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CITY GOVERNMENT OF ILAGAN ISABELA
LEGAL CONTROL PROCEDURE

QUALITY MANAGEMENT PROCEDURE
Document No: Revision No: Page No : 1 of
Page
Execution Revisi Revision Process
Description of Change Affecte
Date on No. Type Owner
d
New Newly established document in N/A
accordance to the requirements of
ISO 9001:2015.
Prepared By Verified By Approved By

MAT RONALD S. PAGUIRIGAN
DON ANTONIO MARIE V. ABOGADO EVELYN C. DIAZ, RPT,RN

Process Owner ISO Head City Mayor

Registration Mark: Distribution Mark: This document is the sole property of City Government of Ilagan
Isabela any disclosure, unauthorized reproduction or use is strictly
prohibited except with permission from City Government of Ilagan
Isabela Only documents with standard stamps of City Government
of Ilagan Isabela are considered official.
1.0 OBJECTIVE
This procedure shall establish a systematic approached in delivering Legal Services for
all clients of the City Government of Ilagan Isabela.
2.0 SCOPE
This procedure describes the following processes:
2.1 Handling Civil Complaints when the Concerned Government Unit is the
Complainant
2.2 Handling Civil Complaints when the Concerned Government Unit is the
Defendant
2.3 Issuance of Certificate of No Pending Administrative Case
2.4 Notirization of Legal Documents
2.5 Rendering of Legal Opinions
2.6 Review of Contract of Agreement
2.7 Conduct of Seminars
2.8 Rendering of Legal Advise
3.0 DEFINITION OF TERMS
3.1 Civil Complaint a complaint is any formal legal document that set out the
facts and legal reasons that the filing party or parties believes are sufficient to
support a claim against the party or parties.
3.2Special Power of Attorney - a legal document granting an attorney-in-fact the

authority to act in behalf of the principal under certain, specified circumstances.
3.3 Answer the first pleading by a defendant, usually filed and served upon the
plaintiff within a certain strict time limit after a civil complaint has been served
upon the defendant.
3.4Administrative Case An action, pending or under investigation with the City

Legal Office, commenced against a local official or employee for administrative
neglect or misconduct in office.
3.5Notarization Refers to any act that a Notary Public is empowered to perform

under the 2004 Rules on Notarial Practice.
3.6Legal Opinion refers to a written statement as to the legality (or illegality) of

an action, condition, or intent.
3.7Review refers to the document which enlists the findings of the Legal Officer
after evaluation of the contract or agreement.
3.8Legal Advice refers to the rendering of a professional or formal opinion

regarding the substance or procedure of the law in relation to a particular factual
situation.
4.0 REFERENCE DOCUMENTS
4.1Control of Documented Information Procedure


5.0 RESPONSIBILITY AND AUTHORITY

5.1
6.0 PROCEDURE
6.1Handling Civil Complaints when the Concerned Government Unit is the
Complainant
Process Flow In-charge Process Description Records
Start
Identification of Shall receive the document requesting for

Applicable Legal Staff Case Record
legal assistance
Legal and Other
Requirements
City Legal Shall convene and examine the complaint

Officer or and develop an effective stratagem in
Legal Officers handling the case
Review
END Shall gather evidence and testimonies to

Legal Officer determine the proper legal action to be taken Case Record
Legal Officer
and Legal Shall draft the civil complaint Case Record
Staff
City Legal Shall review the prepared civil complaint for

Officer corrections and approval
Legal Staff Shall file the civil complaint with the proper
court Case Record
Shall represent the CGI during the Pre-Trial

City Legal
Officer or Shall assist the CGI during Pre-Trial or Case Record
Legal Officer represent the same pursuant to a Special
Power of Attorney.
Shall represent and protect the rights and

City Legal
interest of the CGI or LGU concerned during
Officer or Case Record
trial. Shall also notify the complainant on the
Legal Officer
status of the case.
City Legal Shall convene and examine the decision and

Officer or lay down the stratagem in handling the Case Record
Legal Officers situation.

