Engineering Service Admin & Oprns Manual.pdf

PNP ENGINEERING SERVICE MANUAL

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THE PNP ENGINEERING SERVICE

BRIEF HISTORY OF THE PNP ENGINEERING SERVICE

PCLU ENGINEERING BRANCH The Philippine Constabulary was then one of the four (4) major service commands of the Armed Forces of the Philippines. Until 1970, the PC Logistics Unit had an Engineering Branch tasked to perform engineering works of Camp Mariano Castañeda in Silang Cavite and Camp Bagong Diwa in Bicutan, Metro Manila. The Branch was activated as the 1st PC Engineering Construction Company (PCECC) sometime in 1971. It administered construction projects, repairs and renovations. THE OFFICE CONSTABULARY CHIEF ENGINEER

Since 1975, the PCLU Engineering Branch had been administering and supervising all projects nationwide, until the activation of the Office of the Constabulary Chief Engineer (OCCE). Some of the accomplishments of the Office were the constructions and development of Standard Buildings of Camp Karingal, Southern Police District, Regional Headquarters, Provincial Headquarters, Company Headquarters, and barracks and other infrastructure projects inside Camp Crame. THE PNP ENGINEERING OFFICE In 1991, with the passage of Republic Act 6975 the Office of the Constabulary Chief Engineer (OCCE) was renamed Philippine National Police Engineering Office (PNPEO) maintaining its original function as the OCCE under the newly created Philippine National Police whose organizational structure was maintained at status quo pending full implementation of the law. The National Police Commission (NAPOLCOM) passed Resolution No 92-36 dated October 15, 1992 approving the Revised Organizational Structure of the Philippine National Police composed, among others, of four (4) National Offices, ten (10) Staff Directorates, one (1) Office Inspector General, eight (8) Administrative Units of which, unfortunately, the PNP Engineering Office (PNPEO) was not included. The functions of Engineering Service as a technical unit are vital to police operations and other activities; such as of the Communication Service, Medical and Dental Service, and Finance Service, among others, have not been given due attention and consideration; such that an Engineering Service was inadvertently omitted in the constitution of the administrative support units.

As a result, the position of the Chief, Engineering Service, whose duty is to

advise the Chief PNP on all engineering matters, has been abolished by the removal of the Special Staff Offices from the PNP organization, and was considered then as one of the divisions of the Directorate for Logistics (DL).

NAPOLCOM Resolution No 93-4 amending Resolution No 92-36 in part by

renaming the ENGINEERING and REPAIR DIVISION, under the Logistics Support Service (LSS) to ENGINEERING SERVICES DIVISION. This action has not squarely addressed the need for a separate and unified engineering unit. Engineering functions


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in the PNP were distributed among the REAL PROPERTY MANAGEMENT DIVISION of the Directorate for Logistics (DL), the ENGINEERING SERVICES DIVISION of the LSS and the PNP ENGINEERING OFFICE (PNPEO), resulting to the fragmentation and overlapping of duties coupled with an absence of a competent and unified authority on engineering matters. THE PNP ENGINEERING SERVICE (PNPES) In March 1994, the then Chief, PNP POLICE DIRECTOR GENERAL UMBERTO RODRIGUEZ recommended to NAPOLCOM the activation of the PNP ENGINEERING SERVICE (PNPES) to be included as one of the National Administrative Support Units of the PNP to be constituted out of the PNP ENGINEERING OFFICE and other units/offices performing engineering functions. NAPOLCOM passed and approved Resolution No 94-028 on September 6, 1994 activating the PNPES as the 9th administrative unit of the PNP. As a result, the Directorate for Logistics now has two (2) distinct operating units: Logistics Support Services (LSS) for supplies and the Philippine National Police Engineering Service (PNPES) for engineering activities.

