will be required from the requesting party for other venues not

included herewith.

5. The SEMC shall recommend the appropriate amount of management fees to be charged to the requesting party based on the prescribed range as follows:

a. government agency – a minimum of 10% of total project costb. non-government agency – a minimum of 15% of the total project cost

The CCP Management Committee (Mancom) will determine which institutions or projects shall be exempt from payment of management fees (e.g. projects funded by long-standing partners of CCP like Unicef, Civil Service Commission, National Commission for Culture and the Arts).

6. The SEMC shall market the services of CCP as events organizer to local and international organizations.

7. The SEMC shall recommend to the CCP Mancom the CCP employees who will be part of the creative and production team for each special project specifying their position titles and honorarium rates. The honorarium shall be based on the capacity to pay by the requesting party.

As a general rule, the SEMC shall be guided by the following in the selection of members of the production/creative team:

a. The priority work of an employee are his/her regular duties and functions. Therefore, no employee shall be assigned to be part of a creative/production team for a special project if he/she is engaged with a CCP regular program or activity.

b. An employee may participate in a special project for a maximum of six (6) productions per year.

c. No employee will be involved in two (2) different projects at the same if the production schedules will overlap with each other.

8. The SEMC shall submit a summary report of events undertaken by the CCP before the end of each calendar year.

Procedural Guidelines

1. Upon receipt of a written request from a client, the Office of the President and other CCP Offices will forward the request to the SEMC Chair.

2. The SEMC Chair or his representative will meet with the client to discuss details of the project.

3. The SEMC will convene to review the project thoroughly and determine its merits based on its relevance, impact, effect on CCP image, programming and activities, financial and other benefits to the CCP.

If and when the SEMC finds the project unworkable, it will immediately send to the requesting party a letter of regrets signed by the CCP President or the SEMC Chair.

When it finds the project feasible and acceptable, the SEMC shall prepare a general concept and funding requirements for presentation and approval of the CCP Mancom. Based on the general principles mentioned above, the CCP Mancom may grant its full or provisional approval of the proposed special project/s.

4. Upon approval of Mancom, the SEMC shall prepare a concrete action plan to include the identification of a creative/production team from CCP or outside group together with the concept and budget for presentation and approval of the requesting party.

In case the CCP Mancom finds the project impractical, the SEMC will immediately send to the requesting party a letter of regrets signed by the CCP President or the SEMC Chair.

5. The SEMC Chair shall include all approved special projects in the agenda of the CCP Artistic Programs Committee (APC) regular meetings for information and monitoring.

6. In case the requesting party requires substantial revisions in the concept and budget, the SEMC will make the necessary revisions with the approval of the CCP President.

7. Upon approval by the requesting party, the SEMC will endorse the project to the identified production team for implementation.

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8. The SEMC will monitor the implementation of the project.

(MC I-RESFIN 001, S. 2007)

Space Committee

The following comprise the Ad-hoc Space Committee

Chairperson - Mr. Fernando C. JosefVice Chairperson - Mr. Rodolfo G. Del RosarioMembers - Ms. Lilian C. Barco

Ms. Carmencita BernardoMs. Josefina GuillenMr. Isidro G. HildawaMr. Sergio R. ManriqueMr. Daniel F. Reinoso

The Committee is tasked to study the current space requirements in relation to the CCP restructuring and address pending matters on space allocation.(CCP Memo dated March 13, 2002)

Change Management Team

Pursuant to Rule IV, Section 7 of the Implementing Rules and Regulations of EO 366, a Change Management Team (CMT)was hereby created composed of the following:

Co-Chairman - Vice President/Artistic Director- Department Manager III, FSD

Members - Department Manager III, HRMD- Representative, CCPCEO- Department Manager III, ASD- Department Manager III,

CRCS

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- Department Manager III, TOD

The CMT was tasked with the following functions:

a. Conduct a strategic review of the operations and organization of all component units of the CCP;

b. Identify the core functions, programs, activities and projects of the CCP;

c. Identify the functions, programs, activities and projects which (1) can either be scaled down, phased out or abolished; or (2) can be strengthened and where more resources need to be channeled;

d. Prepare a Rationalization Plan for the whole CCP organization for the review and endorsement of the DBM, and subsequent approval by the President of the Republic of the Philippines;

e. Conduct consultation meetings with the affected personnel and other stakeholders on the effort;

f. Oversee the actual implementation of the Rationalization Plan;

g. Mitigate the impact of the rationalization effort;h. Coordinate and consolidate the processes and outputs of

the sub-change management teams; and i. Submit to the President its initial draft of the

Rationalization Plan (RP) on October 31, 2005.(OO No. 070, S. 2005)

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III. ARTISTIC DEVELOPMENT

A. The Constitutional Provision for Arts and Culture

The rationale behind the creation of the CCP according to Presidential Decree No. 15 on October 15, 1972 is ‘to implement more effectively and vigorously the Constitutional injunction that arts and letters shall be under the patronage of the state” and “in order to promote, enhance and develop Philippine culture.”

The constitutional provision on arts and culture can also be found in the 1986 Philippine Constitution in Article XIV (Education, Science and Technology, Arts, Culture and Sports), under Sections 14 to 18, quoted as follows:

Sec. 14 – The State shall foster the preservation, enrichment and dynamic evolution of a Filipino national culture based on the principle of unity in diversity in a climate of free artistic and intellectual expression.

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Sec. 15 – Arts and letters shall enjoy the patronage of the State. The State shall conserve, promote and popularize the nation’s historical and cultural heritage and resources, as well as, artistic creations.

Sec. 16 – All the country’s artistic and historic wealth constitutes the cultural treasure of the nation and shall be under the protection of the State, which may regulate its disposition.

Sec. 17 – The State shall recognize, respect and protect the rights of indigenous cultural communities to preserve and develop their cultures, traditions and institutions. It shall consider these rights in the formulation of national plans and policies.

Sec. 18 (1) – The State shall ensure equal access to cultural opportunities through the educational system, public or private cultural entities, scholarships, grants and other incentives and community cultural centers and other public venues.

(2) – The State shall encourage and support researches and studies on the arts and culture.

B. Vision-Mission Statement

The Cultural Center of the Philippines nurtures and promotes artistic excellence, a distinct Filipino aesthetics and identity, and cultural values towards a humanistic global society.

C. Objectives

a. Nurture and promote artistic excellence and professionalism among Filipino artists and cultural workers;

b. Create, conserve, support and promote socially responsible artistic works and cultural heritage;

c. Broaden and strengthen public participation in the arts;

d. Develop the arts as a viable industry;

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e. Establish and strengthen linkages with local and international organizations;

f. Achieve financial viability and organizational stability, efficiency and effectiveness; and

g. Transform the CCP Complex into the country’s major cultural, ecological and tourism landmark.

In pursuit of its vision-mission statement, “to nurture and promote artistic excellence, a distinct Filipino aesthetics and identity, and cultural values towards a humanistic and global Philippine society” the CCP has actively implemented programs in the performing arts (music, dance and theater), visual arts, film and broadcast arts, literature and architecture. These programs are being implemented not only within the confines of its facilities in the CCP Complex, but all over the country and aboard as well.

The Philippine Government’s directive for all government agencies to prepare and undertake a Rationalization Plan is very timely for the CCP in view of two very important challenges it is facing today – the challenge to make the arts more relevant and responsive to the lives of the Filipinos; and institutional viability and sustainability.

In this regard, the CCP formulated a Corporate Strategic Plan that is hinged on the following strategic directions:

The CCP shall reconceptualize, design and organize its artistic and cultural programs to make item more relevant to the public and to the challenges of a global community. Towards this end, three artistic thrusts shall be pursued:

ARTS TRANSFORMING LIVES – programs that will help develop and promote the arts as effective tools for values formation and social transformation through arts education and audience development.

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Similarly, the CCP shall intensify its programs for the promotion of artistic excellence and for the creation of new artistic works that will contribute to our national cultural identity.

These artistic thrusts recognize the potent role of the arts as catalysts in social transformation, human development, community regeneration and economic development.

Develop the CCP Complex into a cultural, tourism and ecological landmark.

The CCP Complex Master Development Plan covering its 62.4 hectare property aims to make the CCP financially self-sufficient once it is fully implemented. The primary concept in the development is to blend commerce and the arts and envisions four integral aspects, namely:

CULTURE – COMMERCE – COMMUNITY – CREATIVE INDUSTRY

Towards this end, the CCP intends to get the private sector involved in the development by establishing the CCP Complex Development Corporation, which will manage and operate the commercial and community activities of the CCP Complex. In the same vein the CCP organizational structure shall be revised to serve its new artistic and cultural thrusts and pursue the development and promotion of the Creative Industry as an important aspect of the Philippine economy.

D. Functions

The CCP shall remain first and foremost as the country’s primary artistic and cultural institution. As such, it shall undertake the following core functions, services and programs in line with its objectives.

Functions Services and Programs

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1. Artistic production and exhibition – performing arts productions; visual arts exhibitions; arts festivals; film & broadcast arts production and exhibition; publications.

2. Training & education – workshops; lecture demonstrations; master classes; seminars; lecture series; conventions; apprenticeship programs.

3. Audience development – arts education series for the youth; lecture- demonstrations; student matinee series; cultural awareness programs.

4. National networking & exchange – national arts data bank; regional outreach tours; national touring programs; organizational development programs; coordination and facilitation services.

6. Construction and management of new artistic facilities – performing arts theater; museum of humanities; contemporary arts museum; cinema complex; library and archives building; gallery of national artists; open air amphitheater; small public venues for the performing arts.

8. Conservation of artistic heritage – collection and conservation services for visual, literary, media and performing arts works; research and documentation of the country’s artistic heritage; documentation of artistic events and programs.

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E. Resident Companies

Development and promotion of all art forms based in the highest standard of excellence being one of its primary concerns, the Center has accredited the following resident companies:

Regular (Based at the CCP Main Building)- Ballet Philippines- Tanghalang Pilipino

Seasonal (Based outside the CCP)- Bayanihan Philippine Dance Company- Philippine Ballet Theater - Ramon Obusan Folkloric Group- Philippine Madrigal Singers- UST Symphony Orchestra

Seasonal (Based at the Folk Arts Theater)- The Music Competition for Young Artists Foundation,

Inc. (NAMCYA)

The Center grants the residence companies cash subsidy; free use of physical and technical facilities of performances venues and stage rehearsals for season performances with all production designs referred to the Theater Operations Department for proper classification of production; free use of physical and technical facilities of the Production Design Center for construction of sets, costumes and production properties of the Company’s season productions; free use of

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facilities and venues subject to availability but not limited to workshops and workshop culminating activities and CCP rules and theater guidelines; standard honoraria for the outreach performances; for CCP initiated projects, logistical and manpower assistance for national and international tours and supplemental publicity and marketing support for the Company’s CCP season production.

Ballet Philippines

Ballet Philippines, the country’s premier dance company, is the first resident company of the Center. It was established in 1970, under the registered name of CCP Dance Company with the aim in view of encouraging and promoting the knowledge and appreciation of dance in all forms. In 1974, it became a resident company of the Center. With an increasing prominence in the international scene, the Company was renamed Ballet Philippines in 1981.

Its dance creations are uniquely Filipino in terms of movement, theme, design and inspiration. Its repertoire of dance masterpieces displays the company’s potent dance traditions, flexibility of style and electrifying sense of theater.

As a regular CCP resident ballet company, it undertakes to present and market four (4) productions with thirty-seven (37) performances at the CCP with schedule and specific venues mutually agreed upon by both parties, carry on its program for the training and development of young talents for professional careers, undertake the annual CCP Summer Dance Workshop as a special nationwide training ground for dancers, teachers and choreographers and participate in the CCO Regional Dance Workshop Program, the schedule and fee of which shall be mutually agreed upon by both parties.

Tanghalang Pilipino Foundation, Inc.

Established in 1987, the Foundation aims to promote the cultural enrichment of the Filipino people in undertaking and carrying out plans and projects directed towards the institution and maintenance of artistic excellence in the fields of theater arts and dramatology, and by establishing a company of theater artists committed to artistic discipline and professional conduct of the highest caliber with the view of producing artists of international standing.

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The resident company serves also as a training ground by a corps of actors, directors, playwrights and other theater artists who shall continuously develop their skills through a continuing training program consisting of play analysis and discussions, seminar-workshops and experimental productions.

The Foundation became a resident company in the same year it was established. The company manages/operates a resident theater group with a laboratory theater arm and the appropriate administrative support.

It undertakes to produce annually and market six (6) productions with seventy-two (72) performances (maximum ceiling) with additional twenty 20) performances within their given schedule at the CCP.

Bayanihan Philippine National Folk Dance Company

In 1957, Dr. Helena S. Benitez founded the Bayanihan Folk Arts Center of the Philippine Women’s University with the Bayanihan Philippine Dance Company as its performing arm. Both the center and the dance company were tasked to research, collect and preserve indigenous Philippine art forms.

In May 1982, it was officially accredited as the resident folk dance company of the Center, tasked with the preservation and development of folk dance repertoires for theater based on traditional art form.

For nearly half a century, Bayanihan (which means working together for a common good), backed by research and innovative choreography, has performed in 6 continents, 60 countries and 493 cities worldwide, receiving standing ovations and prestigious awards.

Bayanihan has awakened a new pride among Filipinos in their cultural heritage; added a new dimension to the country’s dance tradition; and has built a rich reserve of international goodwill. The President of the Philippines issued Proclamation No. 138 declaring May 27 of every year as National Day to commemorate and propagate the Bayanihan spirit as a unique way of working together as a people.

The Company also receives an annual subsidy from the national government with CCP as its conduit.

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As a seasonal resident company, it undertakes to present annually and market two (2) productions with six (6) performances at the CCP and conduct a continuing program on research and training of Philippine folk dance and submit a yearly progress report on such program.

Philippine Ballet Theater (PBT)

The Philippine Ballet Theater (PBT) was registered with the Securities and Exchange Commission as a corporation on December 5, 1986. Its goals are to further uplift the quality of dance both classic and contemporary, create new audience and encourage, promote and preserve the original works of talented Filipino choreographers by staging their works and commission Filipino masterpieces that bring to the forefront the extraordinary talent of Filipino artists. It also invites Filipino artists abroad to come home and share their experience with Filipino balletomanes and dancers alike.

The PBT was declared seasonal resident dance company of CCP in 1987.

Intent on dispelling ballet’s image as an elitist art, PBT has sought to bring ballet to the Filipino masses, that it conducts outreach programs to bring its performances to the regions and major cities all over the country.

The Company manages/operates a resident ballet company and undertakes to present and market three (3) productions with sixteen (16) performances annually at the CCP.

Ramon Obusan Folkloric Group (ROFG)

National Artist, Ramon A. Obusan, leaning on the vast amount of data and artifacts that he accumulated on his research founded the dance company in 1972, with the aim of preserving and developing authenticity and goal theater.

It has documented and performed the rituals of more than 50 ethno linguistic groups in the country. With more than 20 outstanding full-length Filipino dance works, among which are the memorable suites from the Cordillera, Bagobo, Tboli, Tausog, Maranao, the Aeta and the Talaandig among others – for more than 30 years, the ROFG has served to highlight the authenticity of the movements and costumes of these people.

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The group has since toured all over major countries in the world, and is in constant demands in the country to perform for visiting government dignitaries and at festivals conventions and dance workshops.

The group was declared seasonal resident dance company of the CCP in 1987.

The Company manages/operates a resident folk dance company and undertakes to present annually and market two (2) productions with eight (8) performances at the CCP.

The Philippine Madrigal Singers

The Philippine Madrigal Singers was organized at the University of the Philippines in 1963 by Professor Andrea O. Veneracion. Composed of students, faculty and alumni from the different colleges of the University of the Philippines, the group specializes in acapella choral music.

They have consistently won all the top prizes of the world’s most prestigious choral competitions and has distinguished itself as one of Asia’s most awarded choirs and one of the best in the world.

The MADZ, as the group is fondly called, performs a wide repertoire of various styles and forms: renaissance music, classical music, Filipino and international folk songs, contemporary avant-garde music, opera and even popular music; singing while seated in a semicircle without a conductor.

The graduates and vocal pedagogues from its ranks are actively involved in organizing and conducting choirs, contributing to an emergence of an active choral life in the Philippines.

The MADZ is a seasonal resident company of CCP.

The Company manages/operates a resident musical arts company and undertakes to present annually and market three (3) productions with six (6) performances at the CCP and undertake recordings for commercial release according to terms and conditions mutually agreed upon by both parties.

UST Symphony Orchestra

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The UST Symphony Orchestra was founded in 1927 by Dr. Manuel Casas of the University of Santo Tomas, serving as conductor of the student-members. After four public performances from 1929 to 1931, the group apparently disbanded and was reorganized in 1961 by National Artist for Music, Antonio Buenaventura.

It was accredited as a seasonal resident company of the Center in 1988.

The orchestra presently consists of 70 student-members with 15 UST faculty and staff. Many of the student-members are former winners of national music competitions and some have had stints with world-class youth ensembles such as the Asian Youth Orchestra and the World Youth Orchestra.

The Company manages/operates a resident training orchestra and undertakes the following:

1. Maintain an adequate number of members for each section of the orchestra to provide a suitable training group for future members of the Philippine Philharmonic Orchestra (PPO) in its program of development as national orchestra.

2. Subject to school schedule and upon coordination with the UST Symphony conductor, allow the PPO to draw from its members to augment the PPO complement as needed.

3. Assume the responsibility of maintaining the musical instruments, including providing necessary spare parts.

4. Present and market two (2) concerts at the CCP Main Theater, the schedule of which shall be mutually agreed upon by both parties.

Aside from undertaking to present and market their productions, the resident companies agrees to the following:

1. Participate in the Center’s Outreach Program when requested, the schedule number of performances and fees of which shall be mutually agreed upon by the resident company and CCP.

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2. Present one (1) lecture-demonstration at the CCP free of charge for young audience.

3. Participate in performances requested by the Office of the President, festivals, special projects and other activities that may require the participation of CCP resident companies for free but limited to 3 performances form their program of repertoire.

4. Provide all the administrative services required in the implementation of free performances.

5. Provide information access to evaluation process initiated by the Center (i.e. Artistic Advisory Panel and Management Audit Process).

6. Attend all regular resident company meetings as scheduled by the Center.

7. Participate in the Center’s Open House Festival and provide the necessary marketing support and information for the said event.

8. Start all performances on time as scheduled. Charges for resident company delays will be 50 percent (50%) of the published rate of the RVD per venue (to be charged against the subsidy).

9. Allocate of complimentary tickets for CCP officers, guests and others for their scheduled performances per production as contained in the CCP’s Office Order.

10. Accommodate inserted printed advertisements of CCP’s institutional sponsors or provide free-of-charge one full page for this purpose in the company’s season program brochures.

11. Thirty percent (30%) of the total number of tickets for sale shall be distributed and sold by the CCP Box Office and its outlets. All withdrawal of tickets from the 30% shall be subject to a 5% commission for the CCP. All income from CCP Box Office receipts net of the standard ten percent (10%) commission shall be remitted to the company not later than fifteen (15) days after the last performance of a particular production. This commission

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scheme does not apply to pre-sold show not in the CCP venues.

12. The dress/technical rehearsal for each production shall be open to CCP employees. In the absence of an Open/Dress Technical Rehearsal regular performances shall be opened to them subject to availability of tickets and waitlist procedures.

13. Dress/Technical Rehearsals (DTR) while treated as part of the regular performance run, shall not form part of the agreed/set ceiling number of production shows.

14. Pre-sell any of its available CCP shows to the Center at curtain-up cost.

15. Allows the Center with proper consultation, to document in video, audio and photo a performance for each of the season’s productions for archival intent and with permission for CCP to air/broadcast and print said performance(s) for marketing and publicity purposes.

16. The Center’s President and Artistic Director, in consultation with relevant operating units/departments of the Center shall have supervision and control over the artistic aspects of any production/performance presented by the Company at the CCP.

17. The Center shall form an Evaluation Board, which shall be composed of the Artistic Advisory Council and member of the CCP’s Artistic Program and Management Committees that will assess the Company’s artistic programs, organizational and financial management based on agreed upon guidelines.

18. The Company shall submit to the Center the following reports within thirty (30) days after the end of the calendar year:

a. Plans and Programs (current year)b. Consolidated and Audited Financial Statements

(previous year) Balance Sheet Statement of Income and Expenses

c. Accomplishment Report (previous year)

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d. December Bank Reconciliation Statement (CCP Subsidy)

The programs and activities of the following year shall be submitted within the first quarter of the current year. The Center shall not, release the subsidy for the following year to the Company unless the abovementioned reports are submitted to the Center.

19. The Company shall acknowledge the Center’s support and patronage in all publicity and promotional materials for the local and international activities of the Company.

20. The Company shall hold the Center free and harmless from any loss, damage, liability and responsibility to any person.

21. The Company shall not incur any liability to the Center for any loss, damage or otherwise arising out of or on account of the Company’s failure to perform any and all its obligations due to circumstances which are unforeseen or even foreseen.

22. In the event of termination of the agreement, the Company shall have the right to withdraw from the Center all its funds, records, equipments, assets and other properties belonging to it or for which it can be held responsible after satisfactory settlement of all its accounts and other obligations with the Center

The Music Competitions For Young Artists Foundations, Inc. (NAMCYA)

In 1973, Presidential Proclamation 1173, created the NAMCYA with a mandate to discover and develop young Filipino talents in music. Hence, it has helped raise a generation of Filipino musicians by providing a national venue for musical expression and by promoting artistic excellence. The annual NAMCYA competition and festival is the nation’s broadcast-reaching, single artistic event that involves thousands of participants from every region of the country.

NAMCYA has programmed its major activities in 3-year cycles. The first two years are devoted to competitions in different musical categories. On the third year, a National

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Music Festival features the major prize winners in the last two years of competition.

The NAMCYA shall undertake annually to conduct annual competitions and/or festivals in both vocal and instrumental music for young Filipino musicians for the period from November 23 to 29 or every last week of November each year declared as National Music Week for Young Artists in accordance with Proclamation No. 25; conduct music workshops and seminars in the national and regional levels for music teachers and students and help elevate the standards of music by, commissioning Filipino composers to write instrumental and vocal compositions for young performers and compiling and publishing Philippine music and distributing them nationwide

The CCP provides NAMCYA with a cash subsidy; free use of physical and technical facilities of the performance venues for the scheduled competitions in November inclusive of stage rehearsals related to this event; office facilities at the Folk Arts Theater Building, including office equipment; free services of the Philippine Philharmonic Orchestra for the Competitions/Festival; supplemental publicity and marketing support for the NAMCYA’s mandated activities and special projects; exemption from CCP’s commission collected for sale of souvenir programs; and collects the standard 10% commission for Box Office Sales.

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F. Workshops

The Center conducts art workshops so that many can have insights on the different art forms and gives participants an opportunity to improve and enhance their artistic capacity.

Workshops on literary arts, visual arts, dance, music, theater, folk dance and many more in coordination with the different municipalities and provinces were conducted thru the CCP Lakbay Sining Program.

During summer at the CCP Main Building, workshops for theater, literary arts, visual arts, dance, technical theater, folk dance, puppetry and ventriloquism for children and teachers, music, lighting designs and techniques and audio design are offered. The fee is minimal and discounts are available to returning workshoppers, institutions who pay for the enrollment of five or more students and enrollment of more than one in the family.

The CCP has been holding arts therapy workshops in places ravaged by disaster and calamity as well as areas where there is armed conflict. The CCP arts therapy is held in cooperation with UNICEF and seeks to help heal people who have been traumatized by the loss of love ones, shelter and livelihood due to natural calamities of war.

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G. Awards and Grants

The CCP recognizes the merits of outstanding artists in the various fields of art. As such, they are fittingly honored for their efforts and valuable contributions to the growth of Philippine artistic heritage.

The National Artists Award (NAAWA) was instituted under the auspices of the CCP through Proclamation No. 1001. The awards represent the highest recognition given by the state to deserving Filipino artists. At present, the Center served as the NAAWA Secretariat taking care of the nomination and selection process and the awards ceremonies.

The CCP confers national awards in recognition given to the Filipino arts/cultural workers who have made outstanding contribution to their particular art form or field (Gawad CCP Para S a Sining); award for radio programs in the country (Gawad CCP Para Sa Radio); award given to top television shows (Gawad CCP Para Sa Telebisyon); awards for local craftsmen and folk artists (Manlilikha ng Bayan Award); award given to film and video artists (Gawad CCP Para Sa Alternatibong Pelikula at Video)

Grants have gone to non-CCP and provincial theater and art groups, to visual artists, to writers with finished work or with work in progress in English, Filipino, Iloko, Ilongo, Cebuano, among others. The grants consist of cash or of venues (a

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theater for performance; the National Arts Center for space/time for writing).

Types of Grants

The following grants are given to deserving individuals or groups of artists/cultural workers and are awarded over and above, but in coordination with the regular grants already given by the Center.

1. Resource GrantA grant which will allow the use of CCP resources (e.g. venues) to enable artists to raise funds for expenses connected with conferences, seminars, competitions and festivals they want to attend and scholarships they want to avail of.

2. Travel GrantA grant which covers full or partial cost of national or international transportation, fares of the grantee.

3. Stipend GrantA grant which may be used to cover expenses for board, lodging and incidental expenses of the grantee for a given number of days or months.

4. Tuition GrantA grant which covers full or partial cost of tuition fee for scholars endorsed by the CCP in local and foreign schools.

5. Registration Fee GrantA grant which covers full or partial cost of registration fee to participate in professional seminars, conferences, festivals and other activities related to the purpose of the grant.

6. Cargo GrantA grant which covers full or partial cost of cargo charges related to participation in a festival/competition, exhibits or to the artists’ or cultural workers’ trip to the location of performance, competition, exhibit, conference, festival or cultural activity.

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IV. PHYSICAL RESOURCES

The CCP develops and implements income-generating programs and services directly related to the use of its facilities, structures and equipment as the funds generated from its operations and subsidy received from the government cannot finance its operating requirements. Some parcels of land owned by the CCP are currently being leased to government agencies and private corporations. Since the development plans will be long-term, the leased lots will be part of the proposed development.

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A. LAND

A.1 Leased Lots and Areas for Lease

Boom na Boom AreaThis parcel of land located along Roxas Boulevard covers about 11 hectares. It is currently being leased to Philippine Exhibits and Theme Parks Corp. (PETCO), which operate the Boom na Boom Carnival in the area. The lease will expire in December, 2007.

Liwasang AgyuThis one-hectare property near the Ferry Terminal is currently being leased for a period of 10 years to Meedson Property Corporation, who converted the property into a commercial center with restaurants, bars, specialty shops and an activity center. The lease will expire in February, 2013.

Product Design and Development Center of the Philippines (PDDCP)The land on which a one-story building was built by the Department of Trade and Industry in 1974 is leased to the PDDCP on an annual basis. The land area is 12, 821 sq. m. located near PDC parking area corner M. Jalandoni & V. Sotto Streets.

Star City Parking LotThe area between the Star City and Vicente Sotto Avenue covering about 1 hectare is leased to Star City on an annual basis.

Fiesta Island LotThis 2.7-hectare property along the Manila Bay, between the Hotel Philippine Plaza and the Manila Film Center, was used by the Department of Tourism for tourism promotion activities in 1987, rental free. Then Secretary Antonio Gonzalez, through the Philippine Tourism Authority (PTA) leased the land to Cuisine Philippines, Inc., who then built a restaurant complex, Fiesta Island, on the property without the CCP’s approval. CCP objected to the arrangement. Cuisine Philippines, Inc. has a pending case against CCP and PTA regarding the lease. The structures have been abandoned since 1989.

Land Access to Manila Jumbo Palace

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Manila Jumbo Palace is a high-end Chinese boat restaurant along Manila

Bay anchored between Folk Arts Theater and the Administrative and

Financial Services Department building. Around 1,421 sq. meters of land

plus the walkways to the boat are currently on lease to the group by

the CCP. The renewed lease will expire on January 31, 2008.

Land between MFC & Hotel Philippine Plaza along Atang dela Rama StreetLease to the hotel as parking area with land area 6,

804.72 sq. m. amounting

to P60, 000.00/month plus 20 pcs. complimentary roomnights for one (1)

yr. & 3,000 cu. m. of recycled STR water.

Land around MFCa. as finish and starting point P6,000.00 for

the 1st 2 hrs. orfor fun run fraction thereof plus

P700.00/hr. for the succeeding hour exclusive of VAT and

utilities

b. terminal area of CCP Driver’s P33.60/shuttle/dayAssociation Association for 15 shuttles

c. seawall area venue for fireworks P6, 000 exclusive of VAT

right of way for fetching P11, 200 semi-annual exclusive

seawater of VAT

Cemented area infront of MFC between Liwasang Ipil-Ipil Area and Atang dela Rama StreetLease to Borromeo Technology Holdings, Inc. (MITECH)

as pay parking area.

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Land infront of Boom na Boom Carnival & Manila Film Center & corner M. Jalandoni St. & Gil Puyat Ext. (Liwasang Ipil-Ipil)a. venue for prayer rallies, concerts, P6.00/sq.

m./day or a minimum exhibits, special events, etc rental of P6, 000/day inclusive of

VAT & utilities

b. venue for fireworks P6, 000.00/use exclusive of VAT

c. billboard (existing) installation of event P2, 500/day exclusive

of VATbillboard

installation of product P5, 000/day exclusive of VAT

billboard

d. venue for cricket P150.00/hour

Center Island Lampposts Pedro Bukaneg froma. Event banners P100/pc/dayCommunity Center I to FAT exclusive of

VAT (13 lampposts)

b. Product bannersP500/pc/day

exclusive of VATSize: 1m. x 3 m.

Along M. Jalandoni St.(13 lampposts)

Along V. Sotto St. fronting PICC(11 lampposts)

Along V. Sotto St. fronting Star City(10 lampposts)

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Land between Star City & M. Jalandoni St. (Liwasang Tuwaang)a. grassy portion – lease to Star City as free parking area

for buses

Area – 7, 961.63 sq. m.

Parking area between Star City & Liwasang Tuwaang

Lease to Star City as free parking area for their guests and patrons with land

area of 3, 216 sq. m.

Road between CCP Main Bldg. and Star City (V. Sotto St. from Roxas Blvd. to M. Jalandoni St.a. venue for Aliwan Fiesta and Metro Lump sum

P300,000 Manila Film Festival inclusive of

installation of banners, garbage disposal and parking fees plus 50%share for the income

of stalls/booths

b. venue for yearly concert of MBC Flat fee of P60,000 w/ 20%

(fronting Aliw Theater only) escalation every yr. exclusive of

VAT & utilitiesc. Fun run – start & finish P60,000 1st 2 hrs. or

fraction thereofplus P700/hr. for the succeedinghour.

d. Trade fair, special events, etc. P10/sq.m/day or a minimum rental

of P10,000 a day or a fraction thereof exclusive of VAT & utilities

e. Road infront of MBC only P13,888/mo. inclusive of VAT

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- lease to MBC as parking area for 10 slots/cars

10 slots/carsf. Side street pay parking – Lease to Borromeo Technology Holdings, Inc. (MITECH)

A portion of land inside the perimeter fence of Star City & beside the Star City parking areaLease to Star City as a place for their Zyklon loop with

land area of 1, 936 sq. m.

Land along Roxas Blvd. corner V. Sotto St. & beside Star City (Liwasang Kalikasan formerly Sarimanok Area)a. venue for hot air balloons P5,000/day exclusive

of VAT

b. venue for fireworks P6,000/use exclusive of VAT

c. venue for shooting P6,000 1st 2 hrs. or fraction thereof

plus P720/hr. for the succeeding hour.

Land along Roxas Blvd. beside Phil. Navy near the water reservoir (Liwasang ASEAN – Promenade Area)a. venue for aerobics

b. shooting/pictorial

c. venue for special events, start & finish for the fun run

Seawall between Phil. Navy & Harbour Square (Trellis/Promenade Area)a. Trellis 1 – Lease to Yakitori DoriP275/2q.m/mo plus

VAT for the Area – 292.145 sq. m. 1st year P300/sq.

m/mo. plus VATfor the 2nd yr. w/ an annualescalation rate of 10%

beginning the 3rd yr. up to the 5th yr.