City Legal
Officer or Shall ensure the proper execution of
judgment Case Record
Legal Officers
6.2Handling Civil Complaints when the Concerned Government Unit is the

Defendant
Start
Identification of Shall receive the document requesting for

Applicable Legal Staff Case Record
legal assistance
Legal and Other
Requirements
City Legal Shall convene and examine the complaint

Officer or and lay down the stratagem in handling the
Legal Officer case
Review
Shall gather evidence and testimonies to

Legal Officer determine the proper legal action to be Case Record
taken.
Legal Officer
and Shall draft the answer to refute the
allegations in the complaint Case Record
Legal Staff
City Legal Shall review the prepared answer for

Officer corrections and approval
Legal Staff Shall file the answer with the proper court Case Record
Shall represent the CGI during the Pre-Trial or

City Legal assist the LGU during Pre-Trial or represent
Officer or the same pursuant to a Special Power of Case Record
Legal Officer Attorney authorizing the designated Legal
Officer.

Shall represent and protect the rights and

City Legal
interest of the CGI or LGU concerned during
trial. Shall also notify the defendant on the
Legal Officer
status of the case.
Shall convene and examine the decision and

City Legal
lay down the stratagem in approaching the
situation.
Legal Officer
City Legal
Officer or Shall ensure the proper execution of
judgment Case Record
Legal Officer
6.3Issuance of Certificate of No Pending Administrative Case
Start
Identification of Shall record the attendance of the

Applicable Legal Staff Logbook
Legal and Other client
Requirements
Shall ask the client for the production of a

receipt from the City Treasurers Office
furnished for the issuance of a certification of
Review Legal Staff no pending administrative case and interview
the same to obtain information necessary for
the proper preparation of such certificate.
Shall examine the prepared certificate and

City Legal the client to confirm and verify that no
Officer or pending administrative case is filed against
Legal Officer the client for approval.
Shall hand over the fully accomplished Issue Office

Legal Staff Certificate of No Pending Administrative Case Certificate
to the client and record the same. Record

6.4Notirization of Legal Documents
Start
Identification of Shall record the personal data of the client

Applicable Legal Staff and shall refer the same to legal staff for the Logbook
Legal and Other drafting of the requested legal form
Requirements
Shall interview the client to obtain

information and for the production of
Legal Staff evidence that will support his attestations
Review necessary for the proper preparation of the
requested legal form
City Legal Shall examine the prepared legal form for

Officer or corrections and for approval
Legal Officer
File Copy
Shall enter the approved legal form in the
Legal Staff notarial records Notarial
Records
6.5Rendering of Legal Opinions
Start
Identification of Shall receive the document requesting for a

Applicable Legal Staff Letter Request
Legal and Other Legal Opinion
Requirements
City Legal Shall examine the request and shall refer the
Officer same to a LEGAL OFFICER
Review
Legal Officer Shall conduct an in-depth research and shall

and Legal prepare a meritorious response to the
Staff request

City Legal Shall examine the prepared Legal Opinion for

Officer corrections and for approval
Shall submit the approved Legal Opinion to

Legal Staff the requesting governmental agency. File Copy
6.6Review of Contract of Agreement
Start
Identification of Shall receive the document requesting for the

Applicable Legal Staff File Copy
review of a Contract or Agreement
Legal and Other
Requirements
City Legal Shall examine the request and shall refer the
Officer same to a LEGAL OFFICER
Review
Legal Officer Shall evaluate the contract or agreement and

and Legal shall draft the review/comment, if there is
Staff any
City Legal Shall examine the prepared Review for

Officer corrections and for approval
Shall submit the approved review to the

Legal Staff requesting governmental agency. File Copy
6.7Conduct of Seminars
Start

Identification of Shall receive the document requesting the

Applicable Legal Staff Letter Request
Legal and Other conduct of a seminar
Requirements
Shall examine the request and shall approve

City Legal the same. After approval, shall send a letter
to the requesting agency to convey such File Copy
Officer
Review approval
Research and drafting duties shall be referred