ACTIVATION OF THE PNP ENGINEERING SERVICE

RESOLUTION NO. 94-028 CREATING THE ENGINEERING SERVICE OF THE PHILIPPINE NATIONAL POLICE (PNP) AND FURTHER AMENDING RESOLUTION NO. 92-36, AS AMENDED, WHICH APPROVES THE REVISED ORGANIZATIONAL STRUCTURE OF THE PNP AND PROVIDES POLICIES AND GUIDELINES IN THE IMPLEMENTATION THEREOF. WHEREAS, NAPOLCOM Resolution No. 92-36 has approved the Revised Organizational Structure of the Philippine National Police which includes eight (8) Administrative Support Units as among the national offices of the PNP; WHEREAS, the functions of engineering as a technical service vital to police operations and activities, much like those of the Communication Service and the Medical and Dental; Service, among others, have not been given due attention and consideration such that the Engineering Service was omitted in the constitution of Administrative Support Units.

WHEREAS, as a result thereof, the position of Chief, Engineering Office, whose duty is to advise the Chief, PNP on all engineering matters and to undertake, as he does to date, the construction programmed and special projects, as well as major repair and utility projects of the PNP, has been abolished by implication due to the removal of Special Staff offices from the PNP organization;

WHEREAS, NAPOLCOM Resolution No. 93-4 has amended Resolution No. 92-36 in part by renaming the Engineering and Repair Division under the Logistics Support Service to Engineering Service Division but this action has not squarely addressed the need for a separate and unified engineering unit; WHEREAS, as presently organized, the engineering functions in the PNP are distributed among the Real Property management Division of the Directorate for Logistics, the Engineering Service Division of the Logistics Support Service and the present Engineering Office resulting in fragmentation and overlapping of duties coupled with an absence of a competent and unified authority on engineering matters; WHEREAS, the PNP envisions to construct a substantial quantity of housing facilities for a great number of its personnel pursuant to the government’s thrust to provide decent and affordable shelter for its employees;


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WHEREAS, in view of the foregoing observations and in consideration of the indispensable technical role assumed by the Chief of the Engineering Office, the Chief of the PNP has recommended the activation of the PNP “Engineering Service” as an additional Administrative Support Unit of the PNP to be constituted out of the present PNP Engineering Office and other units/offices performing engineering functions; and WHEREAS, the said activation of the PNP Engineering Service along a simple, flexible pattern will not entail significant changes in the present allocation of personnel, material and financial resources of the Philippine National police, but will in fact clearly delineate engineering responsibilities in that the Directorate for Logistics will now have two distinct operating units – the Logistics Support Service for supply matters and the Engineering Service for engineering activities. NOW, THEREFORE, BE IT RESOLVED, AS IT IS HEREBY RESOLVED, to approve the activation and staffing of the ENGINEERING SERVICE as an Administrative Support Unit of the PNP effective this date: BE IT RESOLVED, FURTHER, to amend Paragraph B7 of this Commission’s Resolution No. 92-36 by adding Subparagraph (i) thereto, to read: “ 7 The nine (9) Administrative Support Units, including Chaplain Service, Headquarters Support Service and Engineering Service: xxx xxx xxx (i) Engineering Service which includes the Land Utilization Division Construction and Repair Division, and Housing Division.” BE IT RESOLVED, FINALLY, to abolish the Engineering Service Division of the Logistics Support Service, PNP by deleting the same from Paragraph B7 (a), which shall now read: “ 7 (a) Logistics Support Service which includes the Procurement Division; Supply Distribution and Storage Division; Explosives and Ordnance Division; and Transportation and Maintenance Division;” Approved this 6th day of September 1994, at Makati, Metro Manila, Philippines.

RAFAEL M. ALUNAN III Secretary, DILG & Chairman, NAPOLCOM

GUILLERMO P. ENRIQUEZ, JR.

Commissioner Vice Chairman/Executive Officer

EDGAR D. TORRES FEDERICO S. COMANDANTE ALEXIS C. CANONIZADO Commissioner Commissioner Commissioner


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Attested by: REYNALDO J.D. CUADERNO Deputy Executive Director IV

MISSION AND FUNCTIONS

MISSION

To provide for the overall planning, implementation, supervision and evaluation of all Engineering programs, Land Utilization, Housing projects and other related activities of the PNP. FUNCTIONS

Formulate policies, plans and procedure in the management of engineering

resources, land utilization, and on-base and off-base housing activities;

Plan, design/administer and supervise construction and development of the PNP buildings, facilities and housing related projects.