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b. Trellis 2 – Lease to Barbaribas P75,708.86/mo. inclusive of VATArea – 307.26 sq. m.

c. venue for party, wedding, special events, etc.

d. venue for aerobics

e. venue for shooting

f. right of way for Phil. Navy Free of charge

g. venue for giving flyers, exhibits, P2,500/day or fraction thereofsample for promo items exclusive of VAT &

utilities

Size of tent to be placed – not more than 2m. x 2m.

h. selling area of taho vendors P50/day/person

i. venue for fireworks P6,000/use exclusive of VAT

Seawall area between Gloriamaris & FATa. with stall space – lease to P42,126.21/mo.

inclusive of VAT& Soda Corp. Waffles & Soda Corp. but exclusive of utilities &

parking Area – 189 sq. m. areas

b. Lounging area & right of way - P161,000 inclusive of VAT but

Lease to Legend Dragon, Inc. exclusive of utilities & parking fees

(Jumbo Kingdom)

c. VIP Lounge & Office space - P36,080.37 inclusive of disposal fee

Lease to Legend Dragon, Inc. & VAT but exclusive of other(Jumbo Kingdom) utilities & parking fees

d. Venue for shooting P6,000 1st 2 hrs. or fraction thereof

plus P720/hr. for the succeeding

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exclusive of VAT & utilities

e. anchoring of ferry boats P14,000/boat/mo exclusive of VAT

& utilities

2 slots lease to Metrostar P28,000/mo exclusive of VAT &Ferry, Inc. utilities

1 slot lease to Song of the P14,000/mo exclusive of VAT &Islands utilities

1 slot lease to Prestige P9,000/mo exclusive of VAT &Cruises utilities

f. Embarkation and P1,500/day or fraction thereof

of ferry boat disembarkation of ferry boat

g. Selling area of taho vendors P50/day/person

h. Selling of various items P50/day/person

i. Reflexology P50/day/person plus VAT

Grassy area between Admin. & Finance Bldg. & Gloriamaris

Venue for party, wedding etc. P10,000/day/use or fraction

thereof exclusive of VAT & utilities

PDC parking areaa. venue for tennis P75/hr.

b. venue for badminton P50/hr.

c. venue for basketball P150/hr.

d. venue for volleyball P150/hr.

e. venue for shooting, special Shooting – P6,000 for 1st 2 hrs.

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events, etc. exclusive of VAT Special Events –

P10,000 minimum rate exclusive of

VAT

Parking areasLease to Borromeo Technology Holdings, Inc.

a. CCP Main Bldg. parking area P400,000/mo inclusive of

VAT &b. Sunken parking area utilities plus equal

sharing in excess c. Side Streets of the Gross Annual

Revenue ofP7.5M

d. Liwasang Ullalim P550,000/month exclusive of VAT

parking areae. PDC parking area

f. A & F bldg. parking area

g. FAT parking area

h. MFC parking area

Comfort & Shower Roomsa. CCP Main Bldg. parking use of comfort room

P5/use/personarea use of shower room

P10/use/person

b. CCP Bay Terminal, use of comfort room P5/use/personLiwasang Tuwaang, Sunken parking area and A & F Bldg. parking area

A.2 Use of CCP Grounds and Facilities and Rental Rates

The lease/rental rates and fees for the use of grounds and facilities of the Cultural Center of the Philippines are:

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For Short Term Lease of Open Spaces/Areas

1. Grassy/Uncemented Areas P6.00 per square meter per day

P180.00 per square meter per month P6,000.00 minimum rental per day

2. Cemented Areas P10.00 per square meter per day

P300.00 per square meter per monthP10,000.00 minimum rental per day

Others

1. Shooting/Pictorial

Along the seawall of CCP Complex Stairs of the Manila Film Center Other areas that may be authorized

(For Commercial Purposes)P6,000.00 – for the 1st two (2) hours or a fraction thereof P720.00 – per hour for the succeeding hours

(For Schools and Non-profit/civic organizations)P4,320.00 – for the 1st two (2) hours or a fraction thereof P400.00 – per hour for the succeeding hours

2. Shalom/Car RacingP7,200.00 – for the 1st two (2) hours or a fraction thereof P750.00 – per hour for the succeeding hours

3. Fun Run/Marathon/Walkathon/Motorcade(For Starting/Assembly Point only)P3,000.00 – for the 1st two (2) hours or a fraction thereof P700.00 – per hour for the succeeding hours

(For Starting Point and Finish Line)P6,000.00 – for the 1st two (2) hours or fraction thereof P700.00 – per hour for the succeeding hours

4. Tennis Court – P75.00 per hour per court (daytime only and subject to the availability of the area/court)

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5. Basketball/Volleyball – P150.00 per hour per court (daytime only)

6. Mobile Vans/Food Stations (rates exclusive of water and electricity)

P6,000.00 - per van/food station per day with an area not exceeding 2x2 square meters (during specials events, i.e., shows, concerts, prayer rallies, etc.)

P10,000.00 - per month per CCP designed food kiosk.

P18,000.00 - per month per van/food station occupying an area not exceeding fifteen (15) square meters. (MC No. 005, S. 2000)

P22,000.00 - per month per big van/bus food station/double deck bus diner occupying an area not exceeding 30 square meters per month

7. Docking Permit

P1,200.00 - per boat per week (with authorized total number of passengers not more than 50 persons)

P1,800.00 - per boat per week (with authorized total number of passengers of more than 50 persons)

8. Fetching SeawaterP8,500.00 - per truck/1,000 gallons per trip (once a day only)

9. Parking FeesThe parking spaces are leased to Borromeo Technical

Holdings Inc. (MITECH).

10. Use of Comfort and Shower Rooms

CCP Main Building parking area and CCP Bay Terminal “B” Comfort Rooms

o Comfort room - P 2.00o Shower room - P 10.00

Ullalim parking area and Adm. parking area Comfort Rooms

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o Comfort room - P 5.00o Shower room - P15.00

11. Vendo Machine - P1,320.00 per month per machine

12. Silangan Hall - P14,400.00 for the 1st two (2) hours or fraction thereof

P3,600.00 per hour for the succeeding hours

13. Fireworks - P6,000.00 for the duration of the fireworks (not to exceed 30

minutes) per occasion/event

The computation of the above mentioned rates shall start from the day of ingress up to the day of egress.

The Concessions Division shall prepare a Letter Agreement/Contract for approved request. The requesting party shall sign the contract/letter agreement which copies are distributed accordingly to concerned offices.

The use/lease of CCP open space/grounds and facilities under the Circular shall be subject to other CCP rules and regulations. (MC No. 004, S. 2000)

14. CCP Basketball, Volleyball and Designated Tennis and Badminton Courts

a. The requesting party shall secure from the Concessions Division a Court Reservation and Permit Slip (CRPS) and accomplish it in triplicate, indicating therein the date when the permit is applied, full name, complete address and signature. It shall be pre-numbered. The CRPS shall be distributed as follows:

For Lessees

1st copy – Treasury Division (to be attached to the duplicate copy of the Official Receipt)

2nd copy – Requesting Party (to be presented to the assigned

guard)3rd copy – Security Guard (to be submitted to the

Concessions Division at the end of the day)

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For CCP Employees

The use of the said courts by CCP employees shall be free of charge but the CRPS shall still be accomplished.

1st copy – Requesting Party2nd copy – Security Guard (to be submitted to the

Concessions Division at the end of the day)

b. The requesting party shall submit the accomplished CRPS to the Concessions Division.

c. If the court requested is available, the Concession Division shall approve the CRPS, indicating therein the date and time of the game and the total amount to be paid.

d. The Concessions Division shall maintain a logbook to record the approved CRPS.

e. The Concessions Division shall return the approved CRPS to the requesting party, together with the corresponding Order of Payment (OP). The OP shall be pre-numbered.

f. The requesting party shall submit the approved CRPS, together with the OP to the Treasury Division for cash payment.

The Schedule of Fees shall be as follows:

Basketball and Volleyballapproved rate per hour (daytime)approved rate per hour (nighttime)

Tennisapproved rate per hour/net (daytime only)

Badmintonapproved rate per hour per net (daytime only)

g. The Cashier shall accept the payment and issue the corresponding Official Receipt (OR). The rental shall

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be treated as Operating and Service Income – Rent/Concessions Fee.

h. The Cashier shall also accomplish the “Paid” portion on the CRPS, indicating therein the OR number, date of payment and the amounts paid and shall return the approved CRPS and the OR to the requesting party. The Cashier shall retain the original copy of the CRPS for attachment to the duplicate of the OR for onward submission to the Accounting Division. (MC No. 005, S. 2003)

15. Outdoor Advertising Materials

The Cultural Center of the Philippines (CCP) allows the use of its open spaces/grounds to promote/advertise the programs & events of CCP, its Resident Companies and Lessees, and the products of different companies. The installation of advertising (AD) materials in the CCP grounds is regulated and procedures are prescribed for the guidance and strict observance of all concerned.

Advertising (AD) materials are materials that are used to promote an event product or corporate image such as banners, streamers, billboards, posters, leaflets, flyers, hot air balloons, etc. Event AD material is an AD material promoting an activity or event participated in by a group of people and/or the general public. Product AD material is an AD material promoting a merchandise. Corporate AD material is an AD material promoting a company, organization or association.

The following AD materials that can be installed in the specified areas of the CCP grounds:

A. Banners Pedro Bukaneg Street from Police Detachment to Folk

Arts Theater (FAT) Vicente Sotto Street from Roxas Boulevard to M.

Jalandoni Vicente Sotto Street from M. Jalandoni to Rotonda (V.

Sotto and Atang dela Rama) Magdalena Jalandoni Street

B. Billboards

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Non-electronic Liwasang Ipil-Ipil (Magdalena Jalandoni Street corner

Gil Puyat Avenue Extension)

Electronic Corner of Roxas Boulevard & Vicente Sotto St.

C. Streamers Outside the Folk Arts Theater (FAT) and other CCP buildings, side streets, etc. Absolutely no hanging of streamers in all trees around the complex

D. Posters Bulletin Board near the CCP Cafeteria Door at the Administrative and Finance Building CCP Bay Terminal

E. Leaflet/Flyers Trellis Area/Promenade Side Streets CCP Bay Terminal Parking Areas

F. Hot Air Balloon Liwasang Ambahan Center Island of the Folk Arts Theater Liwasang Kalikasan (formerly Sarimanok area) Liwasang Ipil-Ipil or open grounds Liwasang Ullalim ASEAN Gardens near Philippine Navy Manila Film Center former lagoon area Installation may only be allowed upon presentation of a

written approval from the Air Transportation Office (ATOP)

The installation of all Outdoor AD materials containing the following elements or messages are strictly prohibited: election campaign, cigarettes, gambling, text & images that violate public laws, offensive to morals and good customs or contrary to public order, or prejudicial to public health and interests espoused by the CCP.

The installation of Outdoor AD materials on alcoholic beverages may be allowed on a case-to-case basis and only

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upon approval of the CCP Management Committee (MANCOM).

All lampposts in a street can be used to promote products except those in the center island along Pedro Bukaneg Street from Roxas Boulevard to the CCP Main Building.

The CCP and its Resident Companies are given priority in the installation of advertising materials in the lampposts and other authorized areas free of charge.

No installation fees will be charged to lessees whose AD materials will be installed within the area which they are renting from the CCP provided they seek prior approval of the CCP Mancom before any installation is made.

All requests for the installation and operation of an electronic billboard in the designated area are directly managed by the CCP Marketing Department.

The installation and operation of an electronic billboard on the designated area are allowed upon written approval by the CCP of the proposed design, architectural and engineering plans which should be in harmony with the CCP’s thrusts and the CCP Complex Master Development Plan. All other installation requirements and procedures pertaining to electronic billboard are subject to terms and conditions set forth by the CCP Marketing Department.

For CCP and resident companies:

The procedures for request, reservation, approval, installation, dismantling and repair of all outdoor AD materials by a CCP unit and resident companies basically follow the same procedures as that for lessees except for payment of reservation and installation fees.

For Lessees:

Request and Reservation

A client shall submit a written request/reservation for installation of AD

materials together with its text, design and layout to the Concessions Office

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of the Administrative Services Department (ASD) at least one week before

the advertising period.

Payment of Reservation Fee

Within a week after the reservation has been made, the client must pay the reservation fee, which is ten (10%) percent of the total contract price in manager’s or cashier’s cheque at the CCP Cashier’s Office. If the client is unable to settle the reservation fee before the set deadline, the space shall be made available for other bookings.

Processing and Approval of Requests

The ASD will then endorse the request to the MANCOM and the Office of the President (OP) for final approval.

Upon approval of the request, a contract/letter agreement is prepared by the ASD for signature/approval of the concerned CCP officials.

Installation, Dismantling and Repair of AD Materials

The AD materials shall be installed by the lessee at his/her expense only after the letter agreement/contract is signed and the corresponding fees, applicable taxes including the refundable violation deposit (RDV) are fully paid in manager’s or cashier’s cheque at the CCP Cashier’s Office.

The dismantling/strike or egress of the AD materials from the CCP Complex shall be undertaken by the lessee, at his expense, within twelve (12) hours after the expiration of the contract.

In case of failure by the lessee to remove the aforesaid materials within the prescribed period, the RVD together with the materials are forfeited in favor of CCP, the disposal of which is determined by the CCP and is taken as full quit claim on the part of the lessee.

In cases of damage/s to any or all of the AD materials installed due to natural calamities or any other causes not within the control of the CCP, the repairs are handled by the lessee at his expense.

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All concerned CCP units/offices, resident companies and lessees ensure that the installation of the AD materials will not injure or endanger life, health, safety and property and that the structural plans for the installation comply with the provisions of the Civil Code and the National Building Code.

Dimensions and Layouts

Type of AD material Required Dimensions

Banner 1x3 meters w/ vertical orientation

Billboards should not be bigger than the

billboard frame provided in the

authorized areas

Streamers not to exceed 2x5 meters

Posters not to exceed 2x3 meters

The space layout for an event banner should be eighty percent (80%) for the promotion of the event and twenty percent (20%) for the sponsor/s.

The over-all banner mix per street is sixty percent (60%) for product banners and forty percent (40%) for event banners.

Installation Fees

All lessees shall pay the installation fees, Refundable Violation Deposit(RVD) and applicable taxes

INSTALLATION FEES

Refundable

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Type of AD Single Back to Four (4)Violation

Materials Face Back Faces Deposit(RVD)

A. BannersEvent Banner P100.00/ P200.00/ P400.00/

P100.00/banner/day banner/day banner/day banner

Product/Corporate P500.00/ P1,000.00/ P2,000.00/P100.00/ Banner banner/day banner/day banner/day banner

Refundable Installation ViolationFees Deposit (RVD)

B. BillboardsEvent Billboard P2,500.00/billboard/dayP1,000.00

Product Billboard P4,000.00/billboard/dayP1,000.00

Electronic Billboard subject to rates, terms & conditions set by the CCP

Marketing Dept.

C. StreamersEvent Streamer P500.00/streamer/dayP200.00/streamer

Product Steamer P1,000.00/streamer/dayP200.00/streamer

D. Posters Event Poster P100.00/poster/dayP50.00/poster

Product Poster P200.00/poster/dayP50.00/poster

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E. Leaflets/Flyers P1,000.00/day P500.00

F. Hot Air BalloonsEvent P3,000.00/balloon/day P1,000.00

Product P6,000.00/balloon/day P2,000.00

In addition to the installation fees, all lessees shall pay the applicable taxes.

Discounts

The ASD through its Concessions Office reviews and recommends to the CCP President whether a request for a discount can be granted or not.

In general, the following may qualify for a discount:

Regular clients (those who have advertised at the CCP grounds for three (3) times in three (3) consecutive years with a good record of payments and compliance with the set policy-guidelines.

Government agencies, non-government organizations, schools, civic, religious or charitable organizations who are promoting a non-profit event.

A maximum discount of ten percent (10%) may be granted to deserving organizations only upon request. The ASD will recommend to the CCP President the appropriate amount of discount on the total contract price that can be granted to the requesting party based on the approved discount rate.

A client and/or organization can be given a discount only once a year.

For lessees whose events are to be held in a CCP property/facility, an automatic fifty percent (50%) discount can be granted. (MC No. 006, S. 2006)

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A.3 CCP Pay Parking Operations

The Concessions Division administers the CCP parking operations.

Parking fees shall be collected from all the vehicles entering the CCP parking areas except the following:

1. Vehicles of all officials and employees of the CCP, CCP service providers and regular employees and artists of

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the regular resident companies that bear the CCP parking stickers issued by the Concessions Division.

2. Vehicles of all officers and employees of non-regular CCP resident companies, in-house contractors, lessees and concessionaires that have paid annual parking fees and bear the CCP parking stickers issued by the Concessions Division.

Parking Rates:

The parking rates are as follows:

1. Heavy Equipment and Heavy Vehicles (ten wheelers, trailers and the like)

P240.00 for the 1st 3 hours plus P40.00/succeeding hour or fraction thereof

2. Buses

P60.00 for the 1st 3 hours plus P10.00/succeeding hour or a fraction thereof

3. Cars and other Light Vehicles

P30.00 for the 1st 3 hours plus P10.00/succeeding hour or a fraction thereof

4. During performances/shows at CCP and Tanghalang Francisco Balagtas (Folk Arts Theater)

P30.00 flat rate fee for cars and light vehicles for the duration of the show

P90.00 flat rate for buses for the duration of the show

5. Street Curb Parking

P60.00 flat rate for cars and light vehicles not to exceed eight (8) hours

P120.00 flat rate for buses not to exceed eight (8) hours

6. Charges for Lost Tickets

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P150.00 per ticket in addition to parking fee

Tickets and Receipts

A. Regular Tickets

The parking fee tickets to be issued shall be white for cars and other light vehicles, and yellow for buses, heavy equipment and heavy vehicles. Tickets shall be pre-numbered consecutively and shall consist of three (3) stubs containing the following data:

1. 1st stub – shall bear the ticket number, the date of issuance, the time in and time out of the vehicle. It should not be detached from the ticket booklet.

2. 2nd stub – shall bear the ticket number, the date of issuance, the time in and time out, the amount of parking fee for the 1st three (3) hours, the parking fee in excess of the 1st three (3) hours, if there be any, and the total amount of the parking fee. This shall be issued to the customer together with the 3rd stub (customer’s copy) and shall be surrendered to the parking provider on duty by the customer before he exits from the parking area.

3. 3rd stub – this is the customer’s copy and shall contain the following:

ticket number; date of issuance; time in and time out; the amount of parking fee for the 1st three (3)

hours; the parking fee in excess of the 1st three (3) hours,

if there be any; the total amount paid; and the parking rates

The parking rules and regulations shall be printed on the back of the ticket.

B. Flat Rate Tickets and Street Curb Parking

The parking fee tickets to be issued shall be green.

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a. 1st stub – shall contain the ticket number, the date of issuance, the time in and time out and the plate number of the vehicle. It should not be detached from the ticket booklet.

b. 2nd stub – shall be the customer’s copy. It shall contain the ticket number, the date of issuance, the time in, time out and the plate number of the vehicle and parking fee due.

C. Free Parking

Pre-numbered passes shall be issued to vehicles bringing in passengers at the terminal and those who have official business with the CCP.

Car passes shall likewise be issued to clients of establishments who have parking arrangements with the CCP.

D. Parking Hours

The parking hours in the CCP Pay Parking Areas are as follows:

1. CCP Main Building Parking Area 5am to 12 midnightand the Liwasang Ullalim Parking Area

2. Sunken Parking Area 6am to 10pm when there

are events at the TFB

6am to 12 midnight when

there are events at the TFB

3. Administrative and Finance Building 24 hoursParking Area

Responsibilities of the Concessions Division

1. Administer the CCP parking operations by providing logistics and other administrative support to ensure the delivery of efficient parking services.

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2. Keep custody of and be accountable for the parking fee ticket booklets issued by the Treasury Division. Acknowledge receipt from the Treasury Division by signing in the logbook prepared exclusively for this purpose.

3. Maintain a logbook to record all ticket booklets and car passes received from the Treasury Division. Record consecutively and in chronological order the ticket booklets received from the Treasury Division.

4. Prepare monthly report of accountability of accountable forms received from the Treasury Division for submission to the Accounting Division and Commission on Audit.

5. Issue parking ticket booklets and pre-numbered passes to the parking providers enough to be used only for the day. The ticket booklets and passes should be properly acknowledged by the parking providers in a logbook.

6. Maintain a report of the ticket booklets and pre-numbered passes issued to the parking providers.

7. Ascertain the correctness of the Report of Parking Fee Collection (RPFC), cash remittances and parking tickets used and unused. If there are discrepancies or shortages, a written report shall be submitted to the Department Manager of the Administrative Services Department the Office of the Vice President for Administration. The parking provider concerned shall be required to pay the unremitted amount or shortage.

8. The daily collection of parking providers shall be handled as follows:

a. The 1st shift parking providers shall remit directly their collections to the Treasury Division.

b. The daily collections of the 2nd and 3rd shift providers shall be handled as follows:

The ticket stubs, used tickets and RPFC shall be sealed in an envelope and dropped in the collection box located at the Administrative and Finance Building.

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The collection box shall have two (2) different set of keys. One set of key shall be in the custody of the Chief of the Concessions Division and the other shall be in the custody of the duly designated parking operations supervisor.

The collection box shall be opened simultaneously by the two (2) authorized personnel who are the custodians of the keys. The sealed envelope accounted from the box shall be recorded in a logbook by the parking operations supervisor.

The opening of the sealed envelopes and the counting of actual cash collections shall be done by the chief of the Concessions Division or his duly designated representative and the parking operations supervisor everyday. Actual cash collected should tally with the RPFC and remitted to the Treasury Division within the same day.

Responsibilities of the Treasury Division

1. Ensure the daily availability of a Treasury Division personnel who is authorized to accept remittances and issue official receipts.

2. Issue parking ticket booklets to the Concessions Division and shall properly record the issuance in a logbook.

3. Prepare a monthly report of accountability of tickets issued to the Concessions Division and submits the same to the Accounting Division and the Commission on Audit.

4. Accept the parking collections remitted by the 1st shift parking providers and acknowledge receipt by issuing the corresponding Official Receipts to each parking provider.

5. Issue official receipts to each parking provider for collections for the 2nd and 3rd shifts remitted by the Concessions Division.

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6. All parking collections received for the day shall be deposited intact with the depository bank the following business day.

Responsibilities of the Parking Provider

1. Acknowledge receipt of the tickets and passes issued by the Concessions Division in the logbook.

2. Issue parking tickets to customers:

a. For Regular Tickets

1) Upon entrance of the vehicle, detach the 2nd and 3rd

stubs from the ticket booklet and on the appropriate spaces, register the date and time of entry of the vehicle.

2) On the appropriate space of the 2nd stub write the amount of the parking fee for the first three (3) hours.

3) Issue the 2nd and 3rd stub to the customer. Collect the parking fee for the first three (3) hours.

4) Collect from the customer the 2nd and 3rd stubs. Indicate the excess hour(s) on the 2nd and 3rd stubs and collect the corresponding fee before allowing the vehicle to leave the parking area.

5) Return the 3rd stub to the customers.

6) In case the 2nd and/or the 3rd stubs are missing or not returned by the customer, the parking provider shall collect from the customer P150.00 for lost ticket.

b. For flat rate and street curb parking:

1) On the appropriate space of the 1st stub write the date, the time in and plate number of the car.

2) Issue the 2nd stub to the customer and collect the parking fee.

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3. Safekeep all the parking fees collected prior to remittance

4. Record the collection in the cash book and accomplish the necessary report.

5. Turn over unused tickets to the next shift provider and have this receipted in a logbook placed at the parking booth.

6. Prepare the RPFC in triplicate to be distributed as follows:

1st – Treasury Division2nd – Concessions Division3rd – Parking Provider concerned

Place the ticket stub and used tickets together with the original copy of the RPFC inside the collection envelope.

7. Classify and summarize collections by denomination and indicate the same in the report.

8. Turn over the duly counted cash collections, ticket stubs together with the report, to the following:

1st shift – Treasury Division2nd shift – Concessions Division

9. Be accountable and pay for shortages.

Responsibilities of the Accounting Division

1. Ensure that all parking tickets issued to the Treasury and Concessions Divisions are properly accounted for.

2. Reconcile reports issued and unissued parking tickets against the reports submitted by the Concessions and Treasury Divisions to ascertain that the parking tickets issued to customers correspond to the CCP official receipts.

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Responsibilities of the Internal Audit Service Office

1. Periodically counter-check the unissued tickets that are under the custody of the Treasury and Concessions Divisions and affix initials in the last series of the ticket.

(MC No. 003, S. 2005)

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B. CCP BUILDINGS

The buildings and structures, which the CCP uses for its operation and programs that are within the 62.37 hectares of CCP land at the CCP Complex and at Mt. Makiling Forest Reservation at Laguna.

B.1 Buildings at the CCP Complex

CCP Main Building (Tanghalang Pambansa)The building with a floor area of 6, 824.8 sq. meters was

built on a lotarea of 27, 648 sq. meters and has a front lawn; was

building houses the Tanghalang Nicanor Abelardo (Main Theater),

Tanghalang Aurelio Tolentino (Little Theater), Tanghalang Manuel Conde

(Audio Visual Room), Tanghalang Huseng Batute (Experimental

Theater), galleries, museums, library and CCP offices. This is now a national

landmark and with its front lawn will not be touched by the

development of the CCP

Complex.

Other areas for lease: CCP ramp

a. venue for shooting P6,000 1st 2 hrs. or fraction thereof

plus P720/hr. for the succeeding hr.exclusive of VAT & utilities

b. venue for cocktail, exhibit, P10/sq. m/with a minimum rentalspecial events, etc. of P10,000/day or fraction thereof

exclusive of VAT & utilities

Buffeteria – lease to Barbara’s for P89,443.20/mo exclusive of VAT

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the operation of canteen & utilitiesArea – 331 sq. m.

Silangan Hall – venue for 10% concessions fee plus utilities

workshops, exhibits, cocktail, etc. – lease to Barbara’sArea – 719.20 sq. m.

Wine Bar – at the Main Theater & 10% concessions feeLittle Lobby – open during shows only

Production Design CenterThe building is located behind the CCP Main Building. It

was designed by National Artist, Leandro V. Locsin. It was built in 1992 with a floor area of 3, 192.5 sq. meters on a lot area of 4, 441 sq. meters; serves as a venue for the construction and storage of sets, costumes and props and houses offices and design studios. The building will not be touched by the development of the CCP Complex but may be linked to constructions of other facilities for practical and logistical reasons.

Production Design ServicesThe CCP Production Design Center offers the following:

Design and Technical Theater Consultations

The qualified staff can advise and guide on scene and costume design and fabrication of school/classroom productions, theatrical productions, events and similar endeavors.

Facilities for Lease

The Scene ShopA 400 square meter space, the Scene Shop is ideal for scenery/prop construction, painting and pictorial or video taping sessions.

The Costume ShopEquipped with high-speed machines, the Costume Shop is ideal for costume fabrication and costume fitting sessions.

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Folk Arts Theater (Tanghalang Francisco Balagtas)The building was designed by National Artist Leandro V.

Locsin. This was built in 1974 with a floor area of 8, 218.75 sq. m. on

a lot area of 37, 262 sq. m. in a record period of 77 days as the venue

for that year’s Miss Universe beauty pageant. After the pageant, the 8,

000-seat theater serves as a venue for popular art events, pop concerts

and large gatherings.

It was hurriedly built on reclaimed land near the sea that had not fully

settled and is still structurally safe. Major repairs on the foundation and

metal roof beams have to be done in 5 to 10 years time.

The main income from the venue is derived from theater rentals. However,

producers and promoters who used to book at this non-air-conditioned

theater now go to air-conditioned venues.

It is being leased to Day by Day Christian Ministries (DBDCM) for 5 years

which will expire on December 31, 2009.

Manila Film Center (MFC)The building has a floor area of 10, 664 sq. m. built on a lot area of 101, 523 sq. m. in 1981 in time for the Manila International Film Festival.

MFC houses a big theater (1,000 seats), two smaller theaters (400 and 600 seats each), offices and film archives space.The building that was designed by Architect Froilan Hong was inspired by the Parthenon.

Construction took only three months and was marred by the collapse of the big theater concrete floorings.

During the 1990 earthquake, some sections were damaged. Since then, the building has been largely underutilized. Although damaged superficially, it is

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structurally sound as indicated in the inspection reports from the Department of Public Works and Highways and a private firm.

At present, the MFC main theater is on a 3-year lease to a Korean group for the Amazing Philippine show.

Other areas leased to Amazing Philippine Theater.

a. Gift Shop – Area 825.21 sq. m. P33,600/mo inclusive of VAT

b. Restaurant – Area 407.068 sq. m P33,600/mo inclusive of VAT

c. Stairs – venue for shooting & pictorialP6,000 1st 2 hrs. or fraction

thereof plus P720/hr for the

succeeding hr. exclusive of

VAT & utilities

CCP Administration and Finance BuildingThe two-story building has a floor area of 1,649 sq. m. built on a lot area of 6,849 sq. m. along Manila Bay, between Folk Arts Theater and the Gloriamaris Restaurant. Built in the late 1970 as a fast-food center was later converted into offices and now houses the CCP’s Administrative and Financial Services Department. A portion of the building is currently being rented out.

a. Canteen – 143 sq. m. P200/sq. m/mo exclusive of

VAT & utilities

b. Ground Floor. - P233,647.28/mo inclusive ofLease to Lee Gift 25 garbage disposal fee & VAT butArea – 556 sq. m. exclusive of other utilities &

parking fees

c. 2nd Floor & Stairways P111,160/mo exclusive of

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VATLease to Point Tour & Travel, Inc.as office space & massage Spa clinic

Area – 635.20 sq. m.d. Rooftop – Lease to Point Tour P21,748.30/mo. exclusive of VAT & Travel, Inc. as venue for coffee shop Area – 621.38 sq. m.

Structure along Pedro Outdoor canteenP300/sq. m/day

Bukaneg St & inside the Floor Area – 65.25 sq. m exclusive of VAT

CCP Main Bldg. parking Outside Area – 40 sq. m. & utilitiesarea

CCP Ferry TerminalThe one-storey terminal building has a floor area of 546.86 sq. m. built on a lot area of 29, 755 sq. m. and is situated on the north side of the CCP Complex. It serves as terminal for passengers of boats, plying routes to Corregidor, Cavite, Bataan, Mindoro, Zambales and Subic. Some areas are leased.

a. Office SpacesTerminal A (10 units) P605/sq. m/mo.

exclusive of VATTerminal B (6 units) & utilities

b. Store/stall spaces (4 units) P2,500/sq. m/mo. exclusive of VAT

& utilities

c. Coffee Shop (1 unit) P2,500/sq. m/mo. exclusive of VAT

& utilities

d. Newspaper/magazine stand P605/sq. m/mo. exclusive of VAT

(1 unit)The Wharf/seawall area at the CCP Bay Terminal are

used as follows:

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a. Embarkation & disembarkation Terminal fee of P10/pax ferry boat commuters overnight of berthing

of boat P200/boat/night

b. Embarkation & disembarkation P1,500/day or fraction of private ferry boat thereof (exclusive of

VAT)

c. right of way/anchorage of P14,000/mo exclusive of sightseeing ferry boat VAT & utilities

d. Restaurant space – lease to P62,890.71/mo. garbage Inggo’s Grill & Café disposal fee & VAT

but exclusive of other utilities

Area – 477.7 sq. m.

B.2 Buildings at Mt. Makiling, Los Banos, Laguna

National Arts Center (NAC)

The NAC was established in 1976. Its various buildings and excellent facilities occupied an area of over 13.5 hectares in the Mt. Makiling Forest Reservation at Laguna. Its unique location makes it a prime venue for seminars, conferences, social and cultural events, wedding ceremonies and receptions and many more.

