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 Area Offices

 

Programming, Organisation and Methods Department 

Introduction

The Programming, Organisation and Methods Department has the responsibility for the following activities – procedures:

  • Purchase/Lease Agreement for substation sites/building
  • Securing of way leaves
  • Securing of approvals from Minister of Communication (government Approvals)
  • Monitoring of the progress of folders
  • Purchasing of materials and services

1.            Substation Agreements: Purchase/Lease of sites/buildings for the establishment of Substations

It is the Department where studies requiring the establishment of a new ground mounted distribution substation 11000/415V are forwarded following the securing of Government approvals and the issue of the Building Permit for the Substation. For the preparation of the Substation Agreement the following procedure is followed.

  • Application to the land Lands Registry Department for the issue of a Search Certificate giving the owners names and any encumbrances of the plots on which the distribution will be established.
  • Forwarding of the official LRO plans to the Drawing Office for marking the substation site and building and for preparing the architectural plans which will be attached to the Substation Agreement.
  • Communication with the applicant asking him to bring all relevant documents i.e. power of attorney, Registrar of Companies Certificates, letters from any creditor/bank institutions in the case of mortgaged plots etc which are essential in accordance with the law for the preparation of the Agreement. 

The signing of the Agreement follows.

2.            Way leaves (Electricity Law CAP 170 Clause 31) 

It is the Department which deals with the procedure for securing way leaves from the owners of land which is affected by extensions or modifications of EAC network. For each such study or application the following procedure is followed:

  • Application to the Lands Registry Department for the issue of a Search Certificate of the owners of the affected plots of land.
  • Finding out and verification of the addresses of the owners of the affected plots or of their legal heirs or their legal representatives
  • Completion and dispatch of Form A62 (Way leave) and of the accompanying letters to the owners of the affected plots of land or to their legal heirs or to their legal representatives
  • Reply expected with in 14 days (Electricity Law CAP 170 Clause 31) from the date of service of Form A62.

After the lapse of 14 days:

  • If the wayleave is not signed by each and every owner or legal heir or legal representative or if a wayleave is given under conditions not acceptable to EAC an application is forwarded to the appropriate District Officer for giving his own compulsory wayleave.
  • If there are any plot owners of unknown residence or address a Public Notice is placed about the intended extension or modifications of the network of EAC which is certified by the Chairman of the Village Committee or the appropriate District Officer

After completion of all the above the folder is forwarded to the technical staff of the Department for further processing. 

3.       Securing the approval of the Ministers of Communications (Government Approvals”, Electricity Law CAP 170 Clause 28)

For those studies for which the approval of the Minister of Communications is required prior to their materialisation, the EAC Plans Approval Form is sent to the following Departments and Authorities for approval:

Public Works Department

District Officer or Municipality

Town Planning and Housing Department

Sewage Committee (if applicable)

Water Development Department

Water Board (if applicable)

Cyprus Telecommunication Authority

Electrical and Mechanical Services

4.            Monitoring of the Progress of Folders

All folders, after completion of the technical study by the Planning Department are monitored and they are checked whether the necessary procedures are adhered to, prior to their dispatch to the Commercial Department for the issue of the relevant terms or their dispatch to the Construction Department if the folder concerns a study for network reinforcement for EAC purposes.

Procedures that must be completed depending on each case as follows:

  • Securing of Wayleaves
  • Securing of Government Approvals for cables and substation
  • Receipt or securing of Building Permit for substation
  • Submission of tender for the substation and approval by the Area Manager
  • Signing of the Substation Agreement
  • Taking over of conduits at road crossing in the case of building plots
  • If it is subject to another study the said study must be forwarded to the Construction Department so that the folder under monitoring may be processed further
  • Tenders for substation building

5.            Purchase of Materials and Services

The programming Department has the responsibility of tender calling in accordance with the regulations and instructions of the Purchasing and Supplies Management of the Authority in force for the time being for:

  • Purchase of materials and services
  • Trench excavations and construction of substation buildings
  • Small purchaseses