Supervise, monitor and evaluate all construction and major engineering

maintenance and repair of buildings, structures and the operation of utilities by the Police Regional Offices and National Support Units;

Participate in the preparation of plans and/or construction of PNP on-base and

off-base housing projects;

Coordinate with private developers through GSIS, PAG-IBIG, NHA and other lending institution, to assist the PNP personnel in acquiring house and lot;

Participate in the planning and execution of police operations requiring

engineering support;

Act as commodity manager for engineering supplies and equipment, and determine engineering requirements and standards for personnel equipment;

Manage and administer the utilization of PNP real estate;

In coordination with the Directorate for Intelligence, collect, compile and

disseminate engineering intelligence information, and participate in the planning and implementation of physical measures in PNP camps and stations;

Provide technical assistance during the conduct of relief operation in times of

disaster and calamities. and

Perform other functions that the C, PNP may direct.


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ORGANIZATIONAL STRUCTURE

Staff Divisions Operating Divisions

LEGEND: Proposed

GENERAL FUNCTIONS AND PROCEDURES

IAO

ESPO

OFFICE OF THE DIRECTOR

OFFICE OF THE DEPUTY DIRECTOR

OFFICE OF THE CHIEF DIRECTORIAL STAFF

Administrative Division

Operations Division

Construction & Repair Division

Land Utilization Division

Housing Division

17 – REGIONAL ENGINEERING OFFICES


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S T A F F D I V I S I O N

A D M I N I S T R A T I V E D I V I S I O N GENERAL FUNCTIONS:

1. Assist the Director, ES in carrying out the duties and responsibilities on Administrative matters.

2. Exercise general supervision of all sections under the Administrative Division.

3. Perform other functions/duties as Director, ES may direct.

SPECIFIC FUNCTION OF SECTIONS: A. PERSONNEL SECTION

a. Exercise general supervision on the personnel regarding admin matters. b. Responsible on matters pertaining to personnel, records management,

education and training of the Service uniformed and non-uniformed personnel and doctrines pertaining to the organization, administration and operation of the Engineering Service.

c. Responsible for the receipt, dispatch and filing of incoming and outgoing

communications.

d. Maintain, prepare and update roster of PNPES personnel.

e. Responsible for the recruitment/appointment, assignment, promotion, classification/reclassification of personnel.

f. Provide details and duties for the internal administration of PNPES like,

duty officer, duty PNCO.

g. Publish, distribute and insure that all orders, memorandum, bulletins, directives, instructions prepared in accordance with the existing PNP regulation and guidance of D, ES.

h. In-charge in the consolidation of reports from all divisions prior to

submission to higher Headquarters.

i. Perform other functions/duties as C, Admin may direct. B. LOGISTICS SECTION

a. Formulate policies and procedures on procurement and maintenance of personnel supplies and equipment.

b. Manage the build-up, maintenance and utilization of supplies and

equipment of the PNPES personnel.

c. Determine programs and procure the necessary equipment, supplies and materials needed by every Division, Sections and Command Staff.

d. In-charge in the requisition, distribution and implementation of POL

products.


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e. Perform other duties as Director, ES and Staff may direct. C. BUDGET AND FISCAL SECTION

a. In-charge in preparations of budget proposal of the Service and submit the same to TDC for programming.

b. Prepare program of expenditures based on the Net Working

Appropriation (NWA) issued by TDC.

c. Assist the Chief Directorial Staff in the preparation and presentation of the Program Review and Analysis.

d. Coordinate with concerned Directorates, Accounting & Auditor Office for

allotment releases and funding of ES activities.

e. Stamping of funds and prepare request for Obligation of Allotment (ROA).

f. Provide and control fiscalization for financial transactions of the office.

g. Maintain records and documents of all financial transactions and

allotment advice received.

h. Perform other duties as the D, ES may direct. D. HUMAN RESOURCES AND TRAINING SECTION

a. Study and serve information pertaining to the personnel activities of the Service.