The facilities made available for use by the public are:

1. Pugad Adarna (Executive House)2. Pugad Aliguyon (Marvilla Cottages)3. Bulwagang Sarimanok (Clubhouse)4. Tanghalang Maria Makiling (Open Air Theater)5. Tanghalang Maria Makiling (Open Air Theater)6. St. Mark’s Chapel7. Open Spaces

Pugad Adarna (Executive House)

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It has nine (9) fully air-conditioned bedrooms with a total bed capacity of 34, a kitchen, a dining area/ lounge convertible into a function hall and a swimming pool exclusive only to its guests. The place is ideal of family outing and intimate gatherings.

Pugad Aliguyon (Marvilla Cottages)It has 12 cottages linked by walkways, which can

accommodate 98 persons in 24 rooms. Each cottage has 2 rooms with varying bed and a veranda, furnished with overhead fans and built-in closets.

The venue is ideal for billeting participants for seminars, retreats, conventions and other activities involving large groups.

Bulwagang Sarimanok (Clubhouse)This is a 2-storey building with a large glass-walled

hall surrounded by a veranda suitable for wedding receptions, seminars and conferences.

It has a spacious kitchen and two-bedroom dormitory in its mezzanine, overlooking the parqueted hall.

Tanghalang Maria Makiling (Open Air Theater)The open-air theater has a seating capacity of 1800,

including the concrete bleachers outside the theater. It is ideal for concerts and conventions.

St. Mark’s ChapelThis is built without a wall amidst towering trees and

lush forest vegetation an ideal setting for a garden wedding, meditation and contemplation. Designed by National Artist Leandro Locsin.

B.3 Collection of Terminal

The CCP collects terminal fees from passengers of the ferryboat at the Bay Cruise Terminal at the CCP Liwasang Ulalim. The income generated is used to ensure safety, orderliness, comfort and cleanliness within the premises of the terminal.

The collection system for proper control and accounting of fees collected:

1. The Treasury Division (TD) shall be responsible for the printing and safekeeping of terminal tickets. It shall

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maintain a logbook to record tickets on hand and tickets issued for the project to the Concessions Division (CD).

2. The CD shall withdraw from the TD such number of tickets to be used for one (1) week period of operations of the terminal. It shall be responsible for the safekeeping of terminal tickets withdrawn from the TD and shall also maintain a logbook to record tickets received from the TD and tickets issued to the terminal fee collector.

3. The CD shall designate collectors who shall have the following responsibilities:

Terminal Fee Collector

Issues terminal tickets (Stubs # 1 & 2) to the departing passengers. Terminal tickets shall be issued consecutively.

Collects terminal fees.

Retains Stub # 3.

Prepares Daily Report on Terminal Fee Collection indicating therein, the date of collection, ticket number (beginning and ending), number of terminal tickets issued and the corresponding amount of terminal fees collected, Official Receipt (OR) number, date of OR, the corresponding amount of terminal fees and remarks, in quadruplicate copy to be distributed as follows:

Original – COADuplicate – Accounting DivisionTriplicate – Treasury DivisionQuadruplicate – Concessions Division

Remits terminal fees collected for the day together with the retained terminal ticket stubs (Stub # 3) and submits the original, duplicate and triplicate copies of the Daily Record on Terminal Fee Collection to the TD.The collection of the 1st shift Terminal Fee Collector (5am to 12nn) shall be remitted by the

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said collector to the TD immediately after the end of the 1st shift collector on the same day. Collections of the 2nd shift terminal fee collector (12nn to 7pm) shall be remitted by the said collector to the TD immediately after the end of duty of the 2nd shift collector on the same day.

Terminal Ticket Stub Collector

Collects Stub # 1 from the embarking passengers.

Prepares Daily Report on Terminal Ticket Stubs Collected in triplicate, indicating therein the date of collection, ticket number (beginning and ending), number of tickets collected and the corresponding amount and remarks. The missing tickets with the corresponding serial numbers shall also be indicated in the report, together with the explanation why the ticket was missing.

Submits the duly accomplished Daily Report on Terminal Ticket Stubs Collected, together with the ticket stubs, (Ticket Stub # 1) collected for the day, to the CD for distribution of copies of the report to the different offices and safekeeping of ticket stubs # 1.

4. The CD shall distribute copies of the Daily Report on Terminal Ticket Stub Collected, as follows:

Original – COA Duplicate – Internal Audit Services OfficeTriplicate – Concessions Division

The copy for the COA shall be accompanied by the corresponding ticket stub (Stub #1) collected for the day.

5. The CD shall prepare a Monthly Report of Terminal Fee Collection, indicating therein the month and the year covered by the report, the date of collection, the ticket numbers (beginning and ending), the number of tickets issued, the corresponding amount of terminal fees collected, the OR number, the date of the OR and the

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corresponding amount of terminal fees remitted to the TD in quadruplicate copy, to be distributed as follows:

Original – COADuplicate – Accounting DivisionTriplicate – Internal Audit Service OfficeQuadruplicate – Concessions Division

6. The TD, upon receipt of the collected fees, the Daily Report on Terminal Fee Collection and the terminal ticket stubs (Stub # 3) collected for the day, shall issue an OR and shall likewise indicate the OR number, the date of the OR and the amount of terminal fees remitted on the said daily report form. The TD shall forward the original and duplicate copies of the report and the terminal ticket stubs # 3 to the Accounting Division.

7. The Accounting Division shall forward the original copies of the Daily Report of Collection and the terminal ticket (stubs # 3), together with the corresponding official receipt, to the COA Auditor within five (5) working days from receipt of the said report and tickets. (OO No. 089, S. 2004)

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B.3 BOOKING OF VENUES

The CCP venues, which are booked for performances/ events at the CCP Complex are:

A. Venues under the supervision of the Theater Operations Department (TOD):

2. CCP Main Theater (Tanghalang Nicanor Abelardo)3. CCP Main Theater Lobby (Tanghalang Nicanor Abelardo

Lobby)4. CCP Little Theater (Tanghalang Aurelio Tolentino)5. CCP Little Theater Lobby (Tanghalang Aurelio Tolentino

Lobby)6. Experimental Theater (Tanghalang Huseng Batute)7. Folk Arts Theater (Tanghalang Francisco Balagtas)8. Rehearsal Hall (Bulwagang Francisco Reyes Aquino)9. Conference Room (Bulwagang Amado Hernandez)10. Production Design Center (PDC) Scene Shop11. Main Building Promenade Deck

B. Venues under the supervision of the Visual Literary and Media Art Department (VLMAD)

1. Main Gallery (Bulwagang Juan Luna)2. Small Gallery (Bulwagang Fernando Amorsolo)3. Second Floor Hallway (Pasilyo Vicente Manansala)4. Third Floor Hallway (Pasilyo Guillermo Tolentino)5. Fourth Floor Hallway (Pasilyo Victorio Edades)6. Little Theater Lobby Wall (Bulwagang Carlos Francisco)7. MKP (Bulwagang Alagad ng Sining)8. CCP Dream Theater/Audio Visual Room (Tanghalang

Manuel Conde)

B.3.1 General Guidelines/Procedures in Booking of Venues

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Booking priorities are ranked as follows:

a. CCP Produced Shows Regular Programs Special Events

b. CCP Co-Produced Shows Regular Resident Company Productions Seasonal Resident Company Productions Shows/ Productions with embassies and other agencies,

institutions and individual production companies Lessees

Booking of CCP produced and co-produced shows especially with the resident companies for the succeeding year is finalized by the second quarter of the current year. Representatives of resident companies and units are invited to attend booking meetings.

Booking Calendar for the succeeding year is opened to lessees starting July of the current year. Bookings for graduation rites, beauty contests, religious activities and similar events are allowed only at the Folk Arts Theater (Tanghalang Francisco Balagtas).

All booking requests are forwarded to and processed by the department concerned. TOD for theaters, lobbies, rehearsal halls, scene shop and promenade deck or VLMAD for museums, galleries, hallways, MKP and Dream Theater.

All bookings become final upon the recommendation of the Booking Committee, and approval by the CCP President using the Booking Approval Sheet.

All approved bookings at CCP venues are forwarded to either the TOD or the VLMAD.

Confirmed bookings (new entries, adjustments and the like), are entered and reflected in the Booking Calendar, Theater/ Museum Weekly Schedule and Booking Adjustments by the concerned office. The Venue Management Division keeps the original copy of the Booking Calendar for the performance venues. The Museum and Arts Division keeps the original copy of the Booking Calendar for the exhibit spaces. Copies of the Booking Calendar are available on the CCP Web page and Local Area Network as “View Only File”. The particular office

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informs parties concerned on the availability of the requested venue and confirm bookings of CCP units two (2) months before the scheduled activity.

Updating and reconciling schedules of the Booking Calendar are done during the Booking and Discount Committee meetings scheduled every first Tuesday of the month. Special meetings may also be called as the need arises. Rush bookings may be processed via ad referendum.

Granting of Discounts

The Center frequently receives requests for support of worthwhile objectives from creditable institutions that wish to use the Center’s venues in their programs. In specially meritorious cases and according to the Center’s financial capability, the Center grants discounts on venue rental.

a. The money value of discounts granted to each sector in a calendar year shall be computed on the basis of the Center’s prevailing and published rates for the venues availed of. The approved limit shallbe observed. The approved limit set is One Million Pesos(P 1,000,000.00) and shall remain the limit unless revised by the CCP President.

b. No more than fifty percent (50%) discount of basic rental shall be granted to any entity. No discount shall be granted on equipment, ticket printing, ushering services and overtime services.

c. An entity after being granted a discount shall be entitled to for another discount only after two (2) years from the date of the grant.

d. National Artists, by virtue of their status and invaluable contribution to arts and culture may be granted a discount without a specific frequency schedule if and only if the National Artist is directly involved in the project and not merely as an endorser or an inspiration for the project. In case the project is the work of a deceased National Artist, his/her recognized estate administrator must formally endorse the project to the committee for evaluation.

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Request for discounts shall be categorized according to the following sectors:

SectorPercentage Limit Amount (Php)

a. Embassies and programs/ activities 5% 50,000.00sponsored by foreign entities b. Civic Organizations and cause- 10% 100,000.00oriented groups c. Private entities and individuals 10% 100,000.00d. Religious orders and other religious 10% 100,000.00Organizations e. Schools and other educational 15% 150,000.00Institutions f. Government agencies and groups in 15% 150,000.00The government sector g. Artist/s and artist organizations 15% 150,000.00h. Programs for/by National Artists 20% 200,000.00TOTAL 100% 1,000,000.00

The Booking and Discounts Committee may at its discretion, realign unutilized amounts during the last quarter of the year, provided that the discount limit does not exceed One Million Pesos (P 1,000,000.00).

Commercial or revenue-generating programs/activities will not be entitled to discounts. These include shows that have strong potentials for ticket sales or sponsorships.

The Booking and Discounts Committee, at its discretion, may include other Department Heads to decide on requests that may be pertinent to the concerns of their particular department. (MC No. 002, Series of 2006; MC No. 009, Series of 1995; MC No. 005, Series of 1988)

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Booking of Foreign Artists in Center Venues and Productions

The FILIPINO ARTIST has priority in all of the Center’s venues and productions.

The Center also committed to the pursuit of international relations for mutually beneficial interchange between Filipino arts and culture and the rest of the world.

Objectives

1. To establish and acknowledge in concrete and operational terms the priority that the Center accords Filipino Artists in all its venues and productions.

2. To install a mechanism that acknowledges Filipino Artists’ priority in all the Center’s venues and productions, while enabling the Center to engage foreign artists or allow productions with foreign artists in the Center’s venues.

Coverage

Tanghalang Abelardo, Tanghalang Tolentino, Tanghalang Batute, Tanghalang Balagtas, Tanghalang De Leon, Tanghalang Molina, Tanghalang Reyes, all Center venues.

All Center productions, including the productions of its resident companies, excluding the productions of resident companies in venues outside the Center.

Artists, whose citizenship is other than Filipino, who perform in a Center production or in a Center venue (i.e. Foreign Artists), except the following:

classical artists those who perform in fulfillment of a cultural exchange

agreement those who are sponsored or sent by counterpart cultural

organizations those who waive their regular performance fees or

perform without fees those who perform for the benefit of organizations of

Filipino Artists Filipino Artists who have acquired foreign citizenship

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Guidelines

In consideration of the policy that Filipino Artists have priority in all of the Center’s venues and productions, and as compensation of Filipino Artists at-large for their virtual displacement in venues and productions that employ Foreign Artists, the following guidelines are established:

1) For all Center productions, whether in Center venues or outside

The Center shall include in its production budgets and shall set aside for the purpose the amount of Two Thousand Five Hundred Pesos (P 2,500) for each Foreign Artist allowed to perform in the production. The total amount however shall not exceed Ten Thousand Pesos (P 10,000) per production, regardless of number of performances or number of Foreign Artists included in the production.

2) For all non-Center productions in all Center venues

The Center shall require the production to set aside the amount of Two Thousand Five Hundred Pesos (P 2,500) for each Foreign Artist allowed to perform in the production. The total amount however shall not exceed Ten Thousand Pesos (P 10,000) per production, regardless of number of performances or number of Foreign Artists included in the production.

This amount may be a deduction from the fees of the Foreign Artists or may be separate item in the production budget. Whatever the case, the production or producer is responsible for turning over the amount to the Center.

This provision shall be included as an integral part of all contracts for the lease or use of all Center venues.

This amount shall be collected by the Center and held in trust for Filipino Artists at-large.

3) Disposition of amounts set aside or held in trust

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a) The Center shall accumulate all amounts set aside or collected, as ordered in guidelines 1 & 2, on a quarterly basis. These amounts shall be called “FOREIGN ARTIST CHARGES” (FAC).

b) On a quarterly basis, the Center shall decide on a beneficiary or beneficiaries and award all or part of the amounts set aside or collected. For this purpose, a FAC Committee is established consisting of the Directors/Artists Coordinators of the Performing Arts Department, the Associate Artistic Directors of Performing Arts and Theater Operations, with the Artistic Director as Chairman.

c) For the purpose of implementing guidelines 3-a and 3-b, the FAC Committee shall pre-qualify and establish a list of beneficiaries.

d) Finance Services Department shall submit to the Chairman of the FAC Committee a quarterly report on the accumulation of amounts set aside or collected.

e) In the event no beneficiary/ies is/are qualified under guidelines 4 (below) or the FAC Committee decides not to award any amounts during a quarter, the amounts set aside or collected may be accumulated from quarter to quarter.

4) The qualifications of a beneficiary shall be:

a) The beneficiary must be an organization.

b) The organization must be acknowledged to represent a significant number of Filipino Artists. It must be duly registered in the appropriate government bodies, and must not have any outstanding liabilities or accountabilities with the Center.

c) Whenever possible, the beneficiary organization will be that component of those artists who have been in some way prejudiced by the Foreign Artists performances.

d) No individual may be a beneficiary.

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5) The Beneficiary Organization shall designate an official representative who shall be responsible for relating to the Center on all matters. This official representative shall also sit in a FAC Board of Advisors, whose members will come from each of the Beneficiary Organizations accredited by the Center. The FAC Board of Advisors will act as consultant to the FAC Committee (guideline 3-b).

6) The Center may award the amounts (set aside or collected under guidelines 1 and 2 on a quarterly basis) an unlimited number of times (or quarters) to the same beneficiary organization/s as long as the beneficiary organization/s maintain/s the qualifications according to guideline 4.

7) The Center, on making the award to a qualified beneficiary organization, shall require the beneficiary organization to submit a proposal for the use of the award, which proposal must be approved by the Center as a condition for disbursement. If a beneficiary organization is to be a recipient for a subsequent quarter, a report (with appropriate support documents) on the utilization of the previous award must be submitted together with the proposal for the use of the forthcoming award.

8) The FAC Committee shall be the governing body with regard to all matters relating to this Office Order. Once a year, the FAC Committee will convene its FAC Board of Advisors to review the system of Foreign Artist Charges and the guidelines of this Office Order, and implement changes for the benefit of the Center and all concerned. (OO No. 001, S. 1988)

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B.3.2 Booking of Venues Under the Supervision of the Theater Operations Department (TOD)

Shows presented at the CCP venues are CCP produced shows, CCP co-produced shows, CCP as presentor/co-presentor and lessees shows.

CCP Produced Shows – regular programs and special events initiated and undertaken by the CCP.

CCP Co-produced Shows – shows that are jointly undertaken by the CCP and its national, regular, seasonal resident companies and other entities.

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The Cultural Center of the Philippines is considered a Co-producer if a production/event in which it contributes or participates in the form of equity through waiver of rentals or other fees, outright investment in production costs, and/or production services. In this arrangement, the CCP is involved in the artistic aspects of the production. In such a case, the CCP shall be billed above the title, with the exact order dependent on the relative value of the CCP’s participation in the production.

Presentor/Co-Presentor – the Cultural Center of the Philippines is considered as Presentor or Co-Presentor of a production/event if its participation is limited to waiver or discounts in the rentals or other fees and services. In this kind of agreement, the CCP is not directly involved in any of the production aspects.

The CCP’s participation as a Co-Producer/Co-Presentor shall be subject to the approval of the President or Vice-President/Artistic Director upon the recommendation/approval of the Artistic Programs Committee.

Discounts/Waivers in Rentals of Venues or Facilities

In cases where the CCP simply waives partial rentals for the use of venues and facilities, the CCP is not required to be billed as a Co-Producer or Co-Presentor. Instead, the CCP may be billed, as follows:

Presented in cooperation with the Cultural Center of the Philippines

Or(PRESENTOR) in cooperation with the Cultural Center of

the Philippines

Lessee – a person/entity who rents the CCP theater and facilities.

The Booking and Box Office Division releases new booking schedules on a monthly basis.

Payment of Booking Fees

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A Non-Refundable fee is paid by a proponent who initiates co-production with the CCP within ten (10) days after the proponent receives an approved letter from the CCP Management.

Non-payment of the required booking fee within the prescribed period shall be deemed automatic cancellation of the booking.

Except in the force majeure cases, bookings of resident companies which are cancelled less than two (2) months before the actual performance date incurs a penalty equivalent to the Non-Refundable Fee paid by co-production proponents. The penalty shall be deducted from their subsidies. In case of cancellation of performance two (2) weeks before scheduled date, a penalty equivalent to 50% of the Non-Refundable Fee shall be deducted from their subsidies.

For Lessee Booking

The letter of the prospective lessee requesting for the use of CCP venue shall specify the date, time, short description and technical requirements of the production.

If the lessee is a corporation, it shall submit a copy of the SEC registration, together with a Board Resolution authorizing its representative to transact business with the CCP. For partnership and single proprietorship, it shall submit a DTI registration and Letter Authorization for its representatives.

A pre-production meeting with the lessee, Division Chiefs of the Technical Service Division of TOD and the Performing Arts Department is set by Venue Management Division Chief to assess the feasibility of the show/performance. The following pre-production documents are presented by the lessee in the meeting to determine if the show is technically feasible:

1. Brief description of the show or event including proposed program, sequence treatment and/or guide.

2. Proposed set design plans which include scaled plans, section evaluation and other details.

The booking request for feasible shows is sent to the Booking and Discounts Committee and the President for approval.

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The Department Manager of TOD informs the lessee of approved booking request through a letter.

The lessee pays the Reservation Deposit in cash or in Manager’s check within ten (10) days from receipt of letter confirmation in accordance with the current approved date. The Reservation Deposit represents a down payment deductible from the total contract price. However, the deposit is forfeited in favor of the CCP should the lessee fails to sign the Lease Contract within ten (10) days from the receipt thereof.

The confirmed booking is entered in the Booking Calendar for Venues by the Venue Management Division.

A contract is prepared based on the Booking Approval Sheet. The lessee pays 50% of the total fees upon signing of the Lease Contract. In addition, the Lessee pays the Reservation Violation Deposit (RVD) prescribed for each venue in cash or manager’s check. The Refundable Violation Deposit (RVD) is a fixed amount depending on the venue reserved, charged to the lessees to ensure payment of possible damages and other violations, as stipulated in the contract, incurred during their use of CCP Venues and facilities. Otherwise, said amount shall be refunded to the lessee. All financial obligations shall be paid at least ten (10) working days before the performance. Non-compliance with the terms and conditions of the Lease Contract constitutes forfeiture of the RVD.

Lessee secures and submits the necessary permits including a Mayor’s Permit to hold the event.

Lessee provides the title and description of the show, lead performer/s, director, producer and the beneficiaries for inclusion in the Calendar of Events, once booking is approved.

Lessee submits the ticket text after the contract has been signed. The text contains the title of the show, date, time, venue and pricing. Ticket printing for non-revenue shows/events is done within seven (7) days after submission of ticket text. The printed tickets are validated by the Venue Management Division before releasing to lessee. For revenue shows, lessee uses the computerized ticketing system. The tickets are made available in the system two (2) days after submission of ticket text. The Ticket Sales Agreement is drawn

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by the lessee and the official computerized ticketing system of the CCP.

The final production meeting between the show’s production staff and the CCP staff is held not later than two (2) weeks before ingress to discuss an updated final information on the complete set design, complete lighting lay-out, sound equipment lay-out, technical riders when applicable, complete cast and staff list and other related production documents which become an integral part of the contract.

The lessee makes sure that all pertinent information like time, venue, etc. on the production is consistently reflected in all publicity materials, press releases, posters and the like. The following designated official names of the Center’s venue are also indicated with the old names enclosed in parenthesis in said materials:

Tanghalang Francisco Balagtas (Folk Arts Theater)Tanghalang Nicanor Abelardo (CCP Main Theater)Tanghalang Aurelio Tolentino (CCP Little Theater)Tanghalang Huseng Batute (CCP Studio Theater)

Schedules for Performance and Rehearsals

For regular complement which refers to the package on the use of the theater and the stage up to the curtain line, the performance shall be for three (3) hours and set-up/technical rehearsal for eight (8) hours during regular working hours immediately before the three- (3) hour performance.

For full complement, which refers to the package on the use of the theater and the whole stage, the performance shall be for three (3) hours, set-up/rehearsal for twelve (12) hours and technical rehearsal for 3 hours.

Set-up is done one (1) day before the performance.

For film showing, the running time is 3 hours, preview time 3 hours and set-up is 1 hour.

If there is more than one performance, the total number of set-up and rehearsal schedule shall be determined by the TOD.

Rehearsals and set-up over and above the aforementioned number of hours are chargeable to the lessee and subject to

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availability of facilities. Additional fees shall be charged accordingly.

Documentation of Performances

All requests for documentation of performances by the CCP are arranged with the Cultural Promotions Division, Chief, Cultural Resource Department. Approved requests are coordinated with the TOD. The fee is based on approved current rate.

Lessees undertaking their own documentation are charged the corresponding fee.

Royalty and Taxes

Payment for all taxes and royalty is the responsibility of the lessee.

The Center reserves the right to revoke the contract for non-compliance of any of the above and/or for cause at any time. (MC No. 001, S. 2003)

Delay of Event/Performance

Performances/events of all CCP theater venues and spaces being leased or rented out start promptly in accordance with the publicized curtain time or as announced/printed in the tickets or other related materials in keeping up with the Center’s responsibility to its audience who arrive on time.

The theater venues and related spaces being used/rented out for performances and events are Tanghalang Nicanor Abelardo-Main Theater, Tanghalang Aurelio Tolentino-Little Theater, Tanghalang Huseng Batute-Experimental/Studio Theater, Tanghalang Francisco Balagtas-Folk Arts Theater, and other spaces or venues such as Bulwagang Francisca Reyes Aquino, Bulwagang Amado Hernandez, Production Design Building, Tanghalang Nicanor Abelardo Lobby (Main Theater Lobby), Bulwagang Carlos Francisco (Little Theater Lobby), Trellis, ASEAN Park, Front Lawn and TFB Flagpole Area.

The Center charges the lessees and co-producers a fixed amount or Refundable Violation Deposit (RVD) depending on the venue reserved to ensure payment of possible damages and other violations, as stipulated in the contract, incurred during

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their use of CCP venues and facilities. Otherwise, said amount shall be refunded to the lessee.

To instill the value of punctuality amongst lessees, co-producers and resident companies, the RDV is forfeited if there is a delay in the start of event/performance. The penalty for lessee and co-produced events/ performances is in accordance with the current approved schedule of penalties. Resident companies are charged 50% of the current approved penalty rates for lessees per show, chargeable against their subsidy, grant or other receivables.

Lessees, co-producers and resident companies are properly informed of said policy during the pre-production and production meetings; and reminded as well, prior to start of the show (especially if a probable delay is foreseen) by the Technical Assistant (TA) and/or Front of House (FOH) Supervisor/Duty Manager. Such is to establish and maintain time consciousness and deter invalid excuses caused by lapses.

The assigned TA, FOH Supervisor/Duty Manager and the production’s Stage Manager (SM) synchronize their watches one (1) hour prior to curtain time to set the standard time based on the CCP Bundy Clock.

For delays foreseen to exceed 15 minutes beyond curtain time, the FOH Supervisor/Duty Manager makes a public announcement citing the cause of delay and specific time the event will start.

An event/performance may be delayed without being penalized, subject to any of the following consideration/s:

Delay Limited to 1 min. – 15 mins.

a. Production problems/technical trouble or some other analogous cases not due to the fault of the lessee. Under such circumstances, the TA assigned shall decide in close consultation with FOH Supervisor/ Duty Manager and SM on the validity of given reason;

b. Inclement weather;c. Overwhelming or rush of audience/turn-out that may

not be fully accommodated within the normal/standard ingress provisions (or its extreme, the late arrival of a large number of expected

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audience being material to the conduct or progress of the program;

d. Extraordinary traffic in the immediate periphery of the Center, thus, causing great delay for expected audiences (i.e. road rallies which may interrupt normal traffic flow; sudden rain showers/flash floods, simultaneous Complex event/s, etc.).

Delay Limited to 1 min. – 30 mins.

a. Some other calamity/emergency within the CCP Complex or nearby perimeter;

b. Late arrival of guest/s of honor or some other VIP (i.e. President of the Republic, National Artist, Keynote Speaker, etc.); if their attendance was properly relayed/discussed, as an integral part of the program, during the production meeting.

Delay that may Lead to Cancellation of the Show

a. Emergencies/accidents backstage;b. Earthquake;c. Fire inside the building;d. Other calamities.

Schedule of Penalties

Total time of delay is officially logged/reflected by the TA in the SM report/production folder on a per performance basis. Said entry is counter-checked and signed by the SM of the Resident Company and the FOH Supervisor/Duty Manager.

The Booking Section of the Venues Management Division of the TOD forwards the billing details to the Credit and Collection Unit of the Financial Services Department to effect said deduction. The concerned Resident Company, through the Performing Arts Department, is given a copy so as to be informed accordingly. (MC No. 001, S. 2006)

No Cell phones during Performances

To avoid incidental noise and interference which may distract the performance and members of the audience, the

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audience are requested to off their cell phones before the start of the performance. (MC No. 001, S. 2001)

Rental Rates of the Theater Venues

The Center establishes rental rates of its theater venues that are competitive with the prevailing rates in the market. The theater rental rates are reflective of the costs of operations.

Theater and Facilities Rental Rates(Effective 2006)

TNA TAT THB/BAH TNAL BCFREGULAR COMPLEMENTBasic Fee for ONE performance (max. of 3 hrs.) inclusive of ushering services with one 8-hrset-up/scenery fit/rehearsals

TUESDAYS-THURSDAYS111,500.

00 49,700.00 FRIDAYS-MONDAYS/HOLIDAYS

123, 300.00 55,200.00

Additional 1-hour on stage rehearsal

TUESDAYS-THURSDAYS6,

200.00 2, 400.00 FRIDAYS-MONDAYS/HOLIDAYS

6, 800.00 2, 800.00

additional 50% after 10:00pmAdditional 1-hour set-up

TUESDAYS-THURSDAYS5,

500.00 2, 100.00 FRIDAYS-MONDAYS/HOLIDAYS

6, 700.00 2, 300.00

additional 50% after 10:00pm

FULL COMPLEMENTBasic Fee for ONE performance (max. of 3 hrs.)inclusive of ushering services with 12-hr.set-up/scenery fit/rehearsals &

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3-hr dress rehearsal

TUESDAYS-THURSDAYS166,

000.0071,

600.0021,

900.0017,

200.0013,

600.00 FRIDAYS-MONDAYS/HOLIDAYS

184, 200.00

80, 600.00

24, 600.00

17, 200.00

13, 600.00

Additional 1-hour on-stage rehearsal

TUESDAYS-THURSDAYS8,

000.00 2, 800.00 900.00 900.00 700.00 FRIDAYS-MONDAYS/HOLIDAYS

9, 500.00 3, 200.00 1, 000.00 1, 000.00 800.00

additional 50% after 10:00pmAdditional 1-hour set-up

TUESDAYS-THURSDAYS5,

600.00 2, 100.00 800.00 800.00 600.00 FRIDAYS-MONDAYS/HOLIDAYS

7, 100.00 2, 400.00 900.00 900.00 700.00

additional 50% after 10:00pm

TV Coverage Fee (for Broadcast)32,

500.0019,

500.00 7, 800.00 7, 800.00 7, 800.00(with prior permission from CCP)

Film Shoot Fee (max. of 8 hours)31,

000.0018,

700.00 7, 800.00 4, 000.00 4, 000.00

Sound Recording per hour 500.00

Pianos: (Subject to MC Provisions)Fee for 1 performance with ONE 3-hr. rehearsal

Grand Piano6,

500.00

3/4 Grand Piano5,

200.00

Upright2,

600.00

Basic Fee for ONE performance (max. of 3 hrs.)with one 8-hour set-up/rehearsals

Use of Fountain (max. of 2 hrs.)7,

000.00

PROJECTIONISTS FEE/DOCUMENTATION FEE

2, 000.00

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LINOLEUM2,

000.00

USHERING SERVICES13,

500.00 4, 000.00 1, 900.00 4, 000.00 2, 900.00NOTARIZATION FEE 100.00

TICKET PRINTING4,

500.00 1, 200.00 700.0012% EVAT

LKR/show BFRA/hr

TUESDAYS-THURSDAYS1,

100.00 1, 100.00 FRIDAYS-MONDAYS/HOLIDAYS

1, 100.00 1, 500.00

REFUNDABLE VIOLATION DEPOSIT

15, 000.00

10, 000.00 5, 000.00 5, 000.00 3, 000.00

PER PEFORMANCE

Tanghalang Francisco Balagtas (Folk Arts Theater)

Theater and Facilities Rental

Rates(Effective 2006)

TFBREGULAR COMPLEMENTBasic Fee for ONE performance (max. of 3 hrs.)with one 8-hr set-up/scenery fit/rehearsalsNON-REVENUE: Graduating, Seminars, Conferences, Workshops MONDAYS-THURSDAYS 115,

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400.00

FRIDAYS-SUNDAYS/HOLIDAYS130,

900.00

POLITICAL RALLY

MONDAYS-THURSDAYS144, 500.

FRIDAYS-SUNDAYS/HOLIDAYS162,

700.00Additional 1-hour on-stage rehearsal MONDAYS-THURSDAYS 4, 300.00 FRIDAYS-SUNDAYS/HOLIDAYS 4, 700.00 additional 50% after 10:00pm

FULL COMPLEMENTBasic Fee for ONE performance (max. of 3 hrs)set-up/scenery fit/rehearsals & 3-hr dress rehearsalLOCAL ARTIST

MONDAYS-THURSDAYS151,

800.00

FRIDAYS-SUNDAYS/HOLIDAYS170,

900.00 IN EXCESS OF 3 HRS: RATE PER HOUR 23, 500.00FOREIGN ARTIST

MONDAYS-THURSDAYS198,

100.00

FRIDAYS-SUNDAYS/HOLIDAYS220,

000.00 IN EXCESS OF 3 HRS: RATE PER HOUR 26, 000.00PERCENTAGE FOR LOCAL & FOREIGN ARTISTS 77, 000.00 + 15% gross ticket salesAdditional 1-hour on-stage rehearsal MONDAYS-THURSDAYS 4, 500.00 FRIDAYS-SUNDAYS/HOLIDAYS 5, 000.00 additional 50% after 10:00pmAdditional 1-hour set-up MONDAYS-THURSDAYS 2, 000.00 FRIDAYS-SUNDAYS/HOLIDAYS 2, 300.00 additional 50% after 10:00pmTV Coverage Fee (For Broadcast) 45, 500.00(with prior permission from CCP)PIANO: Upright Fee for 1 performance with ONE 3-hr. rehearsal 2, 600.00

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OTHERSDOCUMENTATION 2, 000.00NOTARIZATION FEE 100.00TICKET PRINTING 20, 000.00LINOLEUM 2, 000.00USHERING RATE 20, 000.0012% EVATREFUNDABLE VIOLATION SLIP 20, 000.00PER PERFORMANCE

EXHIBITION RATE 86, 500.00 INGRESS/EGRESS PER HOUR 2, 200.00 Additional 50% after 10:00pm

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Use of CCP Portable Dance Floors

The CCP has harlequin vinyl flooring (colored gray) and harlequin vinyl flooring (colored beige), all located and stored at the Tanghalang Nicanor Abelardo.