City Legal to a Legal Officer for the presentation of the
Officer same
Legal Officer Shall conduct an in-depth research for the

and Legal preparation of seminar materials to be used
Staff in the seminar
City Legal Shall examine the prepared materials for

corrections and for approval File Copy
Officer
City Legal
Officer or
Legal Officer Shall conduct an informative seminar
with Legal
Staff
6.8Rendering of Legal Advise
Start
Identification of Shall record the personal data of the client

Applicable Legal Staff and shall refer to legal staff for initial Logbook
Legal and Other interview
Requirements
Legal Staff Shall interview the client to determine the Intake Form
facts of his/her case and shall record the
same in the clients record. After the
Review interview, legal staff shall refer the client to
Legal Officer

Shall examine clients record and shall

conduct a more thorough interview.
Legal Officer Afterwards, shall render a Legal Advice for Clients Record
the proper legal action to be taken. The same
shall be recorded in the Clients Record
6.9Reports
Report Title Frequency of Update Responsible Personnel
7.0 PERFORMANCE INDICATOR

7.1
8.0 ATTACHMENTS AND FORMS
8.1Form 1 Notice of Invitation Conciliation and Mediation
8.2Form 2 Legal Forms
8.3Form 3 Case Folders
8.4Form 4 Logbook for attendance and its purposes

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CITY GOVERNMENT OF ILAGAN ISABELA

LEGAL CONTROL PROCEDURE

Prepared By Verified By Approved By

DON ANTONIO MARIE V. ABOGADO EVELYN C. DIAZ, RPT,RN

LEGAL CONTROL PROCEDURE

3.2Special Power of Attorney - a legal document granting an attorney-in-fact the

3.4Administrative Case An action, pending or under investigation with the City

3.5Notarization Refers to any act that a Notary Public is empowered to perform

3.6Legal Opinion refers to a written statement as to the legality (or illegality) of

3.8Legal Advice refers to the rendering of a professional or formal opinion

4.1Control of Documented Information Procedure

LEGAL CONTROL PROCEDURE

5.0 RESPONSIBILITY AND AUTHORITY

Process Flow In-charge Process Description Records

Identification of Shall receive the document requesting for

City Legal Shall convene and examine the complaint

END Shall gather evidence and testimonies to

City Legal Shall review the prepared civil complaint for

Shall represent the CGI during the Pre-Trial

Shall represent and protect the rights and

City Legal Shall convene and examine the decision and

LEGAL CONTROL PROCEDURE

6.2Handling Civil Complaints when the Concerned Government Unit is the

Process Flow In-charge Process Description Records

Identification of Shall receive the document requesting for

City Legal Shall convene and examine the complaint

Shall gather evidence and testimonies to

City Legal Shall review the prepared answer for

Shall represent the CGI during the Pre-Trial or

LEGAL CONTROL PROCEDURE

Shall represent and protect the rights and

Shall convene and examine the decision and

6.3Issuance of Certificate of No Pending Administrative Case

Process Flow In-charge Process Description Records

Identification of Shall record the attendance of the

Shall ask the client for the production of a

Shall examine the prepared certificate and

Shall hand over the fully accomplished Issue Office

LEGAL CONTROL PROCEDURE

6.4Notirization of Legal Documents

Process Flow In-charge Process Description Records

Identification of Shall record the personal data of the client

Shall interview the client to obtain

City Legal Shall examine the prepared legal form for

6.5Rendering of Legal Opinions

Process Flow In-charge Process Description Records

Identification of Shall receive the document requesting for a

Legal Officer Shall conduct an in-depth research and shall

LEGAL CONTROL PROCEDURE

City Legal Shall examine the prepared Legal Opinion for

Shall submit the approved Legal Opinion to

6.6Review of Contract of Agreement

Process Flow In-charge Process Description Records

Identification of Shall receive the document requesting for the

Legal Officer Shall evaluate the contract or agreement and

City Legal Shall examine the prepared Review for

Shall submit the approved review to the

Process Flow In-charge Process Description Records

LEGAL CONTROL PROCEDURE

Identification of Shall receive the document requesting the

Shall examine the request and shall approve

Research and drafting duties shall be referred

Legal Officer Shall conduct an in-depth research for the