b. Supervise and monitor all sports development program/activities of the

Service.

c. Supervise and coordinates training activities in coordination with other concerned Offices.

d. Formulate training programs and directives that required attaining

professionalism of the uniformed and non-uniformed personnel.

e. Determine training requirements level and recommend personnel training in foreign and local service schools\universities as authorized by National Headquarters.

f. In coordination with concerned Directorial Staffs, review and

recommend deserving PNP dependents to the PNP Scholarship Program.

g. Creates an atmosphere conducive to good relationship to all personnel

and improvement of personnel welfare and morale and recognizes the employees right to self-organization.


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h. Formulates plans, programs and policies for career management for

PNPES personnel.

i. Perform other duties as D, ES may direct.

O P E R A T I O N D I V I S I O N

A. POLICE COMMUNITY RELATIONS SECTION

a. Responsible in the implementation of the PCR plans and programs by the unit.

b. Assist the D, ES in budgeting and programming of funds to support

PCR activities of the Unit.

c. Prepare implementing plans and programs on PCR related matters.

d. Consolidate documentation and collection of historical facts, figures, projects and items from subordinate offices prior submission to higher headquarters and

e. Prepare periodic and special reports regarding PCR for submission to

higher Headquarters.

f. Perform other duties as D, ES may direct. B. INTELLIGENCE AND INVESTIGATION SECTION

a. Direct, control and supervise the production of intelligence, use of intelligence information for operational planning and policies for the Command Group Staff direction, counter-intelligence operations.

b. Plan and supervise intelligence and counter-intelligence in service

training.

c. Provide the D, ES with timely and accurate intelligence information for information and decision.

d. Upgrade the efficiency in the implementation of investigation policies,

guidelines and directives.

e. Monitor and insure that investigation of crimes and other offenses terminates with arrest and successful prosecution of the suspect(s).

f. Perform other duties as D, ES may direct.

C. OPERATIONS AND PLANS SECTION

a. Prepares, develops, maintain and updates program, plans, orders,

policies and procedures concerning the efficient operation and utilization of engineer personnel, equipment and other resources.


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b. Determine requirements for and recommends employment of personnel, equipment and other resources.

c. Prepare, coordinate and issue operational order and directives in

accordance with NHQ, PNP policies and guidance; and

d. Coordinate, evaluates and provides staff supervision of Unit’s activities.

d. Perform other duties as D, ES may direct.

O P E R A T I N G D I V I S I O N S

C O N S T R U C T I O N A N D R E P A I R D I V I S I O N GENERAL FUNCTIONS:

1. Assist the Director, ES in carrying out his duties and responsibilities pertaining

to construction and repair works;

2. To supervise the preparation of plans, specifications and bill of materials in connection with the proposed PNP projects.

3. To supervise and monitor all on-going/completed PNP projects.

4. To formulate policies concerning construction and repair and utilizes projects.

5. To supervise the evaluation of the proposed PNP projects prior to

programming/release of funds. 6. To administer technical assistance with PNP personnel.

7. Performs other duties as directed by D, ES and higher authorities.

SPECIFIC FUNCTIONS OF SECTIONS: A. PLANS AND DESIGN SECTION

a. To supervise design of the proposed PNP projects. b. Directly supervise the preparation of Plans, scope of works and Bill of

Materials on new construction projects..

c. In-charge in the research of modern design of the PNP structure.

d. In-charge in the upgrading of prices for construction. e. To perform other duties as directed by C, CRD.

B. CONSTRUCTION MANAGEMENT SECTION

a. In-charge in the preparation of Contract Documents, permits, and other pertinent papers in relation to PNP projects.

b. Inspect the site of proposed PNP projects.


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c. Evaluate all contract documents to include plans and specifications in conformity with the engineering standard and policies.

d. Supervise and monitor construction projects PNP projects. e. Render periodic report to C, CRD.

f. To perform other duties as directed by C, CRD.