The use, proper maintenance and rental of portable dance floors is under the direct supervision of the Theater Operations Department (TOD).

All requests for the use of the portable dance floor is addressed to the Department Manager, TOD.

The use of portable dance floor is allowed only within the CCP premises and is covered by a contract and the lessee is charged the approved current rate. (MC No. 002, S. 2005)

Use Of CCP’s Theater Venue Safety Deposit Boxes

The CCP provides additional facilities for the protection of the valuables of the venue users through the voluntary use of the safety deposit boxes during rehearsals and performances.

The safety deposit boxes are installed at the following venues:

a. Tanghalang Nicanor Abelardo (TNA): Backstage, Second Floor Elevator Landing – four (4) units

b. Tanghalang Aurelio Tolentino (TAT): Backstage Hallway, beside the Guard-on-Duty – three (3) units

c. Tanghalang Huseng Batute (THB): Dressing Room Area – one (1) unit

The persons responsible are the Venue Technical Assistant (Venue TA) of the Theater Operations Department (TOD), the Security Guard-on-Duty of the venue, the Production Manager (PM) or the Stage Manager (SM) and the TOD Manager.

The Venue TA is responsible for the operation, upkeep and maintenance of the safety deposit boxes installed at his assigned venue, ensures that the safety deposit boxes are locked at all times and the batteries are removed when not in use, ensures the strict implementation of the procedures for

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the use of the safety deposit boxes and assists the PM or SM in the operation of the safety deposit boxes.

The Security Guard-on-Duty of the venue witnesses the deposit and withdrawal of items from the safety deposit boxes, maintains a Security Log Book as an inventory tool and ensures that the logbook is countersigned by the PM or SM for monitoring purposes (except for THB which is monitored by the Venue TA or Theater Supervisor).

The PM or the SM of the scheduled performances collects all items to be deposited in the safety deposit boxes, fills-up an inventory form, creates a PIN combination that will be known only to him and retrieves the deposited items from the safety deposit boxes after each rehearsal or performance and return the items to their respective Owners.

The TOD Manager is responsible for the safekeeping of the override keys. He or his duly authorized representative is allowed to execute the override function when extremely necessary.

The following are the established guidelines and procedures for the utilization of the safety deposit boxes:

a. The Center provides the appropriate batteries needed to operate the safety deposit boxes.

b. The Producer fills-up a “Use of the Safety Deposit Boxes Form” during the production meeting. This form is submitted to the Venue TA.

c. During the rehearsals and performance dates the PM or the SM collects the items to be placed in the safety deposit box witnessed by the Security Guard-on-Duty and accomplishes the Inventory List Form in two copies. The Venue TA countersigns the form. The PM or the SM keeps the original copy, while the duplicate is placed inside the safety deposit boxes along with the items deposited.

d. After each rehearsal or performance, the PM or SM and the Venue TA witnessed by the Security Guard-on-Duty opens the boxes, counterchecks all items to be withdrawn from the safety deposit boxes against the inventory list and clears the safety deposit box of all its contents.

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e. The Venue TA reverts the safety deposit box combination back to its default combination.

f. The Venue TA holds all unclaimed items for a maximum of thirty (30)-calendar days safekeeping period.

g. The Venue TA prepares a letter informing the Producer of the unclaimed items noted by the Department Head.

h. If said items remain unclaimed, in spite of the notice given to them during the safekeeping period, a second letter will be sent to the producer informing him that a storage fee will be charged.

i. If items are still unclaimed, a third letter shall be prepared informing the producer that said items will be forfeited in favor of CCP if unclaimed after the additional thirty (30) days.

Venue TA shall prepare an inventory of unclaimed items noted by the Department Manager.

After the grace period, the TOD shall provide the Financial Services Department (FSD) a copy of the inventory of unclaimed items.

Only the PM or SM may withdraw the unclaimed items within the grace period.

j. All unclaimed items shall be auctioned to the public.

k. Proceeds of the auction shall pertain to the CCP.

The safety deposit boxes maybe used daily with the following schedule:

Set-up/rehearsal Time-------------------------9am – 10pm Performance Time-----------------------------one (1) hour

before and after the Performance

The Center shall not be held responsible for items not withdrawn within the specified schedule of use. (MC No. 003, Series of 2006)

Use of CCP Pianos

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The Center institutes standard guidelines on the rental and use of pianos to ensure optimum utilization, proper care and maintenance, and preserve the sound quality of said musical instruments over time.

Pianos assigned to the following venues:

1. Tanghalang Nicanor Abelardo (TNA):

Piano Room 1:Grand Piano # 1 BOSENDORFER Serial # 3375Grand Piano # 2 STEINWAY & SONS Serial # 465100Grand Piano # 3 STEINWAY & SONS Serial # 44480Lucresia Kasilag Room (Green Room):¾ Grand Piano # 8 YAMAHA C-7 Serial # F4800582Tanghalang Nicanor Abelardo Lobby (TNAL):Baby Grand Piano # 7 YAMAHA C-3 Serial # 750091Upright Piano # 1 YAMAHA Serial # R10312301

2. Museo ng Kalinangang Pilipino (MKP) and/or Silangan Hall:

Upright Piano # 4 TREBEL Serial # 842023

3. Philippine Philharmonic Orchestra (PPO):

Director’s Office:Upright Piano # 2 YAMAHA U1E Serial # 4837216PPO Library:Upright Piano # 7 WURLITZER Serial # 194364

4. Bulwagang Francisca Reyes Aquino (BFRA):

Upright Piano # 3 TREBEL Serial # 7891

5. Tanghalang Aurelio Tolentino (TAT):

Piano Room 2:Grand Piano # 5 STEINWAY & SONS Serial # 410400

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Grand Piano # 6 STEINWAY & SONS Serial # 410410¾ Grand Piano # 4 STEINWAY & SONS Serial # 447190

6. Tanghalang Huseng Batute (THB) and/or Tanghalang Aurelio Tolentino Lobby (TATL):

Upright Piano # 6 FRITZ KUHLA Serial # 84798

7. Bulwagang Amado Hernandez (BAH):

Upright Piano # 5 WITTEMBERG Serial # 31302

8. Tanghalang Francisco Balagtas (TFB):

Piano Room:Upright Piano # 8 ZEITER & WINKELMAN Serial # DIN1691GG18

9. National Arts Center (NAC)

Grand Piano KIMBAL Serial # 027446Upright Piano MERCEDES DE LUXE/WITTEMBURG

Serial # 028154

Upright Piano WITTEMBERG Serial # 028039

1. Supervision of Piano Utilization

The use, rental, care, maintenance, repair and transfer of pianos shall be under

the direct supervision of the Theater Operations Department (TOD).

However, the NAC Administrative Officer shall be designated by the CCP

President as the custodian of the pianos located at the NAC.

2. Use of Piano

All requests for the use and rental of pianos shall be addressed to the

Department Manager of TOD.

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3. Rental of Piano

a. Rental of pianos by the lessees of CCP venues and other persons shall be covered by contracts.

b. Only the ¾ YAMAHA Grand Piano # 8 with Serial # F4800582, may be rented for use outside the CCP. Rental rates shall be determined by the TOD and shall include incidental expenses such as, but not limited to, transportation cost, manpower, insurance and piano tuning. Full payment shall be made upon signing of contract.

4. Transfer of Piano

The transfer of pianos shall be avoided or minimized in order to avoid the risk of jarring the pins out of tune and cause other damages like broken pedals, legs, rollers, surface dents/scratches, etc. to its physical structure brought about by the move that also affects its stability and causes stress to its tonal quality (Reference: http://www.therealhobbithouse.com/piano_moving.htm).

It is also important that humidity be kept constant. The major component of a

piano is wood, which will try to reach equilibrium with the relative humidity (if

this is carefully controlled, both the life of the tuning and the instrument may

be extended, while reducing maintenance cost) in the room. If humidity drops,

the air acts as a sponge and draws moisture out of the wood, which shrinks and

may sometimes crack. If humidity rises, the wood expands. Also, even a small

change in humidity may affect the sound board. As the wood expands from

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rising humidity, the curve increases, and as humidity lowers, the curve flattens.

These variations affect the pitch of the piano. (Reference: //www.therealhobbithouse.com/article_2.htm).

In case transfer cannot be avoided or is deemed necessary, the TOD personnel under the direct supervision of the Technical Assistant of the venue shall be in charge of transferring the pianos.

a. Upright Piano

Upright pianos may be transferred from one CCP venue to another.

At least four (4) qualified Theater Operations personnel are required to execute the transfer.

b. Grand Piano, ¾ Grand Piano and Baby Grand

Grand Piano, ¾ Grand Piano and Baby Piano assigned to a particular venue may be transferred to another venue within the CCP Main Building only in exceptional cases, subject to the following conditions:

o The piano shall be used exclusively for a solo piano performance (not as an accompanying instrument or as a part of an ensemble).

o The transfer shall have the endorsement of the Music Division of the Performing Arts Department and approval of the Artistic Director.

o Full payment for the cost/expenses to be incurred for the transport and/or movement of the piano shall be made, the amount of which shall cover expert handling, dismantling and assembly of footing to be made by a qualified piano mover, will be determined by TOD.

Rolling-in of Grand, ¾ Grand and Baby Grand shall be done using a piano lift.

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At least six (6) qualified Theater Operations personnel shall be required to execute the transfer.

5. Piano Tuning, Repair and Maintenance

a. A duly authorized/accredited piano tuner/technician shall perform the following tasks:

Regularly maintain all the pianos which shall include: adjustment of piano action, voicing, replacement of strings, cleaning and minor repairs of sticking keys, squeaking pedals, broken strings, etc. with cost of materials chargeable to the Center;

Regularly inspect all the pianos; Tune pianos after rehearsals and before

performances; Be present or be on standby during piano

performances; and Be on call for emergency piano tuning services to be

determined by the Theater Operations Department (TOD).

b. In case the lessee of a CCP venue opts to bring his/her piano tuner, said lessee shall a post a refundable bond in Cash or Manager’s Check prior to the tuning of piano. The bond shall be forfeited if the piano is damaged during the tuning. Additional charges shall be imposed to cover expenses for repair and/or replacement of parts and labor.

(MC No. 003, S. 2004)B.3.3 Booking Procedures for NAC

All requests for booking are addressed to the assigned NAC Administrator or the Theater Operations Department (TOD) Head. Bookings in Manila are handled by the TOD designated Booking Officer while the NAC Administrative Officer handles all direct bookings at the NAC. The Booking Officer shall coordinate with the NAC office regarding availability and other details before accepting bookings to avoid conflict in schedules.

The coordinator/representative of the booking party is allowed to conduct an ocular inspection of the facilities.

Reservations are made at least two (2) months in advance. However, walk-in bookings may be allowed subject to

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availability and conditions that the NAC Administrator may impose, to ensure proper use of facilities.

Upon approval of the requests and notification, the booking party makes a reservation deposit equivalent to 20% of the total contract price within three (3) calendar days, which is considered partial payment. In case the requesting party fails to post the reservation deposit within the time specified, the date/s for the subject booking is made available to other groups, without prior notice to the former. The reservation deposit is forfeited if cancellation or postponement is made less than one month before the scheduled date. Booking made less than a month before use is required full payment.

Signing of Contracts/Letter of Agreements

All contracts/ letter agreements are pre-numbered and signed by the authorized signatory and copies are distributed accordingly.

Full payment, which include Refundable Violation Deposit (RDV) are paid upon signing of the contract. The RDV in the amount of P 1,000 or ten percent (10%) of the contract price whichever is a higher answer for any damage/ loss incurred during occupancy. The Administrative Officer determines the cost of the damage/loss incurred and issues a statement that is the basis of the refund.

Priority in Booking

Priority in booking is given to full paying guests and official events, workshops, meetings, seminars or conferences organized by the CCP Departments/Units.

Use of CCP Employees

All CCP regular employees are entitled to a fifty percent (50%) discount on rental of all facilities except for the use of the kitchen.

Management Committee (MANCOM) members are granted annually free use of one (1) room for two (2) days at the Pugad Adarna. Extra rooms are charged fifty percent (50%) of the published rates.

Discounts

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Request for discounts is approved by the CCP President at a maximum amount of fifty percent (50%) once a year per applicant.

Food Services

Food services are arranged directly by the booking party with the caterer of his choice. The caterer is bound by the terms of the letter agreement between the booking party and CCP. The use of the kitchen is paid by the booking party.Other Uses of Facilities

Allowed are sightseeing tours of scheduled groups or individual tours, unscheduled sight trips like passer-by tourists, student field trips and etc.; and location shooting depending the availability of the place and approval of the Administrator. For the use of chapel by any religious sect for religious occasion, the Booking Procedures shall apply. Open spaces are available to concessionaries. The Memorandum Circular regarding TV/Movie shooting shall apply for location shooting.

Rates

The rental rates for rooms, use of kitchen and stove, dining rooms and poolside, tours and concessions fees shall be based on current approved published rates by CCP Management. The Memorandum Circular regarding its computation shall apply.

House Rules

All guests are required to print their names legibly and sign the Guest Book and are provided with a copy of the printed house rules. The Administrative Officer shall strictly implement the house rules. (MC No. 13, S. 1993, MC No. 002, S. 2003)

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B.3.4 General Exhibition Policies and Guidelines and Applications Requirements

Artists, art organizations and institutions that wish to present significant body of works, are required to submit proposals for exhibitions. This is also open to non-Filipino artists and foreign cultural organizations whose exhibit proposals have significant bearing on Philippine arts.

Proposals shall consist of background information about the organizer or artist/s, description of project preliminary studies, physical and time requirements of presentation, photographs or slides of works and exhibitions, write-ups and press releases of previous projects.

Review Criteria

The CCP Visual Arts Unit evaluates proposals based on the following criteria:

quality and maturity of artistic skills;

innovativeness and contemporaneity of proposed exhibit;

sensitive awareness of the artist’s responsibility to the Philippine art and society;

consistency with the CCP’s goals, scope and general program for the year;

adequacy, appropriateness and adaptability to the specified venue; and

installation requirements.

Proposals may be disqualified based on the following reason:

exhibitions of privately owned organizations commemorative of dates or occasions in their histories;

fund raising activities, product launches and advertising campaigns which would be more suitably held in their own institutions; and

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exhibitions that is prejudicial to the rights and welfare of other people.

The CCP Visual Arts Unit (VAU) may accept the following proposals on exceptionally meritorious grounds:

exhibitions which have been presented in other venues;

exhibitions by students to be undertaken in fulfillment of an undergraduate course; and

solo exhibitions by artists who have solo exhibits in the CCP within 18 months prior to the proposed exhibit date.

Should the CCP VAU find it necessary, applicants may be requested to submit or supply further information or additional materials in connection with their proposals, or the CCP may also collaborate with the artist/s towards the development of a project.

Submission of Proposals

Proposals for exhibitions for the succeeding year shall be submitted to the VAU from January to September of the current year. All proposals submitted shall be reviewed by the Department Head of VLMAD, and presented to the CCP Artistic Program Committee.

Booking Calendar of the exhibit venues for the succeeding year shall be prepared by the VAU by November and subsequently presented to the CCP Booking Committee for ratification.

Proponents of approved proposals for exhibitions shall be notified in writing and invited for a production meeting, three months prior to their scheduled exhibit. Exhibit Agreement shall be prepared stipulating the terms and conditions agreed during the production meeting.

Acceptable Exhibitions

Telecommunications, multi-media technology, furniture and houseware, crafts, jewelry, toys, publications, apparel, textile, travel and tours, electronics, financial services.

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Selling Exhibitions

Selling exhibitions shall further be subject to terms and conditions of the Concessions Office of the Complex Management Department.

Approval of Exhibits

All applications for exhibits shall be approved by the Office of the Artistic Director upon recommendation of the VAMD.

Exhibitions on art, photography, sculpture, architecture, Cinema theater, dance and music productions and the like shall first be subject to the CCP Exhibition Policies implemented by the VAMD.

Rental Fees

The rental fee for specific exhibition venue is based on the approved current rate. Rental fee is exclusive of VAT, and does not cover costs of publicity, insurance, round-the-clock security, special lighting, installation materials and staff, transport of materials to and from the site, packing, labeling, opening reception and other costs incidental to the exhibition. All venues are offered on an as-is-where-is basis.

All reservations should be fully paid prior to ingress. Rental fees are not refundable.

Additional for lights in case of movie shooting.

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C. Other Assets Used for Revenue Generation

C.1 Library and Archives

The CCP Library and Archives is a special library which houses a substantial collection of print and special materials that include audio and video tapes, calendars, manuscript, maps, musical scores, phonorecords, posters, photographs and slides all pertaining to Philippine and World art and culture, history and the humanities. It is managed by the Library and Archives Division.

The Library serves as the national repository of Filipino books as well as non-book materials on arts and culture.

The services offered are audio dubbing, video, dubbing, viewing/listening, photo reproduction, slide duplication, photocopying, scanning, printing and Internet services. The library users are charged membership fees and entrance fees.

Programs:The Regular Programs:A. Collection Management

The CCP Library and Archives has a collection large enough to offer a good choice at any time to an intelligent reader. The collection is adequate, qualitative, well balanced, well

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organized and physically in good condition. The two essential elements implemented in collection management are collection development and conservation and preservation.

A.1 Collection Development

The collection development program involves the technical processes of selection, acquisition and other aspects of library works such as weeding-out of irrelevant library materials from the library collection, methods employed in the binding process etc.

The criteria and procedures in carrying-out the weeding process are:

Withdraw duplicate copies of old reserve books and periodicals.

Multi-volume sets not added to the collection. Materials (books and periodicals) in poor physical

conditions. Superceded handbooks and compilations. Titles not related with the collection. Obsolete materials no longer ideal for use.

Procedures:

Make a list of all withdrawn books (including author, title, accession, number, until price if purchased and indicate if acquired thru donation, gift and exchange.

Submit the list to the Department Head for approval.

Notify the Property and Supply Office by furnishing the approved copy of the books to be withdrawn.

Withdraw all the cards (shelf list, authority, author, title and subject) from the card catalog.

Mark the accession record with “withdrawn” and indicate the date.

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NB: Withdrawn books and periodicals are donated to school libraries and other regional libraries in the country.

Materials sent to the bindery are provided with instruction regarding binding specifications such as label and color of cover and with a list of the materials.

A requisition paper is prepared by the Library Clerk and submitted to the Library Director for approval. When approved it is sent to the Property and Supply Office for bidding. A gate pass is issued by the Library for the security guard’s inspection.

The bound materials delivered to the Library are received by the Property and Supply Office personnel and inspected by the Property Inspector. When all the items have been inspected and accepted, a Memorandum Receipt is issued to the Division Chief.

A.2 Conservation and Preservation

Conservation is defined as the act of preserving, guarding, or protecting the materials from loss, decay, injury, or violation. Preservation is defined as the act of keeping the material secured from harm, injury, decay or destruction. The custodian concerned is in charged with these activities. Custodianship has three crucial ethical dimensions. First is protecting the integrity of the works in the collection. Second is taking all reasonable precautions against accidental damage, theft, misuse, loss, degration or misadventure. Third is not to utilize collection items for personal privilege or gain. The CCP Library and Archives management has adopted proper preventive conservation and preservation measures with the assistance of expert conservators from the National Museum, National Historical Institute and the Philippine Association of Scientific Conservators (PASCON).

A.2.1 Printed Materials (Books, Periodicals, Vertical Files, Bound Newspaper Clippings, Performance Programs)

All bound printed materials are covered with acid free plastic covers for protection against vandalism and careless handling by library users.

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Soft bound books and periodicals are sent to the bindery to have hardbound covers.

Duplicate copies of all printed materials are segregated from the circulation area and are kept in a separate room for preservation and safekeeping purposes as these items would replace the lost or damaged copy being used by the library users in the circulation area.

Items that are found with minor damages such as loose and slightly torn covers and pages, etc. are repaired by the library staff. However, those major damages such as broken spine, wetness due to accidental water spouting, infected with harmful insects, etc. are sent to the bindery and referred to expert conservators for appropriate and proper chemical treatment in the case of insect infestation.

Regular physical inventory and general cleaning of all library holdings are done yearly during months of April and May.

A trained library staff handles the reproduction (Xeroxing and scanning) of all printed materials to ensure proper handling of the materials when set to the machine and assurance of non-violation of the copyright law in reproducing the entire content of the materials.

A.2.2 Non-Printed Materials (Special Materials) Audio and Video Tapes, Calendars, Maps, Posters, Photographs, Slides)

The vast audiovisual collection consist of Philippine art and culture – performing arts (dances, film, music, theater); non-performing arts (architecture and literature); and the documented traditional customs and practices of the various regions. The preservation and restoration program on video and audio tape materials is carried-out with the assistance of some government offices like the National Commission for Culture and the Arts, Philippine Information Agency and private institutions such as the Society of Film Archivists and South East Asia-Pacific Audio Visuals Archives Association that conduct training seminars on conservation,

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preservation and restoration of special library materials.

A.2.3 Audio and Video Tapes

The storage and work area where these audiovisual materials are kept is free from direct sunlight, local heat sources, moisture, dust and magnetic fields which are hazardous to the life of these materials.

No smoking, eating and drinking in the processing area or store.

Preservation and duping materials are stored in a clean, dust and smoke free environment under controlled conditions in a separate location.

Discs are shelved upright in suitable shelving with dividing supports and not subject to vibrations.

Labels are affixed to sleeves or boxes in a position suitable for barcode scanning.

Damaged or unstable sleeves and boxes are replaced with suitable packaging.

Discs suffering from vinegar syndrome are kept quarantined to avoid cross- contamination and ventilated to minimize the build of harmful materials.

Digital recording in good condition is copied to the same digital format so as to maximize the frequent use of the original copy.

Regular monitoring and inspection to identify recordings with serious damage for immediate treatment and restoration.

Regular cleaning on the items by rewinding and playing them in the audio and video players; the audio/video players are being cleaned thru the use of soft cotton cloth and water.

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A.2.4 Other Special Materials – Calendars, Maps, Posters, Photographs and Slides

Calendars referred to are CCP calendar of events that served as guide and promotional material to all CCP shows and other activities. These are hardbound source materials frequently used for research and study purposes by the library users.

Maps are cataloged and classified like books, are properly arranged and stored in a steel map cabinet and are regularly cleaned. Rare and big maps are specially mounted in glass frames and are hanged on the library walls for display and viewing purposes.

Posters are mounted in glass and wood frames and arranged according to subject and shelved in the wooden shelves in upright suitable position while the mounted ones are similarly arranged by subject and are rolled in plastic pipes.

Photographs are properly cataloged, classified and documented. These are covered with glassine paper to protect against scratches cause by improper handling and to avoid sticking with one another.

Slides are cataloged and classified. These are arranged and contained in slide holders that are filed in album supported by corresponding labeled boxes. They require a light table for their proper use.

B. Automation

The automation project was conceived and planned in 1994.

The software used in the Library’s automation project of card catalog (book and audiovisual) is the Micro-CDS/ISIS, popularly known as Micro-ISIS – a generalized information storage and retrieval system. It is basically intended for the computerized management of structure non-numerical or textual databases not limited to bibliographic applications. All bibliographic and administrative data of all library materials are stored in a database and has dial-up and remote access. Through the CDS/ISIS On-line Public Access Catalog or OPAC, the library staff as well as the researchers find searching for

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data/information desired much easier and faster by just using the computer and typing the materials to be searched rather than searching the card catalog one by one.

With the rapid advancement made in information and communication technology and better served the needs of the users the management finds it necessary to adopt new software that would eventually replace the currently installed MICRO-ISIS.

Important features of the CCP Library and Archives such as its collection, facilities, library fees and membership, library hours, location, services, etc. can be found in the CCP website – www.culturalcenter.gov.ph

C. Transformation of the CCP Library Into a Multi-Media Information Center

The strength of the CCP Library and Archives collection lies on its special materials collection specifically the audiovisual holdings consisting of video and audio tapes. It is these unique and rare items that makes it one of the best special libraries in the Philippines. Thus, Management thought of the idea on improving the quality of library services thru the efficient and effective use of its audiovisual collection most especially in the field of information and communication technology (ICT).

The University of the Philippines Institute of Library and Information Science was chosen to be the partner of the Library in carrying out this worthy project because UP-ILIS had developed and installed the Library’s CDS/ISIS computer system.

The Collection

1. Types of Materials Included

The substantial collection of print and non-print materials are further enhanced by significant acquisitions from various artists and private collectors of zarzuelas, manuscripts, photographs and musical scores, notably from internationally renowned soprano Dalisay J. Aldaba, National Artist for Music Lucrecia R. Kasilag, record producer and song lyricist Manuel P. Villar, film and television director Lino O. Brocka, dancer and choreographer Felicitas L. Radaic, essayist and playwright Dr. Nicanor G. Tiongson, and former First Lady Imelda R.

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Marcos. Also included are the Lagua Family Collection of phonorecords, the David Oberbey collection on film, the Emmanuel Sanchez collection of protest literature and the Sampaguita Pictures’ collection of photographs.

Worth mentioning are the special collections loaned to the CCP which were photocopied for preservation and posterity. These are the Delfin Manlapaz zarzuela collection, Atang dela Rama collection of Ruben Vega.

2. Selection

People Involved

The selection of library materials is based upon patron demands and requests of CCP officers and employees.

Tools Used

The Library is guided by various bibliographic tools in selecting quality books and periodicals such the Cummulative Book Index, Publishers Trade List Annual, Books in Print for books and Readers Guide to Periodical Literature, Select (Foreign) and Choice (Local) for periodicals. The Library is a regular recipient of printed catalogs from the University of the Philippines Press, University of Santo Tomas Press, Ateneo de Manila University Press, De La Salle University Press, Bookmark, EDCA, EDUCARE, Anvil Publishing, New Day Publishing, Libros Filipinos Bookshop, National Book Store, Powerbooks and foreign book dealers like Amazon, Faxon, K.G. Saur, etc., request of book purchase from the various departments and divisions as reference materials for projects undertaken, seminars and workshops conducted, and for further readings concerning their respective fields; book reviews and publicity write-ups of newly printed books on newspapers and magazines.

Policies Adopted

The scope of the library collection is limited to Filipiniana and foreign materials on art and culture, history and the humanities. Selection of these types of materials is rigidly done by the Library Management Staff in cooperation with few book dealers who are exclusive distributor of these items. Book dealers are required to bring in books for

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physical examination by the Acquisitions Librarian before they are purchased to check defective copies and selected books are checked against various library files to avoid duplication.

3. Acquisition

3.1 Methods Employed

All library materials are required thru purchase, donation, gifts and exchange, and Presidential Decree 812 otherwise known as the Decree on Legal and Cultural Deposit which requires all publishers to provide the CCP Library and Archives a copy of all local publications.

The library has an annual budget for purchasing books, periodical subscription, supplies and materials. The general policies on procurement are being followed.

Books purchased during book launching are paid in cash by the Library Director who attends officially such event.

3.2 Organization

3.2.1 Books

Books must undergo – technical and mechanical processing before it can become part of the library collection.

3.2.2 Technical Processing

Technical processing of the books include the following main activities – accessioning, cataloging, and classifying. The chief purpose of it is to organize all library resources for the benefit of the users so that they can locate whatever materials they seek as easily and quickly as possible.

Accessioning

It is a chronological and a numerical record of the books being listed which give the book their respective number as they arrived in the library. The Library has a separate accession record for the following:

Purchase Books

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Donation/Gift/ Exchange PD 812 Special Collection Photoduplicate Copies Regional Pamphlets PD 812 Pamphlets Manuscripts Bound Periodicals

This essential record gives the exact total number of books acquired by the library. The accession numbers are stamped on the upper right hand corner at the back of the front cover, on the copyright page, secret pages and on the upper left hand corner of the back cover of the book. If there are two books of the same title, copy number is also indicated.

Cataloging

Determining the form of entry and preparing the bibliographical description of the book. The Library has an authority card to be filled up with information data. If the Library has already the same title, the accession number is recorded on the shelf-list card of the said book. The Library adopts the traditional cataloging method making use of the card catalog and the computerized entries entered in the CDS/ISIS software. It still maintains the traditional method for those clients not well versed with the computerized system and also serves as a back-up copy in case any trouble occurs with the computer.

Classification

The Library uses the Library of Congress Classification Scheme, The Anglo-American Cataloging Rules (AACR2) and the Library of Congress Subject Headings. It adopts the following location symbols that are added on top of the call numbers:

General Collection FIL – Filipiniana R – Reference R—FIL – Filipiniana Reference

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Special Collection DJA - Dalisay J. Aldaba DO – David Overbey IRM – Imelda R. Marcos LOB – Lino O. Brocka LRK – Lucrecia R. Kasilag NGT – Nicanor G. Tiongson FLR – Felicitas L. Radaic CLA – Carolina L. Afan

Archives Collection A – AR – Atang dela Rama A – CA – Carmencita Acosta A – ES – Emmanuel Sanchez A – DM – Delfin Manlapaz A – MS – Manuscripts A – MUS – Musical Stores A – RV – Ruben Vega A – SR – Severino Reyes

3.2.3 Mechanical Processing

After the book had been cataloged and classified, it undergoes the following mechanical processing:

Labelling

The Library Clerk labels the call number as encoded and printed in the computer on the lower part of the book spine (2 ½) inches, or on the upper left hand corner of the cover if the spine is too narrow.

Stamping

The book is stamped with the mark of ownership bearing the complete name of the institution. This ownership mark is stamped on the four areas of the book, on the edge of the book (all of the three sides); upper left hand corner of the back cover of the book.

Providing Book Cards, Book Pockets and Date Due Slip

All books on the general collection are provided with book cards, pockets and date due slips. The book card bears the following information:

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Author Title Call Number Accession number

Typing and Proofreading of Typed Cards

The Library Clerk uses the P-slip as the source in typing the following card.

Shelf – list Card Author Card Title Card Subject Card Added Entries Analytical Entries

After typing, proofreading is necessary to ensure that correct entries properly typed especially the call numbers to avoid confusion in retrieving the books on the shelves.

Filing the Catalog Cards

Authority cards are filed according to titles and are kept at the Technical Room.

Shelf-list cards are filed according to call numbers P-Slips are filed according to author Author, Title and Subject cards are filed

alphabetically on the official card catalog located at the near entrance of the library.

Shelving the Books

Books are placed on the shelves, arranged according to their classification and within each class alphabetically by author. Shelf reading is done daily before the start of the library hour inorder to detect misfiled and missing books so that the library users waste no time and effort in locating books they need.

3.2.4 Special Materials Collection – Audio and Video Tapes, Calendars, Maps, Posters, Photographs, Slides

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Audio Video Tapes

There are cataloged and classified following the method for books. The only difference is that they require more detailed manner of description such as giving the physical description area and note area. The cataloging of these items, followed the descriptive cataloging rules for non-book materials (AACR 2.5)

2. Services Offered

2.1 Direct Services to Patrons

The library is open from 8am – 6pm (for CCP employees) and from 8am – 5pm (for outsiders), Tuesdays to Fridays.

All CCP officials and employees regardless of employment status, local and foreign artists, researchers, professionals and college and high school students can use the library facilities and avail of its services.

However, only CCP employees on permanent status are allowed to borrow materials in the Library. Contractual employees, members of resident companies and outsiders are allowed to use the materials within the Library premises only.

All outsiders are required to secure a membership card which serves as a permit to use the Library.

o An applicant will be issued a card upon submission of 1” x 1” ID photo and payment approved current fee.

o The membership card is valid only for a calendar year and is non-transferable.

o The card holder can to use the internet: for the first thirty minutes for free, for the succeeding time consumed, the fee is based on per hour use shall be paid. Likewise, he/she is entitled to a ten percent (10%) discount on photocopying fee.

