Saint Marys University

Bayombong, Nueva Vizcaya

Physical Plant Properties Development and Maintenance Office (PPPDMO)
March 31, 2014
Dr. John Octavious S. Palina
Vice President for Administration
Dear Sir John:
My warmest greetings!
This pertains to the incident reported by Mr. Adonis Zarate, Maintenance Staff assigned at
Polloc Rice Farm regarding the loss of one (1) unit water pump (Suction Motor w/ Self Priming Pump
Safari DE 100 brand purchased during the time of Fr. John Van Bauwel) last March 19, 2014. Upon
investigation, we found out the following:
Based on the initial investigation:
1.that the unit was placed in an open area which is visible to bypassers;
2.that the Gate (Polloc Farm) was open that farmers nearby were free to get into the area for their
farm work;
3.that the Farm perimeter was not totally enclosed with barbed wire. The left side area of the lot was
still open.
4.The loss of the unit was reported to the Barangay hall of Polloc for record purposes three (3) days
after the incident happened.
Based on the report made by the concerned person:
1.that he neglected to return the unit after using it in the farm. It was loaned to Mr. Zarate and brought
out from the campus last February 2013. The unit stayed in the farm for
more than two (2) cropping seasons;
2.that he placed the unit in an open area near the well covered only with grasses and an old plywood.
3.that during harvesting season, the SMU vehicle went to the farm to haul the rice harvested, but he
never took action to bring back the unit to the campus.
4.That he failed to inform the office about the status of the unit.
5.That he failed to follow the advice and reminders of the maintenance property custodian to return
the unit.
Recommendations:
Based from the Administrative and Employment Manual for Non-Academic Personnel Chapter
IV; under Specific Duties and Responsibilities, Letter E for Property Accountability paragraph #.
2 which states: every personnel shall be held accountable for any loss of or damage to
University properties due to their neglect and want of due care and shall pay its net book
value, however, the employee shall not be liable for such losses due to force majeure or
causes beyond their control shall be applied to the concerned person.
Respectfully forwarded for further recommendations and appropriate actions.
Very truly yours,
Mrs. Me L. Galate
Supervisor, CFEMU
Noted by:
Engr. Leonido A. Costales Jr.
Head, PPDMO