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o An outsider can opt for a daily fee

o In case of loss card, the user will be required to secure a new card at the same amount. Any person caught mutilating, vandalizing or stealing any library material or property shall replace it or pay its current replacement value and pay a fine of not more than 25% of the current cost. This is without prejudice to the imposition, in appropriate cases, of an additional penalty after due process.

Borrowing and Returning Procedure

The Library adopts an “open shell” policy for books and periodicals. However, use of the non-print materials and special collections is restricted.

For CCP Employees:

1. An employee is required to fill up a borrower card which indicates his name, department/division and the title/issue of the material/s being borrowed should sign the specific card accompanying the material.

2. Books from the General Collection are circulated on a weekly basis but they may be renewed or recalled if the need arises. Employees may borrow a maximum of two (2) books and/or bound periodicals at a time.

3. Materials from the Reference and Special Collection are not taken out of the library. However, they may be borrowed overnight or for two days under special circumstances; in which case, a written request shall be addressed to the Library Director.

4. All materials brought out of the Library are subject to inspection.

5. All materials borrowed should be returned directly to the Reference Librarian on duty to ensure that materials are properly checked off on the borrower’s card.

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6. Loose magazines and newspapers are strictly for room use only.

7. Borrowers shall be charged a penalty/overdue fine per material per day for not returning borrowed materials on time.

For Outsiders:

1. Users should check the card catalogs or the CDS/ISIS computer software installed in the library to verify if desired materials are available. There is a printed guide on the right usage of the CDS/ISIS posted at the computer terminal.

2. With the call number and location symbol as guides, they can go directly to the shelf or section where the materials are located. If a particular material cannot be located with the aid of the catalog cards, assistance from the Library staff may be requested.

3. Books taken from the stack area should not be returned to the shelves after using but to the book trucks near the shelves.

4. All library materials maybe used within the library premises only.

Lost and Damaged Materials

1. Lost books and periodicals are to be paid at current cost or replaced by the same title and edition. If the price is quoted in dollar, cost in peso is reckoned at the current exchange rate.

2. In case of a lost donated material, replacement of the same item (even through xerography or on related topic) is recommended. If it cannot be replaced, the lost item shall be paid at current cost.

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3. Books and periodicals damaged beyond reasonable wear are considered lost and are to be paid or replaced.

4. A processing fee shall be charged for every lost or replaced library materials.

AV Operational Procedures

1. The audio/video services are offered from Tuesday to Friday with the following schedules:

a. Dubbing Services – 8am – 12am 1pm – 5pm

b. Listening Services – 9am – 12am 1pm – 5pm

c. Viewing Services – 1pm – 5pm

NB: Morning viewing will be allowed on emergency cases only.

2. All requests for dubbing services, whether from employees or outsiders should be coursed through the Library Director for control and evaluation.

3. Audio/video dubbing requests shall only be accommodated after payment of prescribed fees currently approved.

Services Offered:VHS to VHSDVD to VHSVCD to VCD

Audio Dubbing ServicesCD to CDDAT to CassetteCassette to DATReel Tape to DATRecord Disc to DATCD to CassetteReel Tape to CassetteRecord Disc to CassetteCassette to Cassette

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Viewing/Listening Services

The fee is based on the current approved rate/ person/ tape.

NB: Only the Library Technician is authorized to operate the audiovisual equipment.

Scanning Photo/ SlidesPrintingSlide DuplicationPhoto Reproduction

Students Professionals/Companies/Institutions, etc

The rates for students and professionals are based on the current approved rate depending on the number of copies.

Requests coming from CCP employees for official purpose are free provided there is a written approval by the Artistic Director.

Requests made to have the scanned photos and slides sent thru email to the requesting party shall be charged an additional fee corresponding to the number of photos and slides based on current approved rates.

4. All request for 4. All requests for production (dubbing, photocopying, scanning, etc.) of non-CCP produced works require the approval of the legitimate owners in accordance with the Intellectual Property Rights.

5. Dubbing of complete CCP produced audio/video tapes is strictly prohibited. Only excerpts are allowed to be dubbed and should contain the CCP logo.

6. For requests coming from government/private institutions or individuals, a written request duly approved by the Artistic Director or head of the performing group or coordinating center is required.

7. All Resident Companies and Arts Councils whose events were video taped/documented by the Video and Documentation Division will be entitled to one dubbed copy as long as a blank tape is provided. Additional

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requests for a dubbed copy will be subject to the dubbing services fees.

Taking of Photos/Slides/Video Clips

Taking of photos/slides/video clips from the CCP Library collection is permitted upon payment of the current.

Reproduction Services (Photocopying)

The copy center shall be opened on working days from 8am to 5pm Request for reproduction services can be availed of by accomplishing two (2) copies of pre-numbered Photoduplication Request Form to be secured from the Librarian. Such request is forwarded to the Machine Operator who indicates the charges per copy for short and long paper.

Lending of AV Materials/Equipment

All AV materials and equipment should not be taken out from the AV Room due to their fragile nature

Services to Special Groups

The CCP Library in cooperation with the Asia Foundation, The Library of Congress (Manila Office), Japan Foundation (Manila Office) and the Rex Oasis of Arts and Culture Foundation, Inc. started in 2000 the establishment of Reading Centers in some barangays within the vicinity of the Center. The first Reading Center established was the Our Lady of the Assumption Parish in Leveriza, Malate, Manila, followed by another barangay in Pandacan. These Reading Centers serve both students and the residents of the concerned communities by providing relevant information about school, home and job activities. The CCP Librarians regularly visit these reading centers and bring in additional books to enrich the collections.

Services to Other Libraries

Inter Library Loans

The libraries of the Department of Foreign Affairs, the National Library, the National Commission for Culture and

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the Arts and the Philippine Information Agency are considered partners of the CCP Library in inter library loans.

Networking

The Library is currently networking with local and international libraries such as the University of the Philippines, the National Library, National Commission for Culture and the Arts, Filipinas Heritage Library, National Historical Institute, Asia Foundation, The Library of Congress, Japan Foundation, the National Library of Taiwan, Embassy of South Korea, Embassy of the People’s Republic of China, and other embassies.

Consortium

The CCP Library is not a member of any library consortium but an active member of the NCLIS (National Committee on Library and Information Services) of the National Commission for Culture and the Arts.

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C.2 Commercial Copy Center at the Library

A commercial copy center is stationed at the CCP Library to provide adequate services for personal, photocopying requests of students, professionals, researchers, artists, CCP employees and other library users.

The commercial copy center shall be opened on working days from 8:30 am to 5:30 pm, operated by a Library Personnel of the Center.

The guidelines on the utilization of the commercial photocopying services at the Library shall be as follows:

A. Request for Reproduction Services

1. Request for reproduction services can be availed of by accomplishing two (2) copies of pre-numbered Photoduplication Request Form to be secured from the Librarian.

2. Such request is forwarded to the Machine Operator who indicates charges per copy regardless of the size of the paper.

3. The Machine Operator shall accept payment for the reproduction services. He shall indicate the number of spoiled copies, if there are any in the Photoduplication

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Request. He shall sign under the “Serviced by” portion of the form and shall retain the 2nd copy for his file.

4. The requesting party shall return the original copy of the accomplished form to the Librarian who shall accomplish the Daily Photocopying Services Report Form.

5. For photocopying needs of the Library, a Photoduplication Request shall be accomplished. The number of copies reproduced for this purpose shall be deducted from the total number of copies reproduced to determine number of commercial copies reproduced.

B. Remittance of Collections

6. The Machine Operator shall remit his daily collections to the Librarian. His cut-off time for remittance shall be 3:00 p.m. The meter reading from the copier shall be reconciled with the Photoduplication Request form and the Daily Photocopying Services Report form.

Collections received after cut-off time shall also be turned over to the Librarian for safekeeping and shall be remitted on the next working day.

The net remittance shall be computed as follows:

Total No. of Copies Reproduced P xxxxLess: Spoilage P xxxx

Library Needs xxxx xxxx

No. of Commercial Copies Reproduced xxxxRate Per Copy P xxxxAmount to be Remitted P xxxx

7. Proceeds from the photocopying services shall be remitted to the Cashier not later than 4pm, and shall be supported by four (4) copies of Daily Photocopying Services Report.

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The distribution of accomplished Daily Photocopying Services Report shall be as follows:

Original – Accounting Division (supporting document to Report of Collection)

2nd copy – Cashier’s Office3rd copy – Library4th copy – Credit and Collection Division

(MC No. 003, S. 2000)

C.3 Video

The Video Documentation and Production Division disseminates Filipino artistic products and productions by utilizing mass media facilities and network. It popularizes and makes accessible to the greatest number of people the best of the creative efforts of the Filipinos.

The CCP Production house is offering video documentation in U-matic, Betacam and digital formats. It also offers services and facilities for linear and non-linear video editing.

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Video Documentation and Use of Video Equipment

The Cultural Promotions Division (CPD) documents in video, all CCP produced and co-produced shows, all-season productions of resident companies, selected cultural events and festivals including fast dying traditions, and lessee productions, upon request, to make accessible to the greatest number of Filipinos the best of the creative efforts of our countrymen; to serve as reference materials for students, for researchers and for those who want to study further the development of Philippine arts and culture; and to preserve fast dying cultural traditions.

All requests for the use of equipment and technical assistance are accommodated based on the availability of staff and equipment.

Only authorized technical staff of the CPD are allowed to use/operate the equipment under the CPD custody.

A. Video Documentation

1. In-house Documentation

All CCP produced and co-produced productions and events are documented in beta cam, umatic or digital tape for broadcast and archival purposes.

The documentation schedule is prepared and disseminated by the CPD staff one week preceding each month, which is based on the CCP calendar of events, theater weekly schedule and other requests. Said schedules are posted on the Local Area Network (LAN).

The requests from CCP offices and resident companies are coursed through the CPD at least a month before the desired date. The requesting party accomplishes the Request for Documentation From and provides the CPD with tickets to blocked off seats for the camera placement inside the theater. The requesting party also accomplishes all the necessary requirements in accordance with the Theater Operations Department (TOD) rules and regulations.

Production/performance is documented only once unless there is an alternate in the main cast. However,

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such request for additional documentation is subject to the availability of the CPD staff and equipment.

For lessee shows, an arrangement with the CCP through the CPD shall be made at least a week before the actual event/show and shall be charged with the corresponding rates. All fees shall be paid directly to the Cashier’s Office in cash or in manager’s check at least a week before the actual show. In case of cancellation, payment shall be forfeited in favor of CCP.

a. Preview – The request for the preview of in-house documented shows, events and activities documented outside of CCP shall be made at least two (2) days before the schedule. The Request for the Use of Editing Facilities form is used for this purpose.

b. Dubbing – Dubbing of in-house documented shows, events and activities is done at the CPD office. All tapes dubbed by the CPD shall carry the CCP logo. The requesting party shall provide the blank VHS tape and/or recordable CD. The Request for Dubbing Form shall be properly filled out before any dubbing service is rendered. The requesting party shall pay the approved fees.

c. Editing – All requests for the use of editing facilities should be made a week before the desired date. The Request for Use of Editing Facilities Form shall be duly accomplished and approved before the editing is done. To save time, the requesting party must be ready with the preview materials, script, concept, track sheet and supplies. The requesting party shall pay the approved fees.

2. Field Documentation

The CPD documents in video cultural events and activities held in various parts of the country which are considered of national importance by the CCP Management.

Any CCP office that has a project and/or an activity outside the CCP Complex, where documentation in video is needed, shall make arrangements at least a month

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before the event. The requesting office shoulders the plane fare, supplies and per diem of the documentation staff and prepares the necessary requirements such as travel order and reservation of vehicle.

Communities, civic and cultural organizations who wish to avail of field documentation services shall seek approval in writing from the CCP President through the Artistic Director/Vice President. The requesting party shall indicate the schedule, nature, purpose and significance regarding the activity/performance.

B. Use of Equipment

Priority in the use of equipment is in the following order: CCP projects, resident companies’ projects, lessee shows/activities and others.

The video production fees are based on the current rate approved by CCP Management. The President or his duly designated representative approves all requests for the free service/use of equipment.

Audio Recording

The CPD shall accommodate audio recording in cassette and beta cam/umatic in two (2) tracks. The requesting unit shall fill out the request form at least three (3) days before the desired date.

Use of CCP Footage

The approved current rates for the use of footage for in-house performances/ shows/events and activities outside of CCP shall be collected.

Post Production

Post-production equipment i.e. recording, editing, dubbing machines, etc., shall not be taken out of the editing room to maintain its good working condition.

Custodianship and Central Repositor

All catalogued video materials shall be turned over to the CCP Library, which shall act as the custodian and central

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repository of said materials. However, in case of space limitation, a temporary arrangement may be set-up between CPD and the Library. (MC No. 004, S. 2003)

Utilization of Audio and Video Tapes

Requisition

1. In order to determine the quantity and specifications of tapes to be purchased, the requesting unit shall submit in advance the estimated list of tape requirements of their respective departments for the three (3) month period to the Supply Office.

2. Audio and videotapes shall only be issued by the Supply Office to the requesting unit upon presentation of supporting documents and/or approved stock withdrawal slip.

Control

1. For monitoring and control purposes, audio/video tapes used for in-house documentation purposes shall be forwarded to the Library for safekeeping. For field documentation, tapes shall be kept and maintained at the Cultural Promotions Division (CPD).

2. In forwarding the audio/video tapes to the Library, the Audio/Video Deposit Slip shall be duly accomplished by the concerned department in two (2) copies. The 1st copy shall be attached to the stock withdrawal slip and the 2nd

copy shall be retained in the department for the file purposes.

3. Dubbed copies of tapes at the library may be loaned out to the departments provided the issuances shall be properly recorded in the logbook.

4. To establish accountability, the Supply Office shall issue Memorandum Receipts of all audio/video tape issuances in the name of the end users.

5. Tapes forwarded to the Library or CPD for safekeeping shall be issued with Memorandum Receipts in the name of the Library Director or CPD Head, as the case may be.

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6. The 1st copy of the Audio/Video Deposit Slip attached to the Stock Withdrawal Slip shall be the basis of the Supply Office in issuing Memorandum Receipts.

7. To properly monitor the accountability and issuances of tapes, the Supply Office shall assign serial numbers to all tapes issued. Likewise, it is also the responsibility of this Office to maintain ledger cards to reflect/ update the issuances of tapes and Memorandum Receipts.

8. When the interest of the service so requires, dubbed copies of tapes may be given by the Center as souvenirs, gifts or token provided the withdrawal shall be approved by the Vice President/Artistic Director.

9. Copies of copyright footages, however, may be issued for the same purposes but only upon the recommendation of the CPD Head and approval of the Artistic Director/Vice President.

10. Before tapes are issued, the requesting units shall accomplish the Audio/ Video Issuance Slip in three (3) copies. The distribution shall be as follows:

1st copy – Releasing Department2nd copy – Requesting Unit3rd copy – Attachment to the Stock Withdrawal Slip

11. Featured artists/resident companies can avail of one (1) complimentary copy of their documented performance through the concerned department provided the tapes are provided by the artists/resident companies. Requests for more than one (1) copy shall be charged with appropriate documentation charges.

12. Upon request, field contacts can avail of one complimentary copy of documented production/footage in their areas provided it is approved by the Cultural Resources and Communications Services (CRCS) Department Head upon recommendation of the CPD Head.

13. Audio/Video tapes issued by the Supply Office to the different departments shall be properly accounted for. For CRCS, VLMA, PAD, TOD and PR, a stock level

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equipment to one (1) month tape requirements shall be allowed to be maintained in the department. However, due to bulk of documentation load of the CPD, the Supply Office shall issue additional tapes to increase the stock level of this division provided such increase is approved by the CRCS Head upon the recommendation of the CPD Head.

14. The succeeding number of tapes to be issued to the requisitioning departments shall depend upon the number of audio/video tapes previously used. To achieve this control measure, the following supporting documents shall be attached to the stock withdrawal slip to determine/monitor the usage and number of tapes to be issued:

1st copy – Audio/Video Tape Deposit Slip2nd copy – Request for Documentation Services3rd copy – Audio/Video Issuance Slip

(MC No. 008, S. 1989)

C.4 Technical Equipment

The Theater Operations Department offers the following technical equipment for rental purposes: basic lights and sound system, orchestra risers, choral risers, effects projectors (fleecy clouds, storm clouds, water ripple, snow, sea wave,

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rain, running water, undersea flame and psychedelic) music stands with/out lights among others.

C.5 Costume

Over 10,000 original costumes are available for rent at very reasonable prices. Lease of all costumes is subject to rental, laundry and deposit fees.

Guidelines for Borrowing Costumes

The following guidelines for borrowing costumes from the Cultural Center of the Philippines shall be adopted:

A. General Guidelines

1. The requesting party shall prepare a letter of request (in duplicate) addressed to:

The Resident Production Designer/ManagerCultural Center of the PhilippinesRoxas Boulevard, Manila

2. The request shall be subject to the approval/disapproval of the resident production designer/manager and costume mistress depending upon the availability of costumes, past borrowing records, etc.

3. If approved, costumes to be rented out shall be subject to the following terms:

Payment of laundry fee, rental fee and deposit:

a. Laundry fee – The standard rates shall be strictly followed:

Costume Amount1. one set (simple style) approved rate2. single (simple style) approved rate3. one set (elaborate style) approved rate4. single (elaborate style) approved rate

b. Rental fee – There are two (2) types of costumes rented, as follows:

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1. Costumes used in CCP produced and co-produced shows – The rental fee shall not be less than 50% of the total cost of the costume. Total cost shall mean total expenses incurred for labor and materials.

2. Other Costumes – In the absence of available record to determine the cost of the costumes, the rental fee shall be determined by the costume mistress by considering the kind of materials used.

c. Deposit – The amount charged is the same with the rental fee and this is refundable to the borrower upon return of the costume.

Costumes shall not be washed nor altered by the borrower.

Corresponding deductions shall be made from the deposit should there be any damage incurred. In case of loss or damage beyond repair, the borrower shall be required to pay the costumes at current replacement cost/price plus a certain percentage mark up based on cost to be determined by the Production Designer’s Office (PDO).

Costumes should be returned to the costume mistress within two (2) working days after use. A fine amounting to 25% of deposit shall be deducted for each working day of delay in the return of costumes.

4. If the borrower is agreeable to the above terms and conditions, the costume mistress shall accomplish the borrower’s form in three (3) copies and shall sign on the “prepared by” portion. Then, the form is forwarded to the Resident Production Designer/Manager for his approval and to the borrower for his conforme. The distribution of the form shall be a follows:

Original – Cash (Supporting document to the official receipt

to be forwarded to Accounting Division)

Duplicate – Borrower

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Triplicate – PDO

5. The borrower shall present the borrower’s form to the cashier for payment. The form shall be used in lieu of the Order of Payment (OP). Payment shall be in the form of cash, manager’s check, or cashier’s check. Other checks shall be accepted if issued by government entities. If payment is in the form of checks, two (2) checks shall be issued separately: one for laundry and rental fees and another for deposit.

6. The cashier shall issue an Official Receipt (OR) for the payment of laundry and rental fees while a pre-numbered Acknowledgment Receipt (AR) shall be issued for deposit. He shall also accomplish the “to be filled in by the Cashier” portion of the borrower’s form. The distribution of the OR and AR shall be as follows:

OR AROriginal Payor PayorDuplicate COA CashTriplicate Accounting PDOQuadruplicate Cash

7. Upon presentation of the OR and AR, the costume mistress shall prepare the costume gate pass in three (3) copies. The borrower shall sign on the “withdrawn by” portion of the costume gate pass. It shall be approved by the production designer. The distribution of the costume gate pass shall be as follows:

Original – Guard (File)Duplicate – PDOTriplicate – Borrower

8. The borrower shall present the costume gate pass to the security guard.

9. The security guard shall release the costumes and shall sign at the “released by/date” portion of the costume gate pass.

B. Return of Costumes Borrowed

1. Upon return of the costumes, the costume mistress shall accomplish a costume return slip and shall sign at the

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“prepared by” portion. The distribution of the costume return slip shall be as follows:

Original – Cash Duplicate – PDOTriplicate – BorrowerQuadruplicate – Accounting (if official receipt

is issued)

The deposit shall be used to offset any amount of losses and penalties/violations. Only the balance shall be refunded to the borrower. In cases where losses and penalties exceed the deposit, the borrower shall pay the difference.

2. The borrower shall present the costume return slip to the cashier for refund of deposit/issuance of official receipt for payment of losses and penalties/ violations.

C. Accountability on Costumes

1. The Supply Office shall issue a Memorandum Receipt (MR) to accountable officer of Production Designer’s Office (PDO) for all costume purchased or fabricated/designed at the Center.

2. The Request and Issuance Slip (RIS) for materials to be used in the production of costumes shall be supported by a complete list of specifications/descriptions of costumes to be fabricated/designed out of the requisitioned materials. The total cost of materials and labor spent for each costume shall be indicated on the list. This shall be used by the Supply Office as basis for the issuance of Memorandum Receipt.

3. In cases of changes/alterations on the costumes, the PDO shall inform the Supply Office to effect the changes on the memorandum receipt.

4. The PDO shall also inform the Supply Office whenever a costume is lost either by the borrower or accountable officer.

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D. Accounting Treatment

Payment received for the loss of costumes shall be treated as Miscellaneous Income – Others (1-56-900-9) while payment received from fines and penalties shall be treated as Operating and Service Income – Fines and Penalties (1-56-800)

(MC No. 021, S. 1988)

C.6 The Outdoor Modular Stage

A 28 feet by 40 feet stage, complete with scaffolding and trustees ideal for outdoor performances.

The requesting party shall prepare a letter of request (in

duplicate) addressed to:

The Resident Production Designer/ManagerCultural Center of the PhilippinesRoxas Boulevard, Manila

D. Other Services

Building & Theater Tours

As a public area, it is the policy of the Center to receive guests and/or accept requests for guided building and theater tours; depending on the nature and composition of the request (i.e. tour content specifically designed for art enthusiasts, for students, for diplomatic missions, etc.).

These tour guidelines are adopted to cover not only the galleries, museum and hallways, but both the house (auditorium) and backstage areas, as well.

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All significant/interesting spots within the CCP building (including Tanghalang Francisco Balagtas/Folk Arts Theater, upon request), which are open for public viewing:

Galleries1. Bulwagang Juan Luna (Main Gallery)2. Bulwagang Fernando Amorsolo (Small Gallery)

Museum

Exhibit Halls (2nd to 4th Floor Hallways)

Theater Venues (including the auditorium and backstage areas)

1. Tanghalang Nicanor Abelardo (Main Theater)2. Tanghalang Aurelio Tolentino (Little Theater)3. Tanghalang Huseng Batute (Studio Theater)4. Tanghalang Manuel Conde (Audio-Visual Room)5. Tanghalang Francisco Balagtas (Folk Arts Theater)

(upon request)

Other Related Spaces (i.e. library, gift shop and permanent exhibit areas)

Guidelines

1. The Theater Operations Department (TOD) shall approve all requests for building and theater tours on a first-come, first-served basis depending on the availability of venues and/or events in progress (e.g. show, conference/workshop, etc.). A letter-request should be submitted at least a week prior to preferred date/s.

2. Said requests shall be then coursed through the House Management Division (HMD) for scheduling and for all other necessary coordination (including assigning the appropriate tour guides). Trained and qualified members of the Ushering Staff shall conduct the tour except for the technical aspects of the theater, which shall be handled by the Venue Technical Assistant or Supervisor.

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3. A nominal fee shall be charged per visitor. A reservation fee equivalent to the guide/s’ prevailing service fee should be deposited and deducted/off-set from the total amount due the Center.

4. Tour cancellations and adjustments must be made two (2) working days prior to scheduled tour. The reservation fee shall be forfeited for cancellations/adjustments without prior notice.

5. Tour Schedules Tours may be conducted everyday from 9am-12nn and 1pm-5pm; except Mondays, when the galleries and museum are closed for maintenance/inventory purposes.

6. Types of Tours a. Focused Group Tour: for minimum of five

(5) and (upon availability of venues) maximum of twenty

(20) visitors(1 guide: 20 visitors)

Coverage: CCP Building Theaters and Backstage Areas

Museum/GalleriesHallwaysLobbiesOther Related Spaces

Tour highlight is the visit of the theater and backstage areas.

b. Big Group Tour: for a minimum of twenty (20) and

maximum of fifty (50) visitors

(1 guide: 50 visitors)

Coverage: Museum/ GalleriesHallwaysLobbiesOther Related Spaces

7. Tour Charges

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Prevailing rates (covering both the museum fee and usher’s service fee as tour guide) shall be charged each participant/guest:

a. Focused Group Tour (for a minimum of 5 to a maximum of 20

pax):Prevailing Rate

b. Big Group Tour (for a minimum of 20 to a maximum of 50

pax):Prevailing Rate

Note: 50% discount for students with valid school ID. 20% discount for Senior Citizens

A reservation fee amounting to the tour guide’s prevailing service fee should be deposited upon approval of the tour request.

Tour requests on behalf of the Center (e.g. guests of CCP Officials on official business tour, state visitors, tour of CCP employees, tie-ups with other organizations, charitable institutions, etc.) are exempted from tour charges as approved/evaluated by the Theater Operations Department Head. (MC No. 002, S. 1999)

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V. FINANCIAL MANAGEMENT

A. Sources of Funds/Capital

A.1 Initial Funds

The initial funding of the Cultural Center of the Philippines came from the United States government and the Philippine Government in the form of grant as follows:

1. $ 3.50 million from the Special Fund for Education; and

2. P 1.5 million as Philippine government’s counterpart.

The initial capitalization with a total peso equivalent of P 15.37 named as the Cultural Development Fund was invested in money market, stocks and other marketable securities. The portfolio earnings of the fund is being utilized in financing the operations, programs and projects of the Center, with the initial capitalization remain intact, as stipulated.

A.2 Properties

By virtue of Presidential Decree No. 15 dated October 5, 1972, the vast parcels of reclaimed land properly described in and embraced under Proclamation No. 316 dated December 15, 1967 with a total area of 24.5683 hectares was conveyed to the Center in fee simple.

Another vast track of land of reclaimed land covering an area of 43, 000 hectares was conveyed to the Center in fee

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simple by virtue of Presidential Decree No. 774 dated August 22, 1975. The properties covered by both DCTs were booked up at P 1,000 per square meters.

In 1985, two parcels of land under DCT No. 159 covering an area of 1.3107 were conveyed to the Center. These two lots identified as Lot 41 and Lot 42 were valued at P 2, 500 per sq. m. Moreover, by virtue of Letter of Instruction No. 411, the title and ownership of land covering an area of 10.1523 hectares where the Manila Film Center is situated were donated to the Center. Said property was value at P 2,850/square meter.

However, certain real properties acquired were disposed of as follows:

5 hectares were sold to the Central Bank of the Philippines at 10 million per hectare which was used in the construction of the Folk Arts Theater building.

3.4346 hectares were ceded to PNB at P 25 million/hectare to settle the Center’s outstanding obligation in connection with the construction of the CCP Main Building.

9.7398 hectares where the Philippine Plaza Hotel, Tahanang Pilipino and Gloriamaris Restaurant where conveyed to the GSIS through a “dacion en pago” in settlement of the Center’s loan from GSIS for the construction of PPH building. The land located at Salcedo Village, Makati was likewise, part of the properties ceded to GSIS.

A.3 Loans Obtained to Finance the Construction of the Operating Centers and in the Implementation of Projects/Programs

A.3.1 PNB Letters of Credit

To finance the construction of the Cultural Center of the Philippines building and facilities, the Center secured foreign loans of $8.2 million in the form of letters of credit with the Philippine National Bank (PNB) during the period 1968 to 1974. The PNB loan was settled by way of cash payment and the balance through Deed of Dation in Payment on April 13, 1984, of the Philcite building and the land where said building was erected.

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A.3.2 Government Service Insurance System

In 1975, the Center acquired a loan amounting to P 450 million from GSIS to finance the construction and establishment of the Philippine Plaza Hotel.

The loan was fully settled in 1984 by way of conveying the PPH building and certain parcel of land to GSIS. The Center waived its rights and interest over the hotel for a monetary consideration.

A.4 CCP Bonds

From 1974 to 1979, the Center issued 7% interest per annum CCP bonds with a 20-year maturity period. The bonds are tax exempt and are fully guaranteed by the National government. The total value of the bonds issued to various government financial institutions amounted to P 175 M. The proceeds of the bond floated were utilized to pay for the matured Letter of Credit for the construction of the CCP Main building, construction of various projects, investment in government securities and CCP operational expenses.

The bond amortizations due to various financial institutions were paid by the Center and the Bureau of Treasury.

A.5 Subsidy, Grants and Aids

The Center received its initial annual government subsidy in 1981 and continue receiving the subsidy to date. It is also allocated 50% share in the annual collection of tobacco inspection fees.

In the early eighties, the Center was allocated P5M by the Metropolitan Manila Commission (now MMDA) from its Cultural Development Fund, the fund derived from the P0.25 levy, on all admission tickets in movie houses in Metro Manila. Later, the allocation of CCP in the proceeds of the Cultural Development Tax was changed to 30%. However, in 1992, the LGUs stopped remitting the proceeds of this tax to MMDA due to the implementation of the Local Government Code. At present, the Center has receivables from MMDA representing unpaid remittance of the CAF.

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Government corporations are authorized to make such contributions to the Center from time to time as their respective governing boards may in their discretion decide, provided that such contributions do not exceed fifteen per centum (15%) of their annual unimpaired surplus. Contributions to the Center are considered as deductions deductible in full and are not included for purposes of computing the maximum amounts deductible under the first paragraph of Section 30 (h) of Commonwealth Act No. 466, as amended. Government revenues accruing to the Cultural Center of the Philippines are subject to approval of Special Budgets as provided by P.D. No. 1177 (Sec. 11 – P.D. 15)

Non-monetary grants/donations were also received by the Center such as various musical instruments and technical equipment through cultural grant from the Japanese government.

The Manila Film Center building was transferred and conveyed to the CCP by the way of donation from other government institution.

A.6 Other Services

The Center derives income from its operations and from rental of its various assets.

B. Tax Exemption

Presidential Decree No. 1815 dated January 16, 1981, exempted the Center from all forms of taxation including withholding taxes on fees paid to foreign artists passed on to the Center by contract and other duties and all other imports on any equipment, articles, goods or services that it may import from abroad which may be necessary for use in or part of its operations. This, however, did not apply to business venture of the Center.

Presidential Decree No. 1825 dated January 16, 1981supplemented P.D. No. 1815 providing that all taxes except income taxes imposed on business operations of the CCP shall, in lieu of being paid directly to the BIR be remitted directly to the CCP; such fund to be used by the Center for its cultural activities. As such, these taxes become part of the expenses of the Center’s business operations and not in any way place the business operations of the Center such as hotel

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at an undue advantage over the other hotels which required by the law to pay these taxes.

Letter of Instruction No. 1437 dated October 30, 1984 exempting the CCP from the provisions of P.D. No. 1931 wherein the exemptions from the payment of duties, taxes, fees, imposts and other charges by government owned or controlled corporations have been withdrawn. However, the business operations of the CCP shall continue to be liable for all taxes, which except for income taxes, shall be remitted directly to the CCP instead of being paid directly to the BIR as provided for in P.D. 1825.

Executive Order No. 93 dated December 17, 1986 withdrawing all tax and duty incentives granted to government and private entities, the provisions of any general or special law to the contrary notwithstanding. Such being the case, CCP’s exemption from all forms of taxation under P.D. No. 15 as amended which was maintained by the express provisions of LOI No. 1437 has been withdrawn by the Executive Order 93. The BIR ruled that the provision of LOI No. 1437 to the effect that the business operations of the CCP shall remain liable for all taxes which, except for income taxes, shall be remitted directly to the CCP instead of paid to the BIR is likewise of no more force and effect. Accordingly, CCP remitted to the BIR all taxes received by it from its business ventures.

C. Budgetary Requirements for Government Subsidy

The CCP President submits his request for appropriation to the Department of Budget and Management in accordance with the budget calendar, format and such rules and regulations as may be issued in implementation.

The internal operating budget is approved by the Board of Trustees.The budget includes the following:

1. Objectives, functions, activities, programs and projects showing the general character and relative importance of the work to be accomplished or the service to be rendered, and the principal elements of cost involved;

2. Linkage of the work and financial proposals to approved development plans;

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3. Estimated current operating expenditures and capital outlays, with comparative data for the preceding year and current budget years;

4. Financial sources, reflecting all revenues, proceeds of borrowings and other sources;

5. Contingent liabilities, including national government guarantees of obligations;

6. Brief description of the major thrusts and priority programs and projects for the budget year, results expected for each budgetary project, the nature of work to be performed, estimated costs per unit of work measurement, including the various objects of expenditures for each project;

7. Organization charts and staffing patterns indicating the list of existing and proposed positions with corresponding salaries, and proposals for position classification and salary changes, duly supported by adequate justification.

The budget is subject to review and approval as part of the budgetary process where national government budgetary support is needed, in terms of (a) capital or equity inspects, (b) operating contributions to support specific activities undertaken by the institutions as part of the regular functions, and (c) guarantee of the national government for obligations or contracts entered into by the corporation.

Agency proposals are reviewed on the basis of their own merits.

D. Annual Report

The Center, at the end of every year, submits to the Commission on Audit (COA) an annual report containing the activities of the corporation and showing clearly its exact financial condition, the sources of all receipts and the purposes of all disbursements.

The COA submit to the President, and the Congress not later than the last day of September of each year, an annual report on the financial condition and results of operation of all

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agencies of the government which include recommendations of measures necessary to improve the efficiency and effectiveness of these agencies.

The Chief Accountant or officer-in-charge of keeping the accounts, submits to COA year-end trial balances and such other supporting or subsidiary statements as maybe required by COA not later than the 14th of February. Trial balance returned by COA for revision due to non-compliance with accounting rules and regulations shall be resubmitted within three days from the date of receipt by the official concerned; and failure on the part of the official or employee to comply shall cause the automatic suspension of the payment of his/her salary and other emoluments until he/she have complied therewith. Violations for at least three (3) times shall subject the offender to administration disciplinary action.

E. The Accounting System

The CCP, being a municipal public corporation, follows the government accounting system for government owned and/or controlled corporation (GOCCs).

Government Accounting System is defined pursuant to Section 109, PD 1445 as one which “encompasses the processes of analyzing, recording, classifying, summarizing and communicating all transactions involving the receipt and disposition of government funds and property and interpreting the result thereof”.

Its main objectives are:

1. To produce information concerning past operations and present condition;

2. To provide a basis for guidance for future operations;

3. To provide control for the acts of public bodies and officers in the receipt, disposition and utilization of funds and property; and

4. To report on the financial position and results of operations of government agencies for the information of all persons concerned.

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Financial transactions are recorded conformably with the general accepted accounting principles and in accordance with pertinent laws and regulations (Sec. 112, PD 1445).

The General Accepted Accounting Principles

a. The accounts of an agency shall be kept in such detail as is necessary to meet the needs of the agency and at the same time be adequate to furnish the information needed by fiscal or control agencies of the government (Sec 111, PD 1445).

b. The highest standards of honesty, objectivity and consistency shall be observed in keeping of accounts to safeguard against inaccurate or misleading information (Sec. 111, PD 1445).

c. The general accounting system shall be on a double entry basis with a general ledger in which all financial transactions are recorded. Subsidiary records shall be kept when necessary.

d. The chart of accounts for government agencies shall be prescribed by the Commission on Audit and shall be so designed as to:

1. permit agency heads to review their activities according to selected areas of responsibility;

2. allow for a clearer definition of obligation accounting leading to more precise budgetary control;

3. provide for a wider range of analytical information designed for use in management audit or legislative review;

4. furnish information regarding the productions of income and the investment in capital items which is of value in fiscal and economic planning;

5. enable tighter accounting control to be exercised over agencies’ financial relationship with the Treasury;

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6. permit a simplified preparation of trial balances and a simpler and more orderly process of national consolidation; and

7. facilitate the application of mechanized accounting procedures for more effective protection against error and irregularity and yielding economies in operation (Sec. 113, PD 1445).

e. To permit effective budgetary control and to establish uniformity in financial reports, account shall be classified in balance fund groups. The group for each fund shall include all accounts necessary to set forth its operations and condition. All financial statements shall follow these classifications (Sec. 116, PD 1445).

f. A common terminology and classifications shall be used consistently throughout the budget, the accounts and the financial reports (Sec.115, PD 1445).

g. The general accounting system shall include budgetary control accounts for revenues, expenditures and debts, as provided by PD 1177 (Sec 117, PD 1445).

h. Estimated revenues, which remain unrealized at the close of the fiscal year, shall not be booked or credited to the inappropriate surplus or any other account (Sec. 118, PD 1445).

i. All lawful expenditure and obligations incurred during the year shall be taken up in the accounts of that year (Sec. 119, PD 1445).

The New Government Accounting System

The Commission on Audit has designed a New Government Accounting System (NGAS), which was adopted last January 1, 2002. The CCP was provided with the prescribed manual and the developed computerized accounting application software. The manual presents the basic policies and procedures: the new coding system, the accounting systems, books, registries, records, forms, reports, financial statements and accounting entries.

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Basic Features and Policies

1. Accrual Accounting – A modified accrual basis of accounting shall be used. All expenses shall be recognized when incurred and reported in the financial statements in the period to which they relate. Income shall be on accrual basis except for transactions where accrual basis is impractical or when other methods are required by law.

2. One Fund Concept – This system adopts the One Fund Concept. Separate fund accounting shall be done only when specifically required by law or by the donor agency, or when otherwise necessitated by circumstances subject to prior approval of the Commission on Audit.

3. Asset Method of Accounting – This method will be followed in recording disbursements when expenditures apply to more than one accounting period. The expenses shall be recorded upon utilization/ consumption.

4. Chart of Account and Account Codes – A new chart of accounts which provides for responsibility accounting coding structure with a three-digit account numbering system shall be adopted. The Standard Chart of Account is a list of ledger accounts for use, designed to achieve uniformity in accounting and reporting, facility is consolidated financial reports and adaptability to computerization. It consists of balance sheet accounts and budget operation accounts.

Coding is the systematic assignment of numbers, letters or other symbols to distinguish items within a given classifications from each other. Its purposes are to save time and clerical work in recording names of accounts, funds, projects, allotment and expenditures; to facilitate location of accounts in the general and subsidiary ledgers; to facilitate systematic arrangement and classification of accounts; and to comply with requirements of mechanized accounting.

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The following is the coding structure under the New Chart of Accounts:

The New Chart of Accounts has a three-digit account code. Revenue/ income accounts are categorized into tax revenue accounts and general income accounts.

Gain/loss accounts are presented separately while

Accounts Codes

Assets 100-299

Assets Contra Accounts

300-399

Liabilities 400-499

Equity 500-549

Revenue/Income 550-699

General Accounts550-599

Agency Specific Accounts

600-679

Gain/Loss Accounts 680-699

Expenses 700-999

Personal Services700-749

Maintenance and Other

750-969

Operating Expenses Financial Expenses

970-999

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operating expenses have been divided into Personal Services, Maintenance and Other Operating Expenses and Financial Expenses. Financial expenses are categorized as separate expense item from Maintenance and Other Operating Expenses (MOOE). Capital expenditures are presented separately from expenses.

5. Financial Statements and Reports – The following reports shall be prepared:

a. Trial Balanceb. Balance Sheet c. Statement of Changes in Equityd. Statement of Income and Expensese. Cash Flow Statements (Direct Method)

Note to Financial Statements shall accompany the above statements.

6. Two-Money Column Trial Balance – The Two-Money Column Trial Balance showing the account balances shall be used.

7. Financial Expenses – Financial expenses such as bank charges, interest expenses, shall be separately classified from Maintenance and Other Operating Expenses.

8. Perpetual Inventory of Supplies and Materials – Supplies and materials purchased for inventory shall be recorded using the Perpetual Inventory System.

9. Valuation of Inventory – Cost of ending and issued items of inventory of supplies and materials shall be computed using the Moving Average Method.

10. Construction of Assets – For assets under construction, liability shall be recognized as bills are received, based on the percentage of completion and/or contract. The Construction Period Theory shall be applied for costing purposes.

11. Registry of Public Infrastructure/ Registry of Reforestation Projects – For government corporations, that undertake construction of public infrastructures such as parks, plazas and monuments, a Registry of

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Public Infrastructures (RPI) shall be maintained for each specific infrastructure project.

12. Depreciation – The straight-line method of depreciation shall be used.

13. Reclassification of Assets – Serviceable assets, which are no longer being used, shall be reclassified to “Other Assets” account and shall not be subject to depreciation.

14. Allowance for Doubtful Accounts – An allowance for doubtful accounts shall be set up for estimated uncollectible trade receivables to allow for their fair valuation.

15. Contingent Accounts – Contingent accounts shall no longer be used. All financial transactions shall be recorded using the appropriate accounts based on the prescribed Chart of Accounts.

16. Recognition of Liability – Liability shall be recognized at the time goods are accepted; services are rendered and supplier/ creditor bills are received.

17. Interest Accrual – Whenever practical and appropriate, interest income and/or expense shall be accrued and recognized in the books of accounts.

18. Borrowings – All borrowings incurred shall be recorded crediting directly to the appropriate liability accounts.

19. Corollary and Negative Entries – The use of corollary and negative journal entries shall be stopped. Acquisition/ disposition of assets shall be debited/ credited to the appropriate asset accounts. If an error is committed, a correcting entry to adjust the original entry shall be prepared.

20. Petty Cash Fund – The Petty Cash Fund shall be maintained under the imp rest system.

21. Foreign Currency Adjustments – Foreign Currency deposits and outstanding currency loans shall be

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revalued at the exchange rate prescribed by the Bangko Sentral ng Pilipinas (BSP) at the balance sheet date.

Books of Accounts

The regular agency books under the manual system of government accounting:

1. Journals

a. Cash Receipts and Deposits Journalb. Cash Disbursements Journalc. Check Disbursements Journald. General Journal

2. Ledgers

a. General Ledgers

b. Subsidiary Ledgers – where applicable for:

Cash Inventories Investments Property, Plant and Equipment Construction in Progress Liabilities

Collecting and Disbursing Officers shall also maintain their respective records, as follows:

1. Cash Receipts Record (CRR)2. Cash in Bank Record (CBR)

Responsibility Accounting

Responsibility accounting, a system that relates the financial results to a responsibility center, which provides access to cost and revenue information under the supervision of a manager having a direct responsibility for its performance is followed in the NGAS. It is a system that measures the plans (budgets) and actions (actual results) of each responsibility center.

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Responsibility center is part, segment, unit or function of a government agency, headed by a Manager, who is accountable for a specified set of activities.

Objectives of Responsibility Accounting

1. to ensure that all costs and revenues are properly charged/ credited to the correct responsibility center so that deviations from the budget can be readily attributed to accountable managers;

2. to provide a basis for making decisions for future operations; and

3. to facilitate review activities, monitoring the performance of each responsibility center and evaluation of the effectiveness of agency operations.

Responsibility Center Code Structure

The coding structure for responsibility accounting is shown below:

00-00-000-000-000

Book/ FundCorporate Agency Home/ Branch Office

Responsibility Center General Ledger Account

For practical reasons, responsibility accounting will be implemented when its accounting system is fully computerized.

CCP Accounting System

The Modified Cash Basis System

1. Income and Expenses are recorded monthly in the books of accounts upon receipt and incurrence, respectively. Income earned but not yet received and expenses incurred but not yet paid are recorded at the end of the calendar year. Monthly rental income from concessionaries is taken up in the book through Journal of Bills Rendered (JBR). Monthly accruals of expenses that are material in nature are also prepared.

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2. All purchases for supplies and materials shall be taken up as inventory item and are charged to expenses account upon submission of Report of Supplies & Materials Issued, the actual monthly consumption of each department.

3. Expired portion of the prepayments are charged to appropriate expense account quarterly.

4. Depreciation expense of properties are taken up annually.

5. The Accounting Division, Financial Services Dept. maintains the following books of accounts and subsidiary accounting records which are made available to COA for audit.

a. General Ledger – for major account of the chart of accounts.

b. Subsidiary Ledger – for sub-accounts and/or details of major accounts.

c. Voucher Register – for recording check vouchers.d. Report of Check Issued – for recording checks

issuede. General Journal – for recording Journal Entry

Voucher.f. Report of Collections & Deposits – for recording

collections and deposits.

6. The Center uses the Standard Government Chart of Accounts as prescribed by the Commission on Audit.

7. One journal is maintained for each type of fund.

8. A subsidiary ledger is maintained for the following accounts:

a. Cash – Disbursing Officerb. Due from Officers & Employeesc. Receivablesd. Inventoriese. Miscellaneous Assets and Deferred Chargesf. Investmentsg. Fixed assets h. Payables

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i. Trust Liabilitiesj. Miscellaneous Liabilities and Deferred creditsk. Expendituresl. Income

9. Accounting documents are recorded in numerical or chronological sequence in the books of original entry. Entries in the books of accounts are made on the basis of the following source documents.

a. Unaudited copies of disbursement vouchers are recorded in the voucher register after it has been signed and approved. Before recording the voucher is checked for proper account classification and equity of debit and credit amounts.

b. A daily report of collection, which is prepared by the Cash Collecting Officer/ Cashier, is submitted to the Accounting Division together with copies of official receipts and deposit slips, and recorded in the Report of Collections & Deposits. Before recording, the Accounting Division checks the correctness of entries and information contained in the report of collections.

c. A daily report of checks issued which is prepared by the Disbursing Officer/ Cashier is submitted to the Accounting Division with copies of duplicate checks and recorded in Check Register.

d. Approved copies of journal entry vouchers by the Department Manager of Financial Services are recorded in the General Journal. Subsequent corrections/ disallowances per audit on previously recorded entries are adjusted thru journal entry vouchers. The source documents being adjusted is indicated as a reference in the journal entry voucher to avoid double take up of adjustments.

10 Posting in the journals are posted in the General Ledger by totals except for General Journal were entries are posted individually. At the end of every month the accounts in the General Ledger are footed to prove the equality of debit and credit columns. At the end of the year the nominal accounts are ruled and closed while the Balance Sheet

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accounts are forwarded as the beginning balances for the next accounting period.

11 Postings in the subsidiary ledger are made on the basis of the source documents. Subsidiary ledger balances are reconciled with the balance in the General Ledger to ensure accuracy and control.

12 The following financial statements and reports are prepared:

Financial Statements Frequency

a. Trial Balance monthlyb. Balance Sheet monthlyc. Income Statement monthlyd. Cash Flow Statement monthlye. Statement of Sources and Uses of Funds annuallyf. Comparative Income Statement annuallyg. Comparative Balance Sheet annuallyh. Schedule of subsidiary

Ledger balances semi-annual

Reports

a. Aging of Cash Advances annuallyb. Aging of Receivables annuallyc. Status of Cash Advances annuallyd. Schedule of prepaid

Insurance semi-annual

e. Contribution Margin Report annuallyf. Bank Reconciliation

Statements monthlyg. Status of Certificate of

Settlement and Balances semi-annual

13. Sub-codes are used to classify departmental expenses based on the new organizational set-up of the Center.

(OO No. 002, S. 1987 and The New Government Accounting System)

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F. The Collection System

1. All collections shall be received by the division/department concerned.

2. The division/department concerned shall remit the following collections received not later than the following day directly to the Cashier’s Office:

(A) Theater rental and other charges to Lessee(B) Ticket Sales(C) Souvenir Program sales(D) Library Membership fees(E) Museum Entrance fees(F) Photo Copying fees(G) Bookshop sales(H) Concessionaire’s fee, rental and other charges(I) Collection of outstanding accounts(J) Other collections of similar nature (withdrawal of

investments/ interest income, costume rental, refund of cash advance, payment of PLDT tolls for personal account, etc.)

3. A copy of the related contract/letter agreement and other supporting documents shall be furnished to the Credit and Collection Unit (CCU) after signing/approval of said documents. Furthermore, all other pertinent documents such as the Ticket Sales Report shall be attached to the Order of Payment to support the amount of collections received by the division/department concerned.

4. The division/department concerned shall prepare the Order of Payment (OP) for all the collections received in four (4) copies to be submitted to Cashier’s Office except for collection on accounts and CCP concessionaires, wherein the CCU prepares the OP.

5. CCU shall devise a numbering system using the following guidelines:a. Abbreviation of the division/dept.b. Year of Issuec. Month of Issued. Remittance number to start with 01 For example: remittance from Library Division shall

be numbered as follows:

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LD-87-1-01

6. The division/department concerned shall remit the collections to Cashier together with the four (4) copies of duly accomplished OP.

7. The Cashier shall issue an Official Receipt (OR) to the Division/Department concerned & indicate on the OP the OR number and date.

8. The four (4) copies of the OP shall be distributed as follows:

Copy 1 – file copy of CashierCopy 2 – attached to OR copy of Accounting

DivisionCopy 3 – file copy of Division/Department

concernedCopy 4 – file copy of Credit and Collections Unit

9. At the end of the day, the CCU representative shall secure from the Cashier the 4th copies of all Orders of Payment issued.

(OO No. 004, S. 1987, OO No. 008, S. 1987)

Accounting of Receivables

Receivables represent a major portion of the current assets of the Center. Sound credit policies and collection procedures were established to ensure collections and to minimize losses from uncollectible accounts. Through the years, despite the exerted efforts to clear the books of long outstanding receivable accounts and acquire additional funds to finance its programs and projects, some past due accounts have remained doubtful of collection.

In keeping with modern trends and requirements in government accounting and auditing, valuation accounts are provided to record the current value of assets.

In the light of the above accounting policy, receivable accounts of the Center are more properly presented at their estimated cash realizable value.

The receivable accounts are Accounts Receivable, Notes Receivable, Due from National Government Agencies, Due

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from Gov’t. Owned and Controlled Companies, Due from Local Government Units and Other Receivables.

Accounts ReceivableAccount used to record the amount due from customers

resulting from trading/business transactions other than those supported by some form of commercial papers which are expected to be collected in the regular course of business.

Notes Receivable Account used to record the amount of promissory notes/time

drafts/trade acceptances/other negotiable short-term instruments received from trade debtors.

Due from National Government AgenciesAccount used to record the amount due from department,

bureaus and other officers of the National Government.

Due from Gov’t Owned and Controlled CorporationsAccount used to record the amount due from GOCC’s

including Government Financial Institutions.

Due from Local Government UnitsAccount used to record the amount due from LGU’s

(Provinces/cities/ municipalities/barangays).

Other Receivables

Account used to record the amount due from other debtors not falling under any of the specific receivable accounts.

Receivables balances shall be stated at the amount of cash estimated as realizable. Accordingly, allowances shall be set up for doubtful accounts.

Methods of Accounting for Doubtful Accounts

1. The allowance method shall be adopted in accounting for bad debts/doubtful accounts

Estimated Percentage of Doubtful Accounts

Age of Receivables % of Allowance for Doubtful Accounts

1 year or less 10%

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more than 1 yr. up to 2 yrs. 20%more than 2 yrs. up to 3 yrs. 30%more than 3 yrs. up to 5 yrs. 50%more than 5 years 80%

2. A 100% percentage rate shall be used for some accounts due to the current status of their collectibility

Writing-Off Uncollectible Receivables

1. If after providing for provision for doubtful accounts and all reasonable efforts and means to effect collections have been exhausted and the accounts are found to the worthless, the entry shall be:

Debit Credit

Allowance for Doubtful Accounts xxxAccounts Receivable xxx

2. If the allowance for doubtful accounts provided was less than the amount to be written off the difference shall be debited to Retained Earnings.

3. If a collection is made on accounts previously written off as uncollectible, credit the collection to miscellaneous income.

Laws, Rules and Regulations

1. The COA shall extend assistance in the collection and enforcement of all debts and claims and restitution of all funds or replacements/payments at a reasonable price of property, found to be due the government in the settlement and adjustment of its accounts. If any legal proceeding is necessary, the case shall be referred to the Solicitor General or legal staff of the creditor government office (Sec. 35, PD 1445)

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2. Sec. 3 of PD 1376 defines the responsibilities for institution of action/proceedings to collect and recover accounts and claims due to government.

The Office of the Solicitor General shall be primarily responsible for the prosecution of collection and recovery cases referred by COA or other government offices. The latter, however, shall have primary responsibility for the institution of measures that would lead to the recovery and investigation of accounts and claims due to government.

3. When the interest of the service so requires, settled claims or liability to a government office may be compromised or released in whole or in part, as follows: (Sec. 36, PD 1445)

a. up to P 10,000.00 by COAb. in excess of P 10,000.00 up to P 100,000.00 by a

written authority of the President/Malacanangc. in excess of P 100,000.00 by the Congress with the

recommendation of COA and the President/Malacanang

4. When any person is indebted to any government agency, the COA may direct the proper officer to withhold the payment of any money due such person or his estate to be applied in satisfaction of the indebtedness (Sec. 37, PD 1445).

G. Fund Disbursements

I. Petty Cash

1. The Petty Cash Fund shall be set-up to pay for petty and emergency operating expenses of the Center.

2. The maximum disbursement from the Fund is P1, 500.00 (One Thousand Five Hundred Pesos) per transaction.

3. Approving of Petty Cash Fund shall be the responsibility of the Department Head concerned.

4. Advances taken from Petty Cash Fund shall be liquidated within five (5) working days, otherwise, the salary of the recipient shall be withheld. Advances not used shall be returned immediately to the Petty Cash Custodian for cancellation.

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5. The following shall not be paid out the Petty Cash Fund irrespective of the amount involved:

a. Personal Servicesb. Traveling Expenses except for messengerial

expensesc. Violation Deposit – amount deposited by Lessee,

which shall be returned after the show provided no violation on the contract was done.

d. Ticket Sales Remittance – amount due to Lessee for tickets sold by the Center net of commission.

e. Artist Share – amount due to Artists for artwork consigned to the Center.

f. Production Expenses – amount which includes all expenses, budgeted for a certain project approved by the President/ Vice President/ Artistic Director.

g. Payment to Suppliersh. Payment to Government Agencies

II. Revolving Fund

1. The maximum amount to be paid out of the Revolving Fund shall be P1, 000.00 (One Thousand Pesos) per transaction.

2. To draw from the Fund, a disbursement voucher (DV) shall be prepared by the Department concerned in three (3) copies with required supporting documents in (2) copies.

3. The preparation and processing of the DV shall follow the signatories prescribed per Office Order.

4. The following shall not be paid out of the Fund:

a. Initial Salariesb. Payment to Government Agenciesc. Cash Advances

5. A separate book for Revolving Fund shall be maintained by the Cashier’s Office and a Journal of Disbursement by Disbursing Officer shall be established by the Accounting Office.

III. Checks

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1. All disbursements not paid out of the Petty Cash and Revolving Fund shall be paid by check.

2. Office Order No. 019 s 1987 guidelines shall apply.

IV. Other Guidelines

1. The total amounts of Petty Cash and Revolving Fund shall be based upon the operating requirements of the Center. The amount shall be determined by the Chief Cashier subject to approval of the Vice-President.

2. The Funds shall be in the custody of the Cashier assigned for each fund. Access to and responsibility on the Funds shall be limited to said custodian.

3. The Funds shall be maintained on an Imprest System. They shall be subject to the proper accounting and auditing rules and regulations.

4. It shall be the responsibility of the Fund Custodian to institute internal safeguards or procedures to ensure that disbursements from the Funds are in accordance with law and regulations.

5. Replenishments of the Funds shall be done regularly. The following supporting documents shall be attached:

a. Summary of Disbursementsb. Statement of Account Currentc. Summary of Accounting Entries

6. Splitting of payment is not allowed.

7. Encashment of personal checks from either Fund is prohibited.

8. The Funds shall always be liquidated/closed at the end of the year.

(MC No. 003, S. 1988)

H. Accounting Policies Related to the Budget, Accounting and Disbursement Functions in Government Owned and/or Controlled Corporations

254

under the New Government Accounting System (NGAS)

In line with NGAS implementation, the responsibilities of the Heads of Requesting Unit, Budget Unit, Accounting Unit, and the Treasury Unit in processing claims chargeable against corporate funds.

Policies

The responsibilities of the Heads of Requesting Unit, Budget Unit, Accounting Unit and Treasury Unit are hereby set forth as follows:

1. The Head of the Requesting Unit shall prepare the Budget Utilization Request (BUR) and the Disbursement Voucher (DV) and certify on the necessity and legality of charges to budget under his supervision. He shall also certify the validity, propriety and legality of supporting documents.

2. The Head of the Budget Unit shall certify the availability of budget and maintain the Registry of Budget and Utilization (RBU).

3. For contract or purchase order, the Head of the Accounting Unit shall certify the availability of funds based on the BUR duly certified by the Head of the Budget Unit.

4. The Head of the Accounting Unit shall certify the completeness of supporting documents in the DV.

5. The Head of the Treasury Unit shall prepare the Daily Cash Position Report to be submitted to the Chief Executive Officer of the Corporation.

(COA Circular No. 2006-04)

I. Disbursement Voucher Processing System

Disbursement is settlement of government obligations and/or accounts payable by cash through an authorized disbursing officer or by clerk.

Disbursement Voucher is the tool/ document used to settle the financial obligations/ accounts payable of the government by cash/ check.

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Basic requirements/ conditions precedent for the approval of all classes of disbursement:

1. Existence of a lawful and sufficient appropriation certified by the duly authorized officer.

2. Legality of the transaction and conformity with rules and regulations.

3. Approval of the expense by the head of the agency or his authorized representative.

4. Submission of proper evidence to establish the claim.

Preparation of Disbursement Voucher:

A. The Disbursement Voucher (DV) shall emanate from the Operating Unit concerned and supported by documents required under existing Accounting and Auditing Rules and Regulations.

B. The DV shall be printed in one whole sheet of 8 ½ x 11 size bond paper. This shall be prepared in three copies to be distributed as follows:

Original – Accounting UnitDuplicate – Cash UnitTriplicate – Payee

C. The Accounting Unit shall stamp the date of receipt on the face of the form.

D. This form shall be accomplished in the following manner:

1. DV No./Date – number assigned to the DV by the Accounting Unit and the date of DV preparation. It shall be numbered as follows:

0000 00 0000

YearMonthSerial No. (1 series

each year)

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2. Mode of Payment – put a check “ “ mark in the appropriate box opposite the mode of payment.

3. Payee – name of the payee/creditor.

4. TIN/Employee No. – Tax Identification Number (TIN) of the claimant/Identification Number assigned by the agency to the officer/ employee.

5. BUR No. – number of the Budget Utilization Request supporting the DV.

6. Address – address of the claimant.

7. Responsibility Center (Office/Unit/Project and Code) – the office/ unit/project and code assigned to the cost center where the disbursement shall be charged.

8. Explanation – brief description of the disbursement

9. Amount – amount of claim

10. Certified (Box A) – certification by the Head of Accounting Unit or his duly authorized representative as to completeness of supporting documents.

The certifying officer shall affix his signature, print his name, indicate his position, and the date of his signing on the spaces provided.

11. Approved for Payment (Box B) – approval by the Head of the Agency or his Authorized Representative on the payment covered by the DV.

The approving officer shall affix his signature, print his name, indicate his position, and the date of his signing on the spaces provided.

12. Received Payment (Box C) – acknowledgment by the claimant or his duly authorized representative for the receipt of the check/cash and the date of receipt. The claimant/payee shall affix his signature on the space provided and shall indicate the number and the date of the check, bank name and number and date of OR/other relevant documents issued to acknowledge the receipt of payment.

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13. JEV No. and Date – number and date of the Journal Entry Voucher

Republic of the PhilippinesCultural Center of the Philippines

CCP Complex, Roxas Blvd., Pasay City

DISBURSEMENT VOUCHER No.

Mode ofPayment Check Cash Others

Payee TIN/Employee No. BUR No.

Address Responsibility Center

Office/Unit/Project Code

EXPLANATION AMOUNT

A. Certified B. Approved for Payment Supporting documents complete

Signature Signature

Printed Printed Name Name

Position: Position

Head, Accounting Unit/Authorized Representative Agency Head/Authorized Representative

Date Date

258

C. Received Payment JEV. No.

Check No. Date: Bank Name

Signature Date: Printed Name Date:

OR/Other Documents

Authorized Signatories

A. Box A – Php 10,000 and below – Division Chief Php 10, 001 to Php 200, 000 – Department Manager Above Php 200, 000 – Vice President or Artistic Director

B. Box B – For Artistic Group

Php 5, 000 and below – Section Chief, Processing Unit Php 5, 001 to Php 10,000 – Chief Accountant Above Php 10, 000 – Department Manager, FSD

For Resource Management

Php 5, 000 and below – Section Chief, Processing Unit Above Php 5, 000 – Chief Accountant

C. Box C – Php 10, 000 and below – Department Manager Php 10, 001 to Php 200, 000 – Vice President or Artistic Director Above Php 200, 000 – President

Other Guidelines

1. The voucher shall be supported by legal and proper documents (Please refer to the checklist documentary requirements at back of the DV and/or to the checklist that may be issued from time to time.)

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2. The journalization, indexing, fund control and cash disbursement ceiling sections shall be initialed by the person performing the particular accounting process.

3. All vouchers must be acted upon by each unit/ office within twenty-four (24) hours or within one (1) day from receipt thereof.

4. The units/ offices concerned shall therefore devise their respective internal procedural guidelines with a view of facilitating action on claims.

5. Disbursements amounting to P 1,500 and below (except initial salaries) shall be paid through the Petty Cash Disbursement System.

(MC No. 018, S. 1987)

Budget Utilization Request (BUR)

A. The BUR shall be prepared in three copies to be distributed as follows:

Original – to be attached to the DVDuplicate – Budget UnitTriplicate – Accounting Unit

B. The Budget Unit shall stamp the date of receipt on the face of the form.

C. This form shall be accomplished in the following manner:

1. No. – number assigned to the BUR by the Budget Section/Unit and date of preparation. The numbering shall be as follows:

00 0000 00 0000

Budget Classification Year Month Serial No. (1 series for

each year)

2. Payee – name of the payee/creditor

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3. Office – office of the payee/creditor

4. Address – address of the payee/creditor

5. Responsibility Center – code of the cost center where expenses shall be charged.

6. Particulars – brief description of the charges

7. Account Code – expense/asset/liability account code where the utilization shall be charged

8. Amount – amount of budget utilization/adjustment

9. Certified (Box A) – Certification by the Head of the Requesting Unit or his authorized representative on the necessity and legality of charges to the budget under his supervision, and validity, propriety and legality of supporting documents.

The certifying officer shall affix his signature, indicate his printed name, position and the date of is signing on the spaces provided.

10. Certified (Box B) –Certification by the Head of the Budget Unit or his authorized representative on the availability of budget earmarked/ utilized for the purpose indicated therein.

The certifying officer shall affix his signature, indicate his printed name, position and the date of his signing on the spaces provided.

D. Any correction/adjustment by the Accounting Unit which will require the corresponding adjustment on budget utilization shall be coordinated with the Budget Unit.

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Republic of the PhilippinesCultural Center of the Philippines

CCP Complex, Roxas Blvd., Pasay City

BUDGET UTILIZATION REQUEST No. Payee

Office

Address

Responsibility PARTICULARS Account Amount

Code Code

262

A. Certified B. Charges to budget necessary, lawful and under Confirmed

my direct supervision Budget available and earmarked/utilized

for the purpose as indicated above

Supporting documents valid, proper and legal

Signature Signature

Printed Printed Name Name

Position Position Head, Requesting Office/Authorized Representative Head,

Budget Unit/Authorized Rep

Date Date

Registry of Budget and Utilization (RBU)

A. The RBU shall be maintained by Expense Class – RBUPS for Personal Services, RBUMO for Maintenance and Other Operating Expenses, RBUCO for Capital Outlay and RBUFE for Financial Expenses.

B. This shall be accomplished as follows:

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1. Sheet No. – sheet number which shall be one series for each year.

2. Date – date of the Approved Budget/Budget Utilization Request (BUR)

3. Reference – Approved Budget/BUR number

4. Account Code – account code where the utilization shall be charged as shown in the BUR

5. Approved Budget – amount of approved budget

6. Cumulative Budget – amount of approved budget and any supplemental/ additional budget as of a given date

7. Utilization – amount of utilized budget/commitment made based on the approved BUR supported by pertinent documents

8. Cumulative Utilization – the cumulative amount of utilization as of a given date

9. Balance – budget available for utilization

C. This Registry shall be maintained to control the budget. Unless authorized, the amount of utilization should not exceed the available budget.

D. At year-end, unless authorized, the unutilized budget in the RBU shall be closed. No BUR is needed as the available budget will automatically lapse.

E. In case a balance in budget exists in the RBU, a negative entry shall be made on the Cumulative Budget column to arrive at a zero balance.

264

Cultural Center of the Philippines

265

Daily Cash Position ReportAs of ______________

CollectionsService Income P xxxBusiness Income xxxSubsidy Income xxxOther General Income xxxTotal Collections P xxx

Less: DisbursementsPersonal Services xxxMaintenance and Other Operating Expenses xxxCapital Outlay xxxFinancial Expenses xxx

Total Disbursements P xxx

Net Cash for the day xxx

Add: Cash, Beginning Balance xxx

Total Cash Available to date P xxx

J. Authorized Signatories

The signing authorities are delegated by the CCP President to the following officials to ensure that financial documents and contracts are acted upon in the most efficient and speedy manner and in order to decentralize the signing authority:

Document Amount Requesting Approving

Involved Recommending Authority

Authority

I. PO/JO/APR/LA P10,000 & below Division Chief or Dept. Mgr. & other forms of OIC contracts

P10,001 to Dept. Mgr. VP/Artistic

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P200,000 Director

Above P200,00 0 VP/Artistic Director President

Certification as to P200,000 & below Chief, availability of funds

Budget Div

above P200,000 Dept. Mgr.,

FSD

II. Disbursement Voucher

A. Box A P10,000 & below Division Chief

P10,001 to P200,000 Dept. Mgr.

above P200,000 VP/Artistic

Director

For Artistic GroupB. Box B P5,000 & below Sec.

Chief,

Processing Unit

P5,001 to P10,000 Chief

Accountant

Above P10,000 Dept. Mgr.,

FSD

For Resource Management

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P5,000 & below Sec. Chief,

Processing

Unit

Above P5,000 Chief

Accountant

C. Box C P10,000 & below Dept. Mgr.

P10,001 to P200,000 VP/Artistic

Director

Above P200,000 President(OO No. 063, S. 2001)

III. Others

Documents Recommending Authority Approving Authority

1. Travel Authority & Travel Order

a. Local Travel Department Manager Artistic Director/

7 days or less Vice President

more than 7 days Artistic Director/Vice CCP President

President CCP President CCP Chairman

b. Foreign Travel Employee Artistic Director/Vice

President CCP President

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CCP President NCCA Chairman

Note:It is understood that a request for permission to travel has

been prepared by the concerned employee and duly approved before a Travel Authority and Travel Order are issued.

2. Request for Representation & Entertainment Expense (RREE) Department Manager Artistic Director/

Vice President3. Request for the use of equipment, manpower & motor vehicle by Resident Companies Department Manager

Artistic Director/Vice President

4. Project Budgets Department ManagerArtistic Director/

Vice President

5. Designation of Officers-In-Charge Department Manager

Artistic Director/Vice President

Note:The Human Resource Management Department shall

prepare an Office Order regarding such designation for approval by the President.

6. Request for Complimentary Tickets Department Manager Artistic Director or

the President in the

absence of theArtistic Director

(OO No. 080, S. 2001)

269

7. Application for Medical Division Chief or Reimbursement OIC Training Div.

8. Certification of Leave Credits Division Chief or on the Application for Leave OIC Personnel

Division

9. Service Record Division Chief or

OIC PersonnelDivision

10. Certificate of EmploymentDivision Chief or

OIC PersonnelDivision

(OO No. 128, S. 2005)

K. Stale Bank Checks

The guidelines for the treatment & handling of stale bank checks issued by the Center.

A. Stoppage of Payment

Bank checks issued by the Center that are outstanding for over six (6) months from their dates of issue are declared “stale” under existing banking regulations. The Cashier shall, therefore cause the immediate perforation of the stale check to preclude the payment or any other form of negotiation of such instrument.

B. Restoration of the Liability Account

Every end of the month, the Chief Cashier shall segregate & prepare a list of all bank checks that are outstanding for more than six (6) months from their dates of issue. A separate listing shall be prepared for each bank account.

The list shall be prepared in four (4) copies. The original and one copy shall be forwarded to the Chief Accountant. One copy, together with the cancelled stale checks, shall be given

270

to the COA Auditor for his/her reference in audit and another file copy shall be retained by the Chief Cashier.

The original list shall be used to support the journal voucher which shall be drawn by the Chief Accountant to set-up the appropriate liability account.

The other copy shall be used by the Chief Accountant as reference in processing claims for replacement of stale checks.

All stale checks reverted in the books of account shall be dropped from the list of outstanding checks & recorded in the corresponding accounting & cash record/books.

C. Replacement of Stale Checks

A stale check shall be replaced by a new one provided the original is presented for cancellation. Stale checks that cannot be presented due to loss, destruction or theft shall be replaced with new ones upon filing of an indemnity bond in accordance with Section 623 of the Revised Administrative Code. In case wherein the original cancelled stale checks have been forwarded to COA, a duly authenticated copy of the List of Stale Checks showing the acknowledgment of the said checks by COA shall form part of the supporting documents.

Request for replacement of stale checks shall be filed with the Center thru the Financial Services Department. The voucher covering the replacement of checks shall be supported by the ff. basic documents:

1. a. cancelled original check/authenticated copy of the List of Stale Checks,

b. indemnity bond with affidavit of the requesting party.

2. request for replacement of stale check

3. copy of the journal voucher, if applicable(OO No. 014, S. 1997)

L. Withholding and Remittance of Tax

In order to facilitate the processing of BIR Disbursement Voucher (DV) and remittance of taxes on account of money payments made by the Center, the following guidelines shall be adopted:

271

1. A separate Disbursement Voucher (DV) payable to the Bureau of Internal Revenue (BIR) shall be prepared in three (3) copies by the operating units.

2. The BIR DV shall be attached to the DV of payments from which taxes are withheld.

3. The BIR DV shall contain the following information:

a. Name/List of Payeesb. Brief description of payments madec. Tax Identification Number (TIN) d. Reference DV (to be filled up by Accounting)

4. The signatories in the DV from which taxes are withheld shall likewise be followed in the DV for BIR remittance.

5. Regular and temporary employees shall be deducted of withholding income tax at the end of the month. A separate BIR DV shall be prepared by HRMD for tax remittance.

Income tax withheld from CCP based project hirees shall be deducted at the end of the month. HRMD shall prepare and submit to the Cashier’s Office, together with the approved BIR DV’s, a summary of all taxes withheld for check preparation.

6. For other project hirees, private individuals, corporations, partnerships and/or associations, taxes are withheld every time payment is made. A summary of all taxes withheld shall be prepared by the Financial Services Department and shall be forwarded to the Cashier’s Office, together with the approved BIR DV’s, for the check preparation.

The types of taxes and corresponding rates applicable to the operation of the Center are shown in the next page.

7. Remittance of the above mentioned shall be made by the Cashier’s Office on or before the 10th of the following month.

(MC No. 028, S. 1992)

GOODS EWT GMP

272

SERVIC

ES BIR FORM VATNON VAT

1601-E PayeePayee (PT)

FINAL TAX TOTAL

Communication Services(PLDT,Smart, etc.) Service 2% 5% 3%

7% or 5%

Repairs & Maintenance of Government Service 2% 5% 3%

7% or 5%

Facilities Goods 1% 5% 3%6% or

4%Repairs & Maintenance of Government Service 2% 5% 3%

7% or 5%

Vehicles Goods 1% 5% 3%6% or

Transportation Services Service 2% 5% 3%7% or

5%Transport of Passengers Service 2% NONE 3% 5%Supplies & Materials including equipments Goods 1% 5% 3%

6% or 4%

Rent Personal Property (Juridical Persons) Service 2% 5% 3%

7% or 5%

AWARDS NONE NONE NONE 20% 20%MANILA WATERS CO., INC. (MWCI) Service NONE 5% NONE 5% Tax Holiday up to July 31, 2006 5%MAYNILAD WATER SERVICE, INC. (MWSI) Service NONE 5% NONE Tax Holiday up to August 2007POWER (MERALCO) Service 2% 5% 7%PAYMENT TO COOPERATIVES:1. With BIR issued exemption certificates Service NONE NONE NONE2. Without BIR issued exemption certificates 2% 5% NONE 7%1. With BIR exemption certificates Goods NONE NONE NONE2. Without BIR exemption certificates 1% 5% NONE 6%

TRAINING & SEMINARS Service 2% 5% 3%7% or

5%Purchase of GASOLINE Goods 1% 5% 6%Other petroleum products(such as grease,wax,etc.) Goods 1% 5% 6%

SERVICES by gasoline stations Service 2% 5% 3%7% or

LIBRARY BOOKS & MATERIALS Goods 1% 5% 3%6% or

OTHER SERVICES Service 2% 5% 3%7% or

5% Services,Janitorial,Maintenance of Aircon,computer,elevators,etc. Professional Services rendered by General Service 2% 5% 3%

7% or 5%

Professional Partnership (GPP)a. Professional fee paid to juridical person Service 10% 10%

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(if the

current year's gross income does not exceed P100,000)b. Services by persons engaged in the practice 10% 3% 13%

of profession or calling(above

100,000 up to P720, 000)c. Professional services rendered by Partnership 15% 3% 18%

of General Prof. Partnership(above

720,000 up to 1.5M)d. Services rendered by actor,actresses,talents, 15% 5% 20%Singers,emcees,prof. athletes,radio and television

(above 1.5M)

broadcasters and choreographers,musicals, radio,movie,television and stage directors

M. Issuance of VAT Official Receipt

All income that are subject to Value Added Tax are issued separate official receipts. This is to distinguish VAT from Non-VAT transactions in compliance with Revenue Regulation No. 16-2005 of the Bureau of Internal Revenue.(OO No. 156, S. 2005)

N. Cashbook Management

As prescribed under Section 36 of National Accounting and Auditing Manual (NAAM) Vol. I, all collecting and disbursing officers shall record in the cashbook all transactions involving money handled by them.

All designated disbursing officers or employee who are granted special cash advances for the current operating expenditures of the activity undertaken in the field shall be required to use Pocket Cashbook, General Form No. 55 (A). Special cash advances intended for projects/programs to be undertaken within the Center shall be recorded in the Official Cashbook (Small), General Form No. 51 (A).

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For an effective control in the granting, utilization and liquidation of cash advances, the following guidelines on Cashbook Management shall be properly observed:

1) The accountable officer shall record the transactions in the cashbook daily.

2) All cashbook entries should be written in ink at the time the transactions occur. Errors may be corrected by drawing a line through the incorrect entry and writing the correct one above it, duly initialed.

3) The accountable officer shall reconcile the cashbook balance with the cash on hand daily.

4) A newly appointed/designated cash accountable officer shall be briefed by the Internal Auditor of the CCP on how to record his transactions in the cashbook and other matters related to his work.

5) The cashbook shall be kept in the office of the accountable officer and placed inside the safe or cabinet when not in use. It may be taken from his custody only by the Auditor or an official duly authorized by the Agency Head, who shall issue the necessary receipt.

6) Together with the cash on hand, the cashbook shall be produced upon demand by any representative of Commission on Audit or an authorized representative by the Head of Office.

7) When the accountable officer ceases to be one, he shall submit the cashbook to the Chief Accountant and this shall form part of the accounting records of the Cultural Center of the Philippines. The Chief Accountant shall immediately inform the Fidelity Bond Division of such cessation. No clearance shall be issued by the Chief Accountant to the accountable officer for failure to submit his cashbooks as required (GAO Memo Circular No. 584)

The following procedures shall be observed in maintaining the cashbook:

275

1) Upon receipt of the Cashbook, the accountable officer/disbursing officer shall:

Pocket Cashbook Official Cashbook

a) Sign his name in the space a) Fill up the “Name of Officer”,

provided on page 1 “Official Designation” and

”Station” portions on page 1 of

the cashbook

b) Record the date of first transaction under the “From” portion and the date of the last entry in the cashbook under the “To” portion.

2) When the special cash advance is granted, the accountable officer shall record the receipt of the cash advance in the following manner:

Pocket Cashbook Official Cashbook

a) Date of receipt of the cash advance a) Date of receipt of the cash

on the “Date” column advance under the “Date”

column

b) Check No. & date, DV Number b) Check No. & date & DV

& purpose of cash advance under No. under the Treasury

the “Source” column Warrant, Journal Voucher

or Official Receipt No.”

column.

c) Amount of cash advance under c) Name of payee/accountable

the “Debit” column officer under the “Name of

Debtor or Creditor” column

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d) Purpose of cash advance

under the “Nature of Collection or

Payment” column.

e) Amount of cash

advance under the “Debit”

column

3) When the accountable officer pays/disburses, he shall record all his daily transaction in the cashbook as follows:

Pocket Cashbook Official Cashbook

a) Receipt/Invoice/Voucher No. a) Date of transaction under the

entered under “Receipt or Voucher “Date” column

No.” column.

b) Date of transaction under the “Date” b) Receipt/Invoice/Voucher

column No. under the “Treasury

Warrant, Journal Voucher

or Official Receipt No.”

column

c) The name of payee and purpose of c) Name of payee under the

payment under the “Detail” column name of “Debtor or Creditor”

column

d) Amount paid under the “Credit” d) Purpose of payment under

column the “Nature of Collection

or Payment” column.

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e) Amount paid under the

“Credit” column.

4) At the close of business each day, the accountable officer shall pencil foot the balances of the “Debit and Credit” columns.

5) The cash on hand and the cashbook balance shall be reconciled at the end of each business day,

6) The 2nd day transaction/s shall be treated in the same manner as the 1st day transaction/s.

7) At the end of the page, the amounts under the “Debit” and “Credit” columns shall be footed and recorded under the “Total Forward” columns of the Pocket Cashbook or in the last space of the Official Cashbook.

8) The balances at the end of the page shall be carried forward to the next page/s.

9) Procedures for recording transactions on the 2nd and succeeding pages shall be the same as the preceding page.

10) If the purpose of the cash advance has been served, the accountable officer shall refund any unexpended balance to the CCP Cashier who will issue the necessary official receipt. The refund of excess cash advance shall be recorded in the cashbook as follows:

Pocket Cashbook Official Cashbook

a) OR No. under the “Receipt or a) Date of OR under the “Date”

Voucher No.” column column.

b) Date of OR under the “Date” b) OR No. under the “Treasury

column Warrant Journal Voucher or

Official Receipt No.” column.

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c) Nature of refund under the “Detail” c) Name of payor/accountable

column officer under the “Name of

Debtor or Creditor” column

d) Amount of refund under the d) Nature of refund under the

“Creditor” column “Nature of Collection or

Payment” column.

e) Amount of refund under the

“Credit” column.

11)The cashbook shall be ruled and closed at the end of each month and when the purpose of the cash advance has been served. The accountable officer shall prepare the certification stated below to establish his cashbook balance.

________________Date

CERTIFICATION

I hereby certify on my official oath that all my cash and depository transactions to date in my capacity as Disbursing Officer of the Cultural Center of the Philippines which left a balance on hand of ______________________________________________________________________________________ (P_________________) have been correctly and completely recorded in this cashbook.

_______________Disbursing

Officer

Balances at the end of the month shall be carried forward to the next page/s to serve as beginning balances of the succeeding month.

11) When a cash examination is conducted by the COA Auditor or Internal Auditor, the accountable officer shall be ready with his cash and liquidation documents (official

279

receipts, vouchers, etc.) After the cash count, he shall close his book and prepare the certification.

13) Any cash shortage or disallowance to paid vouchers disclosed by the Auditor shall be immediately refunded. The cash shortage/ disallowance and refund shall be recorded in the cashbook.

14) Liquidation documents submitted to Accounting shall be supported by a Report of Disbursements. The Accounting Division shall notify the accountable officer for any disallowance. The notice of disallowance and refund of disallowance shall also be recorded in the cashbook.

15) When the cashbook is fully filled, then the accountable officer shall request for another cashbook. He shall assign a number for his cashbooks, i.e., 1991 Cashbook I for 1st cashbook for 1991, 1991 Cashbook II for 2nd cashbook, etc.

16) The accountable officer shall keep the cashbooks and shall submit them to the Chief Accountant when he ceases to be one.

(MC No. 007, S. 1992)

O. Granting and Liquidation of Cash Advances for Field Projects/Production

1. As a general rule, all expenses shall be paid by check. Cash advance may be granted for expenses which cannot be practically paid by check.

2. Only permanent appointed officials and employees should be granted cash advances and that he/she must be duly appointed or designated to perform disbursing functions. An accountable officer with a total cash accountability of more than P5, 000.00 shall be bonded.

3. Cash advance shall be utilized for a legally authorized specific purpose, project or production for which it was granted. Thus, all expenses to be incurred shall be within the approved itemized production cost budget. Only the amount needed should be requested to maximize the utilization of Fund.

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4. Disbursements to be made shall be supported with legal and proper documents required under existing accounting and auditing rules and regulations.

5. Travel allowances/per diem of officers and employees shall not be taken from the cash advances. Separate or individual disbursement vouchers shall be made.

6. Cash Advances received shall be liquidated no longer than thirty (30) calendar days after serving the purpose for which it was granted as stated in the letter request. All unexpended balances or funds no longer needed or which have not been used must be refunded/deposited immediately with the collecting officer. Failure shall be cause for the withholding of the salary of the accountable officer concerned.

7. The Special Disbursing Officer to whom the cash advance was granted shall submit to the Accounting Division, Financial Services Department, a certified summary of expenses incurred with documents to support each type of transaction.

8. No cash advance shall be transferred to another accountable officer without the mutual consent of both involved with the final approval of the auditor.

9. No additional cash advance shall be allowed unless the previous cash advance is first settled or a proper accounting thereof is made.

10. Cash Advances should not remain unliquidated at the end of the calendar year except for on-going projects.

Basic Auditing Requirements

1. Granting of Cash Advance

a. Letter request for Cash Advanceb. Copy of authority/designation as Special Disbursing

Officerc. Copy of approval for bond (attachment to initial Cash

Advance)d. Copy of the approved project/production budget

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2. Liquidation of Cash Advance

2.1 Artist Fees, Lecturer/Trainor/Coordinator Fees, etc.

a. Letter Agreement indicate Tax Identification Number (TIN)

b. Certificate of services rendered issued by the Tour Manager duly noted by the Department Manager concerned

c. Official Receipt/Acknowledgement Receipt

Note: In the absence of TIN, the name of driver hired, license and plate number of jeep/tricycle/private vehicle hired will suffice.For students, ID numbers and school address will be required in lieu of the TIN.

Justification re: non-holder of TIN.

2.2 Rental (place, vehicle, costume, equipment & use of electricity and water, etc.

a. Letter agreement indicate Tax Identification Number (TIN)

b. Certification of actual use issued by the Tour Manager duly noted by the Department Manager concerned.

c. Official Receipt/Acknowledgement Receiptd. In case of rental of vehicle, certification that no

ordinary mode of transportation was available for the passenger transported equipments/instruments/heavy materials, issued by the Tour Manager duly noted by the Department Manager concerned.

Supplies and Materials

a. Sales/Cash Invoice or Official Receipt

Note: In the absence of an official receipt, COA may consider Sales Invoice or Cash Invoice (original/white copy) provided it is issued in the name of the Center and the date is properly indicated thereon.

Cash register tapes can serve the purpose of an official receipt provided the name of the store is indicated with acknowledgement by the sales person

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of the cash register tape issued. An itemized description of each item entered in the tape is made.

b. Requisition and Issue Slip (quantity of items and purpose clearly stated)

c. Acknowledgement by end userd. Memorandum Receipt (in case of semi-expendable

items)e. Certificate of Emergency Purchase issued by the

agency head or his duly authorized representative particularly stating the actual conditions obtaining on the time of purchase, the quantity of items needed and the time or period when said items are to be used.

Incidental Expenses

a. Cash Invoice/Official Receiptb. Requisition and Issue Slip (RIS)c. Acknowledgement by end userd. Justification for the expense

Note:1. Energy drinks and vitamins are not allowed2. In case of medicines, charge amount involved

against medical benefit, if CCP employee.For non-CCP employee, a report should be rendered indicating therein the person who consumed the medicine, the cause of illness, the quantity of medicine purchased, and the balance, if any to be turned over to the clinic of the CCP. Said report should be certified by the head of the project. Medical benefit must be indicated in the contract.

Porterage

a. Porterage Fee Ticket (within the restricted area)b. Certification from the head of the project as to the

number of baggages.Note: RERs should be properly and completely

filled up, used only for porterage services outside the restricted area and based on the number of baggages.

Food

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a. Sales Invoice and Cash Invoice/Cash Sales Invoice/Official Receipt.

b. Breakdown of food served/ordered.c. Guest list

Note: Expenses for food of the artists should be specified in the letter agreement. An amount limit should be in accordance with the allowable food rates.

As a general rule, snacks should NOT be allowed. However, if it is really necessary, it may be allowed subject to the submission of a justification by the project/group head of the necessity of rehearsal and giving of snacks (number of hours involved should be indicated).

Gasoline

a. Official Receiptb. Original driver’s trip ticket (properly accomplished)c. RIS

Note: Gasoline expenses should be allowed only for government vehicle.

Telephone, Telegrams

a. Official Receiptb. Certification re: call is official (indicate the contact

person, nature of call and message)

Transportation

a. Bus Tickets/RERb. Itinerary of travel

Tolls/Parking Fees

a. Copy of Trip Ticketb. Tolls/Parking Receipt

Stamps/Speed Mail

a. List of addressees and purpose

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Additional requirements on liquidation of expenses re: Outreach Tour:

1. Copy of contract/agreement with the provincial sponsors.2. List of sponsors3. Copy of approved Production Budget4. Group’s Travel Itinerary5. Cash Advance Liquidation Report

(MC No. 011, S. 1990)

P. Changes/Corrections in Payroll

In order to facilitate the preparation of the payroll, the following guidelines shall be adopted:

1. Only one payroll shall be prepared monthly with two (2) pay periods (1st to 15th and 16th to 31st).

2. All changes/corrections in a particular payroll month must be supported by an approved request slip.

3. The requesting party shall accomplished in two (2) copies a request slip stating the particular reason/s (duly supported by necessary documents) for which the changes/corrections are being made.

The distribution shall be as follows:

1st copy – Accounting Division2nd copy – Payroll Section

4. Request slip must be duly supported and accomplished as follows:

Reason for Minimum Party RequestingPayroll Change Requirement for Change

1. New EmployeeAppointment/Bank Sr. Personnel Asst.,

(2nd salary) Account No. Personnel Division

2. Resigned/Terminated Resignation/ - do –

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Employee Termination Letter

3. Promotion/Salary Appointment/Notice Sr. Personnel Asst.,

Increase of Salary Adjustment Personnel Division

4. Transfer of Dept. New Appointment - do –

5. Status (marital, Marriage Contract/ Person Concerned

withholding tax) Withholding TaxCertificate/Birth Certificate for additionalDependent

6. On leave (without pay/ commuted)

a. Vacation/Sick Leave Approved Personnel Assistant,

Application Training and Services

Division

b. Maternity Leave - do - - do –

7. Regular Deductions

a. GSIS Life & ComputationPayroll Section

Retirement

b. GSIS Optional Insurance

c. Medicare

d. Pag-Ibig

e. Withholding Tax

8. Loans

a. GSIS Housing Loan Billings/LoanPayroll Section/

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Voucher Person concernedb. GSIS Salary Loan

c. GSIS optional Salary Loan

d. GSIS Policy Loan

e. GSIS/PAL Fly NowPay Later

f. Pag-Ibig Salary Loan

9. Other Deduction Statement of Account Credit and Collection (receivables of the Division

Center)

10. Over/Under Pay slip/Payroll Payroll Section/

payment of Salary Employee concerned

5. The accomplished Request Slip shall be submitted to the office of the Manager, Personnel Division on or before the end of the month for approval. Approved Request Slip shall be forwarded to the Payroll Section and effected on the payroll month following the date of submission.

6. Request that were not approved shall be returned to the requesting party stating the reasons for its non-approval.

Implementation by the Payroll Section

1. Approved request shall be pre-numbered upon receipt.

2. The payroll clerk shall check the accuracy of the computation and the completeness of the documents attached before effecting the adjustments in the payroll.

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3. Payroll shall be submitted to the Accounting Division for processing duly supported by the approved request for reference on the adjustments made.

(MC No. 015, S. 1989)

Q. Extraordinary & Miscellaneous Expenses

The Center adopts necessary guidelines to regulate the extraordinary & miscellaneous expenses of each organizational unit for the purpose of achieving the objectives of the Center as a whole.

A. The following offices shall be allowed reasonable extraordinary & miscellaneous expenses not exceeding their respective approved annual budget for the purpose:

1. Office of the President 2. Office of the Vice President3. Office of the Artistic Director4. Office of all Department Managers5. Office of the NAC Officer-in-Charge

B. The Office of the Vice President shall provide each Department with the necessary budgetary information & data.

C. Extraordinary & miscellaneous expenses shall include expenses incurred for:

1. meetings & official entertainment

2. educational, athletic & cultural activities

3. membership in government associations or professional organizations duly accredited by the Professional Regulation Commission.

4. subscription to professional, technical journals & informative magazines, library books & materials provided these are connected with the exercise of the powers and functions of the Office and are not available in the Office Library.

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D. No portion of the amounts authorized herein shall be used for salaries, wages allowances, intelligence & confidential expenses.

E. These expenses shall be payable upon presentation of receipts & chargeable against maintenance & other operating expenses.

F. Entertainment expenses incurred during staff meetings, except during Management Committee (MANCOM) and Executive Committee (EXCOM) meetings, shall not be allowed unless otherwise authorized by the President.

G. To support claim for reimbursement of entertainment expenses, a copy of the Minutes of the Meeting with the guest list or attendance sheet, duly approved by the Artistic Director for artistic groups and Vice President for support groups shall be submitted.

H. The purpose of the expense shall in all cases be of public character and beneficial to the interest of public service.

I. Approval of extraordinary and miscellaneous expenses shall be subject to existing laws, rules and regulations on the matter and to pertinent accounting and auditing requirements.

(OO No. 13, S. 1987)

R. Request for Fiscal Agency Services (FAS)

Pursuant to Central Bank Resolution No. 1323 dated December 4, 1991 and Resolution No. 1415 dated January 3, 1992, the following guidelines shall be adopted in applying for Fiscal Agency Service (FAS) for the purchase of foreign exchange:

1. The Central Bank through the authorized agent bank is the fiscal agent and banker to directly service foreign exchange requirements of the Center.

2. All requests for foreign exchange transactions of the Center shall be covered by request for FAS and bank application forms. These forms can be secured from the Accounting Division.

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3. The FAS and bank application forms shall be accomplished by the requesting units in five (5) copies. The accomplished forms together with the required supporting documents shall be submitted to Accounting Division for processing.

4. The Accounting Division is tasked to give priority in the processing of FAS. However, operating units are requested to provide at least five (5) working days processing time. Availability of signatories shall be given due consideration .

5. The Central Bank and CCP Depository Bank shall be provided with a list of the specimen signatures of the authorized signatories who will sign, certify, authenticate and follow-up FAS applications.

6. The required attachments for FAS transactions are attached for ready reference.

FAS transaction shall be supported by the following documents:

Foreign Travel

1. Letter of Invitation2. Copy of approved budget proposal3. Travel authority4. Itinerary of travel5. Passport/Plane Ticket6. Duly accomplished FAS forms

Foreign Artist Fees

1. Letter Agreement2. Copy of approved budget proposal3. Passport4. Certificate of service rendered5. Duly accomplished FAS form

(MC No. 25, S. 1992)

S. Contract Approval System

Contracts and memoranda/letters of agreement are vital documents and records of the organization. It is therefore

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necessary that these documents be free from legal, financial and administrative infirmities before they reach the proper authorities for approval.

This shall cover all contracts and other legal documents of the Center that need the approval and signature of the officers of the Center/EXCOM/Board of Trustees, except contracts of appointment which shall continue to governed by Office Order No. 001, S. 1986.

1. In order to expedite the implementation of projects and delivery of public services, the authorized signatories on contracts/letters of agreement or equivalent for the ceilings indicated shall be followed.

2. Prior clearance is necessary before any employee/official can commit the resources of the Center. In order to bind legally the Center, a project/ activity should always be supported by a duly approved contract/letter of agreement.

3. All offices involved in an activity, covered by contracts and other legal documents, shall be given the opportunity to give pertinent comments and suggestions for the welfare and security of the organization.

4. All contracts/letters of agreement involving amounts of P500,000.00 shall pass through the Office of the Government Corporate Counsel for review.

5. In coordination with the departments concerned, the Office of the Legal Counsel shall formulate a set of standard contracts/letters-agreement, drawing from past transactions of the Center.

6. As a standard procedure, Offices’ originating contracts/letters-agreement should utilize these standard forms.

7. Should an originating office find that none of the standard forms are appropriate (or a standard form must be reformed substantially), a formal memorandum from the originating office detailing the proposed contract/letter-agreement (or a draft) should be sent to the Legal Counsel for clearance before any signatures or commitments are obtained.

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8. A standard form (free from any substantial innovations)requires only the notation of the Legal Counsel and does not need pre-approval as in the use of a non-standard form.

9. Every contract and legal document shall have a Contract Summary as a covering form which shall serve as a quick guide to the approving officer concerned in making/reaching a decision whether or not to approve and sign the same.

10. The Contract Summary shall be prepared by the originating office in three (3) copies:

Copy 1 – attached to the original contract which shall serve as the

file copy of Central Records DivisionCopy 2 – attached to the biweekly reportCopy 3 – file copy of originating unit

11. The Contract Summary shall contain the following highlights of the contract:

parties to the contract subject of the contract amount involved effectivity/duration of the contract other information certification that the contract has been reviewed by

the following offices:

a. Office of the Legal Counsel/Government Corporate Counsel to certify that the document/contract is free from all legal defects and infirmities.

b. Financial Services Department to certify that:

- there is a budget appropriated for the undertaking in the

contract, and- the contract is in accordance with existing

financial/accounting guidelines, laws and regulations.

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c. In case of contracts amounting to more than P100,000 the Contracts Review Committee shall review the contract and certify that the same is in accordance with existing rules and regulations. The Chairman or his authorized representative shall sign the Contract Summary in behalf of the Committee.

d. In the hiring of personnel whose services are contracted for specific projects for a certain period of time, the Human Resource Management Department shall review the contract/letter agreement to determine the propriety and regularity of such contracted services. As part of the evaluation procedure, the attachment/ submission of the bio-data and I.D. picture of the party concerned shall be required.

12. After the review of the contract by the above offices, the recommendation of the office of the Vice President or Artistic Director or Department Head where the contract emanated shall be indicated on the Summary.

13. Contracts which are found defective or do not meet the requirements shall be returned to the originating office for further study prior to endorsement to the approving officer concerned.

14. After the contract has been signed/approved, the same shall be forwarded to the originating office for full implementation.

15. The Vice President/Artistic Director shall submit to the Office of the President a biweekly report of all contracts signed/approved during the period. A copy of the Contract Summary shall be attached to the report.

16. For the information and guidance of all concerned the following basic laws and regulations on government contracts are hereby restated:

No government agency shall enter into any contract with any private person or firm for services to undertake studies and services relating to government auditing including services to conduct, for a fee, seminars or workshops for government

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personnel on these topics, unless the proposed contract is first submitted to COA to enable it to determine if it has resources to undertake such studies or services. xxx (Sec. 32, P.D. 1445).

No contract involving the expenditure of public funds shall be entered into unless there is an appropriation therefor, the unexpended balance of which, free of other obligations, is sufficient to cover the proposed expenditures. xxx (Sec. 85, P.D. 1445)

All contracts for capital projects and for the supply of commodities and services, including equipment, maintenance contracts, and other agreements requiring payment which are chargeable to agency current operating or capital expenditures funds, shall be signed by agency heads/authorized officials only when there are available funds. The Chief Accountant of the contracting agency shall sign such contracts as witness and contracts without such witness shall be considered as null and void. (LOI 968 and Sec. 86, P.D. 1445)

Under Section 87, P.D. 1445, any contract which is entered into without the appropriation to cover the proposed expenditure, and a certificate showing appropriation to meet the contract, is void. The officer/s entering into contract shall be liable to the government or other contracting party for any consequent damage to the same extent as if the transaction had been wholly between private parties.

Under LOI 968, accountants who sign contracts without the availability of funds shall be subject to the penalties provided by accounting and budget laws.

Except with the prior approval of the President (Malacanang), the government shall not be obliged to make an advance payment for services not yet rendered or for supplies and materials not yet delivered under any contract therefor. No payment, partial or final, shall be made on any such contract except upon the certification by the head of the agency concerned to the effect that the services or supplies and materials have been rendered or delivered in accordance with the terms of the contract

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and have been duly inspected and accepted. xxx (Sec. 88, P.D. 1445).

However, the government may, upon the request of the contractor for infrastructure contracts, make an advance payment to the contractor in an amount equal to the average operating expenses for two (2) months or 15% of the total contract price, whichever is lower.

Personnel-related contracts shall be governed by the following laws and regulations:

Honoraria, commutable allowances and other compensation may be approved for persons on assignment with special projects subject to approval of the project’s governing body upon recommendation of the Project Manager concerned, and within such rules and regulations as may be issued by the Budget Commission to ensure uniform practice among the projects: Provided, That No project compensation may be paid to personnel of other agencies without the prior approval of the mother agency of recipient personnel. All such honoraria, allowances and other compensation in lieu of overtime pay computed on the basis of actual salary. xxx (LOI 565)

Pursuant to COA Circular No. 82-195 dated October 26, 1982, all contracts/purchase/job orders, together with their supporting documents, shall be submitted to the Commission on Audit within five (5) days after the perfection thereof.

(OO No. 018, S. 1987)

T. Public Accountability

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The rules and regulations pertaining to accountability and responsibility of Management for government funds and property:

A. Accountable Officers

1. “Every officer of any government agency whose duties permit or require the possession or custody of government funds or property shall be accountable therefor and for the safekeeping thereof in conformity with law. Every accountable officer shall be properly bonded in accordance with law.” (Sec. 101, PD 1445)

An accountable officer is one who is an authorized certifying, disbursing or collecting officer. He has responsibility or liability for cash or other property held in trust or under some other relationship with another.

Bonding of accountable officers shall be in accordance with the provisions of PD 1587 and PD 883.

B. Responsibilities & Liabilities

1. Agency Head

The head of any agency of the government is immediately and primarily responsible for all government funds and property pertaining to his agency. (Sec. 102, PD 1445)

He shall exercise the diligence of a good father of a family in supervising accountable officers under his control to prevent the incurrence of loss of government funds or property, otherwise, he shall be jointly and solidarily liable with the person primarily accountable therefor. (Sec. 104, PD 1445)

2. Accountable Officer

“Persons entrusted with the possession or custody of the funds or property under the agency head shall be immediately responsible to him without prejudice to the liability of either party to the government.” (Sec. 102, PD 1445)

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Public officers authorized to receive and collect revenues or receipts of any fund shall remit or deposit intact the amounts so received and collected in accordance with the provisions of Joint Circular No. 1-81 of COA and DOF, copy attached.

“Every officer accountable for government property shall be liable for its money value in case of improper or unauthorized use or misapplication thereof, by himself or any person for whose acts he may be responsible. He shall likewise be liable for all losses, damages, or deterioration occasioned by negligence in the keeping or use of the property, whether or not it be at the time in his actual custody.” (Sec. 105, PD 1445; Sec. 22, PD 526)

The aforementioned liability arises even if the loss was not caused by the accountable officer personally or directly. He is still liable for the loss even if this is caused by an act of another person who is under his supervision and control.

It is, therefore, his responsibility to take all necessary precautions to minimize the risk of losses, defalcations and other types of irregularities. This includes the choice of persons upon whom he will entrust physical custody and safekeeping of the funds or property for which he is accountable.

He shall also be liable for all losses resulting from the unlawful deposit, use, or application thereof and for all losses attributable to negligence in the keeping of the funds. (Sec. 105, PD 1445; Sec. 22, PD 526).

“No accountable officer shall be relieved from liability by reason of his having acted under the direction of a superior officer in paying out, applying, or disposing of the funds or property with which he is chargeable, unless prior to that act, he notified the superior officer in writing of the illegality of the payment, application, or disposition. The officer directing any illegal payment or disposition of the funds or property shall be primarily liable for the loss, while the accountable officer who fails to serve the required notice shall be secondarily liable.” (Sec. 106, PD 1445)

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It is the responsibility of the accountable officer to justify the propriety and lawfulness of a financial transaction because the public funds are his primary responsibility. The accountable officer is therefore expected to be aware of legal implications of illegal transactions and constantly refer doubtful questions of law to the COA Unit Auditor for opinion on the matter.

In the absence of specific provision of law, all accountable officers shall render their accounts, submit their vouchers, and make deposits of money collected or held by them at such times and in such manner as shall be prescribed in the regulations of the Commission on Audit. (Sec. 107, PD 1445)

“No accountable or responsible officer shall be pecuniarily interested, directly or indirectly, in any contract or transaction of the agency in which he is an officer.” (Sec. 108, PD 1445)

A violation of this provision shall subject the offender to criminal prosecution under the Revised Penal Code.

3. Other Officers and Staff

“Expenditures of government funds or uses of government property in violation of law or regulations shall be a personal liability of the official or employee found to be directly responsible thereof.” (Sec. 103, PD 1445)

In addition to existing rules and regulations, the following internal guidelines/instructions are hereby implemented:

a. For ethical and moral considerations, an officer/staff who is required to handle cash/money from time to time but could not be strictly considered as accountable officer in so far as designation and bonding requirements are concerned shall still be responsible and accountable to the fund/property in his actual custody in the same manner and degree that a real accountable officer could be made

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answerable to the fund/property under his custody.

* The designation or relative importance of the office or employment held by an employee is not the controlling factor. What is more important is the nature of the duties performed – as part of his duties, he received public money which he is bound to account (People vs. Basa, Sandiganbayan CC No. 205, Oct. 31, 1979).

* To be considered an accountable officer who may be held answerable for malversation, it is now a settled law that one need not to be bonded (People vs. Basa, Sandiganbayan CC No. 205, Oct. 31, 1979).

b. Due to the high risk involved in the transfer of fund, the responsibility to take all necessary precautions as stated in 2.3 above is reiterated. Furthermore, the fund transfer must be:

* properly authorized by the Department Head concerned, and

* duly supported by a document evidencing the transfer.

c. As much as possible, transfer of fund from one officer to another shall be governed by Sections 75 and 77 of PD 1445:

Sec. 75 – Transfer of government funds from one officer to another shall, except as allowed by law or regulation, be made only upon prior direction or authorization of the Commission on Audit or its representative.

Sec. 77 – When government funds or property are transferred from one accountable officer to another, or from an outgoing officer to his successor, it shall be done upon properly itemized invoice and receipt which shall invariably support the clearance to be issued to the relieved or outgoing officer, subject to regulations of the Commission.

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d. Field collections by authorized officer/employee shall be remitted immediately to the Cashier’s Office on the day of his return to his official station.

4. Criminal Liability of Accountable Officers

The following are some of the offenses relative to accountability of public officers, as defined in the Revised Penal Code (RPC):

malversation of public funds or property;

failure of a responsible officer to render accounts to the Commission on Audit (COA) for a period of two (2) months after such accounts are required to be rendered;

failure of responsible officer to render accounts before leaving the country without securing a clearance/certificate from the COA;

illegal use of public funds or property;

failure to make delivery of public funds or property;

other frauds and deceits such as swindling or estafa., as enumerated under Chapter 6, Title 10, Book 2, of the RPC.

The refund of the misappropriated fund before the commencement of the criminal action does not exempt the guilty from liability for the crime.

(MC No. 026, S. 1988)

U. TICKETS

As much as possible and practicable, the CCP shall uses tickets from the ticket system service provider for all CCP produced and co-produced shows whether for revenue or non-revenue. Tickets that are put online by the CCP ticket system service provider are called computerized tickets.

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In cases where entire sections or even the entire theater are identified to be non-revenue hard tickets may be used instead of computerized tickets. Hard tickets are tickets printed by the duly authorized CCP ticket printer. The CCP also issues theater passes, which are hard tickets printed in lieu of computerized tickets to save on cost of tickets.

Lessees shall also use tickets from the ticket system service provider.

Performance/Events Tickets

Performance/event tickets refer to tickets at the CCP theater venues that are for sale at a specific rate or price at the CCP Box Office and its authorized outlets.

Reservation of Performance/Event Tickets

The CCP Ticket Sellers accepting the reservations should get the full name, contact address, numbers of the clients and should inform the clients about the reservation guidelines.

A. Retail Sale Ticket Reservations

Retail Sale Ticket Reservation refers to a reservation of one to ten (1-10) tickets for a CCP produced, co-produced, resident company or lessee shows.

Any client can make a reservation for a performance/event ticket at the CCP Box Office through personal appearance, telephone, mail or email which is valid for one (1) day only. All reserved tickets that are not paid after 24 hours will be deemed cancelled, after which it will be offered back for sale to the public.

No reservation for retail sale tickets will be accepted two (2) days before the performance or event.

B. Block Sale Ticket Reservations

Block Sale Ticket Reservation refers to a reservation of eleven (11) or more tickets for CCP produced, co-produced and resident company shows only made by specific groups or audience.

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Any client can make reservation at the CCP Box Office for CCP produced or co-produced shows through a written request which will be duly approved by the Marketing Department Manager or the Chief of the Sales and Accounts Division. For resident company shows, the concurrence of the company head or his/her authorized representative is required.

All tickets reserved and approved for block sale will be considered as “unavailable” in the ticketing system and will be valid for seven (7) days only upon reservation. Reserved tickets that are not paid within its validity period will be deemed cancelled, after which it will be offered for sale to the public.

No reservation for block sale tickets will be accepted one (1) week before the performance or event. (MC No. 004, S. 2006)

Complimentary Tickets

Complimentary tickets are tickets that are not for sale and given for free which may be in form of computerized tickets, hard tickets or theater passes. These tickets are allocated to CCP officials and employees, artists, press and guests.

Only a maximum of 10% of the total number of tickets are initially allocated for complimentary purposes for any event. Regular complimentary ticket allocations for CCP officials, artists, press and guests are released at least two (2) weeks before the event/show.

CCP employees requesting for complimentary tickets fill-out a Complimentary Ticket Request Form. The Department/Unit Head of the requesting employee and the Department Manager of the Marketing Department recommend approval to the Artistic Director or President. The requesting employee shall indicate the names and contact information of the persons for whom the tickets are being requested.

The Manager of the Marketing Department or his duly designated representative allocates the seats before forwarding the request to the Artistic Director or President for approval and indicates in the approved Complimentary Ticket Request Form whether complimentary tickets shall be pulled

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out of the ticket system service provider or theater passes shall be issued instead.

Upon approval of the release of complimentary tickets, the designated Ticket Controller of the Sales and Accounts Division issues the requested tickets or theater passes to the requesting party/employee. Seat number is indicated in the theater pass by the Ticket Controller as allocated. Theater passes may be issued by the Marketing Department with the concurrence of the coordinating unit for the event.

Department Heads, Division Chiefs and Staff with complimentary ticket allotments for TFB, TNS and TAT, are requested to claim their tickets at the ticket office. Complimentary tickets not claimed three (3) calendar days before the scheduled performance are deemed forfeited and will be considered for sale by the Ticket Office. (OO No. 102, S. 2004, OO No. 056, S. 2006)

The Marketing Department shall recommend to the Artistic Director the approval of additional complimentary tickets when the movement of ticket sales is slow which will result in a relatively empty house for the performance. The release of additional complimentary tickets shall start in the afternoon three days before the show.

The Marketing Department shall be responsible for blocking off the affected seats from the ticket system service provider network. It shall identify the seats to be marked “u” or unavailable.

The Marketing Department, in consultation with the Venue Management Division sets-up a Courtesy Table at the theater lobby where guests may pick up their complimentary tickets/theater passes. Only tickets/passes which have been previously set aside for specific individuals may be left for pick up at the Courtesy Table. Representatives of the concerned unit, the Public Relations Division and the Marketing Department are required to be present and to man the courtesy table. (OO No. 018, S. 2004)

Issuance of Stand-By Tickets and Related Accommodations

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The number of audience inside the CCP theaters and other venues are regulated to abide by the National Building and Safety Fire Codes to ensure audience safety.

Pursuant to the National Fire Code Provision, Division 7, Section 3. 701, the occupant load of the CCP theaters, venues and alternative spaces in holding events/performances are as follows:

Venue Occupant Load

Tanghalang Nicanor Abelardo (Main Theater)- Auditorium Standard 1,821- with orchestra Pit- Level Seats Installation 1,938

Tanghalang Aurelio Tolentino (Little Theater) 421Tanghalang Huseng Batute (Studio Theater) 260Tanghalang Manuel Conde (Dream Theater) 100Tanghalang Francisco Balagtas (Folk Arts Theater)

8,558Bulwagang Amado Hernandez (Conference Room) 150Multi-Purpose Hall 150Theater (TNA) Lobby (supplemented by succeeding

2nd to 3rd floor hallways overlooking same) 300Tanghalang Carlos Francisco (Little Theater Lobby) 200Silangan Hall (4th Floor Reception Area) 250

There shall be no Standing Room Only (SRO) provision in any performance, allowing entry of people beyond the occupant load of any venue. Stand-By Tickets (SBT) are issued instead of SRO tickets. SBTs are tickets issued before curtain time, after all regular tickets have been sold and subject to seat availability. The Duty Manager determines the release of SBTs’ when there are no more revenue ticket available, and specifies the number of tickets to be released 15 minutes before show time depending on the audience density and/or walk-in potential vis-à-vis seats availability. SBTs’ are sold by the Box Office personnel on cash basis and priced at 75% of the lowest ticket price in the section where it is used. Students and senior citizens are given the standard discounts of 50% and 20%, respectively. The revenues generated accrue to the CCP.

Audience who want to purchase SBT are informed before the sale of ticket that they can occupy vacant seats provided that they are to yield to the bonafide ticket holders when the

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latter claim their seats; they are not entitled to seats until after the second set of chimes or after all regular ticket holders have been accommodated within said time frame; and separate ingress line may be established for orderly ingress and audience tally.

The Venue Management Division (VMD) of the Theater Operations Department is in charge of informing event/performance producers of the guidelines of SBT during productions meetings.

The Box Office provides a signage/poster which contains the policy on SBT in front of the Ticket Booths for proper audience and information- dissemination in case/s of sold out events/performance.

In cases of third party involvement like sponsors, block buyers, lessees, et.al, the VMD and the CCP Marketing Department, as well as the marketing units of the Resident Company (for their shows) are responsible for enforcing the policies on SBT.

The VMD provides used tickets in lieu of SBT for non-revenue events or utilize a guest list for control and record purposes.

CCP employees may be accommodated for free in CCP – produced events/performances that are revenue generating, like the Philippine Philharmonic Orchestra Concert Season, Filipino Artists Series, etc. when there are available seats upon presentation of Identification Cards to a Staff Usher/Usherette stationed at the door/gate, and affix their signatures and employee numbers on the Performance Report Sheet placed at the designated station for the accounting and recording purposes. They are accommodated as Unticketed Stand-By Audience. The free accommodation privilege is non-transferable or extendable to the employee’s friends, relatives, guests, etc. (MC No. 002, S. 2004)

Acceptance of Credit Cards to the CCP Shows

The CCP Box Office shall accept Visa and Master credit cards payments to CCP produced shows to help increase ticket sales during office hours from 9:00 a.m. to 6:00 p.m. CCP shoulder the service charge and other bank charges relative to the ticket purchase. Credit card payment for lessee/resident

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company shows maybe accepted provided that the lessee/resident company shoulders the service and other bank charges. (MC No. 003, S. 2003)

Permanent House Seats

The Center retains permanent house seats in all its theaters. These seats are allocated to its Chairman, Board of Trustees, President, Vice President/Artistic Director, department managers and other officers and staff and guests.

The President and Vice President of the Republic of the Philippines and the CCP Board of Trustees are allocated Parterre Boxes 25, 24, and 23 respectively at the TNA.

House seats for lessees shows/performances like school ballet recitals, voice recitals, piano recitals, conferences, etc. may be released upon the request of the lessee and approval of the Department Manager of the TOD. However, four (4) tickets shall be retained for use by the CCP President and Artistic Director. In case, the Artistic Director shall not use his ticket allocation, he shall turn it over to the Performing Arts Department for use of other division concerned.

Ticket Revenue Collections/Remittances

I. Remittance of Ticket Sales

All collections from ticket sales of co-produced and lessee shows shall be deposited to the Trust Fund. For CCP produced shows, the collection shall be deposited to the corporate fund. After the performance/show, the ticket system service provider prepares a Final Settlement Report which is checked by the Ticket Controller. The Final Settlement Report is used by Financial Sevices Department as the basis for any fund transfer to the Corporate Fund. The FSD shall effect the appropriate transfer of funds within five (5) working days after the receipt of the Final Settlement Report.

A. Box Office

1. All collections from ticket sales shall be remitted to the Cashier’s Office not later than 4:30pm daily. Collections received after 4:30pm and on Saturdays, Sundays and holidays shall be remitted the next

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working day. The daily remittance of ticket sales shall be accompanied by an Order of Payment.

2. A proof of receipt of cash from ticket sales an Official Receipt shall be issued by the Cashier.

II. Ticket Sales Reporting

A. Weekly Ticket Sales Remittance Report

1. To determine the accountability at the Box Office, the Weekly Ticket Sales/Remittance Report shall be prepared by the Box Office Personnel in two (2) copies. The distribution shall be as follows:

1st copy – Accounting2nd copy – File

2. This report shall show the name of the accountable personnel, the particular title of the show, the Official Receipt number and date of issue, amount of ticket sales, and remittances made for the week for all performances.

3. The ticket supervisor shall certify the correctness of the Weekly Ticket Sales/Remittance Report.

4. The total proceeds from ticket sales shall tally with the total remittances made for the week. Any shortage or overage shall also be reflected in the report.

B. Final Settlement Report

To determine the total ticket sales and number of tickets sold at the outlets and box office including discounts and complimentary tickets issued, the ticket system service provider prepares a Final Settlement Report (FSR) after five (5) days after the date of the last performance. This report is the basis for computing the accountability of ticket sellers.

The FSR is submitted by the ticket system service provider to the Sales and Account Division for checking by the Ticket Controller.

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The FSR shall be certified to its correctness by the Chief, Sales and Account Division, and noted by the Department Manager. The certified correct Final Settlement Report serves as the Summary of Ticket Sales.

The certified correct FSR shall be xeroxed in three (3) copies, and shall be distributed to the Accounting, COA and Marketing Manager. The Ticket and Sales Division keeps the original copy of the report.

Ticket Requisition, Receipt and Distribution

I. Ticket Requisition

1. The request for ticket printing for lessee, CCP produced and co-produced shows is made by the Theater Operations Department and approved by the Marketing Department.

2. For CCP-produced and co-produced shows, the ticket specifications are determined by the Marketing Department. For lessee shows, ticket specifications are based on lease contracts between the Center and the lessee.

II. Ticket Distribution

A. Lessee Shows

1. For non-revenue shows, the tickets shall be made available to the lessee only after they are properly validated by the Sales and Account Division by stamping the authorized signature at the back of the ticket.

2. For revenue shows, the lessee must avail of the CCP computerized ticket from the ticket system service provider and made available for sale at the Box Office and all outlets of the ticket system service provider.

V. Fixed Parking Fees During Performance Dates

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In order to avoid traffic in our parking exits which have inconvenienced our guests and patrons in the past, a flat rate for light vehicles and for heavy vehicles for parking shall be collected in CCP parking areas during performance dates. Tickets shall be issued. (MC No. 002, S. 2000)

W. Merchandising and Other Sponsorship Collaterals

I. Within the CCP Main Building

The Center allows its major sponsors, resident companies and lessees to set up merchandise and sponsorship collaterals which are beneficial to both the Center, its clients and patrons at all lobbies and hallways within the CCP Main Building servicing the Main Theater, Little Theater, Studio Theater and Audio Visual Room under a short-term lease rental arrangement to generate income.

A. General Merchandising:

Merchandising is defined as trade which includes product sampling, brand advertising, promotion and direct sales.

1. Sponsors shall provide their own personnel and equipment to oversee the set-up, strike-down and other manpower needs such as flyer distribution, sampling, etc. All persons, effects and equipment coming into the Center for this purpose shall be subject to the standard in-house security provisions and institutional policies.

2. Graphics, artworks and designs shall be submitted to the Center for evaluation and approval by the Theater Operations Department (TOD), and/or Marketing Department. In exceptional cases, Management Committee approval shall be sought.

3. Upon endorsement by TOD or Marketing Department, the lessee or sponsor shall coordinate with the Administrative Services Department (ASD) for other technical requirements such as carpentry assistance, structural feasibility of proposed installation/s and electrical rating.

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4. ABSOLUTELY no commercial trek lights and other similarly lighted signs will be allowed within the premises.

5. For CCP-Produced or Co-Produced shows, the Marketing Department shall coordinate ALL merchandising activities within the premises with:

TOD – for activities/set-up involving any part of the theater venue; its lobbies, hallways and corridors; and/or

ASD – for proper inventory of incoming/outgoing equipment, paraphernalia, and the like for control and security purposes.

CCP-Produced Events – mounted by and funded from internal corporate budget such as PPO and Filipino Artists Concert Series, anniversary and special events.

CCP Co-Produced Events – tie-up with another production entity with profit-sharing schemes and/or accountability for production costs.

Lessee-Produced Events – a production mounted by a non-CCP entity and uses the venue under a short-term lease/rental arrangement.

For lessee shows, TOD shall take full responsibility in coordinating said merchandising task.

6. Sponsors shall set-up/install at least six (6) hours before the event. No nails/screws shall be embedded onto any part of the building, and set-ups are to be free standing, stable and safely secured.

7. Merchandisers must keep their business only within permitted areas; loitering/roaming around is strictly prohibited.

8. Cleanliness in the area shall be maintained with properly lined trash/ garbage bins. For wet sampling, ice chests

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and coolers must be drip-free and supported with a vinyl/plastic liner, especially on carpeted areas.

9. Tables, chairs and linen covers are available-for-rent, through the ASD, at reasonable rates.

10. Sponsors will be responsible for the strike-down and removal of set-up within the twenty-four (24) hours AFTER egress/end of the performance. Otherwise, its disposal shall be at the sole discretion of the Center without any liabilities.

B. Product Sampling and Flyer Distribution

1. Product sampling and leafleting/flyer distribution shall be allowed only at the Glass Doors during audience egress. Sampling is the act of giving out a small part or quantity of a product to the public.

2. Set-up for wet-sampling and similar concessionaries shall be confined within the Snack Bar space; or adjacent thereto, when there is a Snack Bar set-up. Wet sampling includes all types of beverages or alcoholic drinks, ice cream, desserts, fruit juices and other goods in liquid form.

3. Wet sampling of alcoholic beverages and other similarly intoxicating preparations (as wet sampling) may be allowed within the premises, subject to controls mutually agreed upon with CCP Management.

4. Only graded electrical fixtures such as coffee maker, water heater and stove shall be allowed subject to payment of charges. Open flame cooking is strictly prohibited.

C. Standees, Exhibit Panels and Other Static Displays

The following spaces, maximum allowable dimensions and quantity for merchandising fixtures shall be allowed in accordance with the National Building and Fire Codes:

1. Little Theater Lobby

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a. Standees: quantity : Seven (7) dimensions : 1.80 m. (height) x 1.00 m. (width)

x 0.75 m. (thick) per standee location : sparsely distributed

b. Snack Bar/Concessionaires’ Area quantity : One (1) dimensions : 1.50 m. (width) x 4.50 m.

(length) location : between the Glass Doors and the

Gift Shop area

c. Subscribers’ Area quantity : One (1) dimensions : 1.50 m. (width) x 4.50 m.

(length) location : between the first and second

concrete foundation posts

d. Exhibit Panels/Static Display Space quantity : Two (2) free areas dimensions : 1.50 m. x 13.70 m. per

panel/display location : 1. alongside Arturo Luz’s “Black

and White” mural 2. alongside the Changing Exhibits

Area on the opposite wall.

Either one or both of these may also be utilized for Buffet Table Spread for cocktail receptions.

e. Remainder Free Space quantity : One (1) dimensions : 1.50 m. (width) x 4.50 m.

(length) location : underneath the Grand Staircase

2. Main Theater Lobby

a. Sponsor Set-Up/Collaterals quantity : One (1)

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dimensions : 1.25 m. (clearance from the side of Grand Staircase Line) x 4.50 m. (width) x 4.50 m. (height)

location : Box Office Side

b. Exhibit Panels/Static Display Space quantity : One (1) dimensions : 1.5 m. (thickness) x 4.80 m.

(width/length) location : just before the Lobby Lounge

Seats/Escalators

c. Standee quantity : Three (3) standee units dimensions : 2.40 m. (height) x 1.00 m. (width)

x 0.75 m. (thick) per standee location : 1. behind the Lounge Seats, just

about/before the underside of the escalators2. in front of the Left curved wall to the entrance leading to the auditorium3. in front of the Right curved wall to the entrance leading to the auditorium

d. Sampling quantity : Two (2) areas dimensions : 1.25 m. (clearance from wall) x

2.00 m. (width/length) x 1.80 m. (height), per area

location : on either side of the Orchestra Section corridors

e. Concessionaires’ Area quantity : One (1) dimensions : 3.70 m. (clearance from back

wall) x 4.80 m. (length) location : under the Grand Staircase,

alongside Orchestra Right corridor

3. Second (2nd) Floor Hallway

a. Sponsorship Collateral Space: quantity : One (1)

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dimensions : 1.25 m. (clearance from concrete fence) x 9.15 m. (width/length) x 1.80 m. (height)

location : center set-up fronting/overlooking the Main Lobby

b. Standees quantity : Two (2) standee units dimensions : 1.80 m. (height) x 1.00 m. (width)

x 0.75 m. (thick) per standee location : 1. left end corner of escalator

landing 2. right end corner of staircase

landing

D. Product Selling/Concessionaires

1. Sponsors shall set-up/install their selling booths at least six (6) hours before the event. No nails/screws shall be embedded onto any part of the building; and set-ups are to be free standing, stable and safe. The design/specifications/dimensions of said booths shall be subject to TOD and/or ASD approval prior to ingress/set up.

2. Concessionaires shall directly submit their request to sell and coordinate with the ASD as regards commissions on sales, stocks inventory, et. al. at least, two (2) days before the selling date.

(MC No. 007, S. 2000)

II. Within Folk Arts Theater

A. Streamers

Inside the theater, streamers with the following specifications shall be allowed at the following sites:

At the Green and Yellow sides below the louver frames

size : 1 m. by 6 m. (dimension per streamer)

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no. of pieces : maximum allowable of six (6) streamers

At the sides of the stagesize : 3 m by 8 m. (dimension per

streamer)no. of pieces : maximum allowable of two (2)

streamers

B. Product Samplings and Flyer Distribution

Product sampling/flyer distribution may be allowed inside the TFB at the designated areas before the steps leading to the Green and Yellow areas (Ground Landings) or at the approach/ entrances of either Green/Yellow gates (just before the steel railings).

Wet sampling shall be annexed to CCP-CEO Concessions Stations; subject to space availability and/or existing theater restrictions (including pertinent Ordinances & Laws or reasonable product lock-outs, among other concerns)

C. Easel Stands/Treklights/Lighted Signs

Signs/displays with blinking lights/treklights of any similar merchandising equipment that use similar electrical installation/charge consumption may be allowed with the following guidelines:

A fee per hour per electrical outlet shall be charged. Corresponding tickets to affected areas shall be

surrendered to the Front-of House (TOD).

When merchandising includes sales, the sponsor or agent shall be subject to the Center’s standard concessionaires’ fees.

Sponsors must provide their own personnel to oversee the set-up, strike-down and other manpower needs such as flyer distributions, sampling etc. All persons entering and any and all effects/equipment brought in to the venue for this purpose must be subject to the standard in-house security provisions and institutional policies.

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The CCP will have the final approval of all graphic and other artwork relevant to the production. All other designs such as billboards, streamers and the like for the purposes of promotion must first be submitted for approval by the management prior to installation. (OO No. 003, S. 1992)

Items for Sale

To properly monitor and account the receipts and distributions of all CCP produced items which are intended for sale, the following guidelines shall be adopted:

1. The Marketing Department shall determine the selling price of the item and notify the Accounting Division, Property and Supply Office, and the department concerned involved in the project/production. On the preparation of proposed budgets, the projected revenues shall be included using the selling price determined by Marketing Department.

2. All receipts and issuances of all items for sale shall be centralized at the Property and supply Office.

The department concerned shall turnover the finished product to Property and Supply Office to be supported by two (2) copies of Initial Inventory Report. The report shall reflect the actual number of items on hand certified correct by the Head of the department concerned and acknowledged by the representative of Property and Supply Office. The IIR No. shall be filled up by the Property and Supply Office. The original copy of the IIR shall be forwarded to Accounting Division for bookkeeping purposes.

3. The items for sale shall be taken up in the books of accounts at selling price under the Inventory – Items for Sale account, with a corresponding adjustment to Trading and Production Expense account.

4. A request for withdrawal of items for sale shall be covered by an approved Items for Sale Withdrawal Slip. This form shall be accomplished in three (3) copies to be distributed as follows:

a. Original - Accounting Division (Supporting document

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to Items for Sale Adjustment Sheet) b. 2nd copy - Property and Supply Office c. 3rd copy - Requesting Unit

5. The Marketing Department may be allowed to keep a minimum stock in its possession. This stock shall be withdrawn from the Property and Supply Office which shall be treated as transferred accountability from the Supply Officer to be requisitioning officer. This type of stock shall be covered with a Memorandum Receipt (MR).

6. All sales transactions of the items for sale shall be monitored and controlled by the Marketing Department. Hence, all withdrawals for purposes of consignment or direct sales to outlets and other clients shall be done by Marketing Department only.

The CCP Gift Shop shall be considered as one of the sales outlets of Marketing Department. Therefore, it shall submit a monthly Sales Report to Marketing Department within five (5) working days after the end of the month.

7. All complimentary issuances shall be covered by Office Order No. 03, S. 1993 re: Guidelines on Complimentary Copies of CCP Publications, Video Documentaries and other CCP Products.

8. The Marketing Department shall submit to Accounting Division and Property and Supply Office a Monthly Report of Receipts and Issuances to account for the movement of all stocks in its possession.

Attachments to this report are as follows:

Transaction Supporting Document

a. Cash Sales - Sales Report- Delivery Receipt

b. Credit Sales - Purchase Order- Delivery Receipt

if items were already sold:- Sales Report

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c. Consignment Sales - Signed Letter Agreement

- Delivery Receipt

d. Complimentary Issuances - Acknowledgment Receipt

9. The Property and Supply Officer shall prepare the Items for Sale Adjustment Sheet and shall submit the same to the Accounting Division on or before the 5th working day following the end of the month. This report shall be supported with Items for Sale Withdrawal Slips (ISWS).

10. The Accounting Division shall provide the Credit and Collection Unit a copy of the Monthly Report of Receipts and Issuances for monitoring and final collection of unpaid accounts in coordination with the Marketing representatives.

11. All Statements of Account shall be prepared by the Credit and Collection Unit, copy furnished the Accounting Division for bookkeeping purposes.

12. Sales Discounts, that may be granted by the Marketing Department shall be in accordance with duly approved policy of the Center. A Sales Discounts account shall be created as a new sub-account under Production Expenses.

However, for prior years-produced items, sales discounts shall be treated as surplus adjustment.

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