C. REPAIR AND UTILITY SECTION

a. In-charge in the preparation of plans, scope of works and cost estimate for the proposed repair projects.

b. To supervise and monitor all administered PNP repair projects.

c. To evaluate submitted documents on proposed repair projects.

d. To perform other duties as directed by C, CRD.

Parameters Status of On-Going Construction Projects Format Name of Projects Location

PNP Owned Real Estate

Titled/Untitled Project

Cost Source

of Funds

Status Remarks Date Started

Date Completed

Status of Repair and Utilities Projects Format Name of Projects Location

PNP Owned Real Estate

Titled/Untitled Project

Cost Source

of Funds

Status Remarks Date Started

Date Completed

L A N D U T I L I Z A T I O N D I V I S I O N GENERAL FUNCTIONS:

1. To conduct technical/or detailed inventory of all PNP real estates, including buildings situated therein.


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2. Custodian of all documents pertaining to PNP Real Estates and depository of original owner’s duplicate copy of titles and original deeds of donation and purchase.

3. To conduct surveys and real properties acquired by the PNP either by

purchase, donation and/or reserved by Proclamation or Executive order of the President of the Philippines.

4. To insure the proper documentation of all PNP owned, administered,

possessed and/or occupied real properties so that said properties shall be registered and/or titled in the name of the PNP

5. To create pre-emptive measures to avoid any possible attempt by

unscrupulous or scheming individuals or entities to squat and/or title PNP properties in their name. Settle claims and controversies arising from the use and occupancy of PNP properties.

SPECIFIC FUNCTIONS OF SECTIONS: A. SURVEY SECTIONS

e. Conduct research and verification of existing data at DENR and or Bureau of Lands for records of plans and technical descriptions of lands to be surveyed prior to the conduct of actual survey. The area shall be clearly delineated by marking the boundaries with distinctive concrete monuments for proper identification.

f. Conduct original/relocation/re-survey, subdivision survey, topographic

survey, consolidation survey and/or verification survey of all real properties owned, occupied, administered, possessed and/or occupied by the PNP.

g. Prepare sketch/survey plans and technical description of surveyed real

properties with complete survey returns to be submitted to DENR or LRA for approval.

h. Facilitate, coordinate and monitor the application for approval of plans

filed at the DENR or LRA. B. RECORDS AND DOCUMENTATION SECTION

a. Update records and detailed inventory of all PNP real estates acquired through donation, purchase, lease, gratuitous occupancy, AFP allocation to PC, proclamation or executive order, including buildings situated therein. It shall include lot identification, area, mode of acquisition, estimated market value, etc.

b. Depository of all documents such as historical memorandum,

letter/correspondence, deeds of conveyance, tax declarations, Original Certificates of Title/Transfer Certificates of the Title and other records concerning PNP Real Estates.

c. Account, reconciles and classifies all PNP Real Estates, nationwide, as to

their acquisition and utilization.

d. Classify according to priority and work duration all PNP Real Estates for titling from simple transfer to judicial application for registration.


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C. LAND REGISTRATION DIVISION

a. Conduct research of copies of technical, lot data computation or are computation and plan of the parcel of land covered by lost/destroyed certificate of tiles.

b. Submit complete titling requirements of acquired PNP rail estates either

by Donation, purchase, proclamation or executive order for registration at the Register of Deeds.

c. File petition for reconstitution of titles of all tilted PNP real estate with lost

original Owner’s Duplicate Copy of titles.

d. File an administrative or judicial application for registration of Original Certificates of Title of unregistered PNP real estate at the LRA, DENR and/or Regional Trial Court where the land is located.

e. Facilitate, coordinate and monitor the petitions for reconstitution of title

and application for registration administratively or judicially filed at concerned government agencies.

WORKS OF SURVEY SECTION STEPS IN EXECUTING LAND SURVEYS FROM RECEIPT OF SURVEY AUTHORITY REQUEST TO THE SUBMISSION OF SURVEY RETURNS

1. Send notification letters to the different persons mentioned in the manual such as the owners of adjacent properties, district engineer, city engineer, railroad company, provincial treasurer and district land officer, city or municipal mayor.

2. Sketching, and finalizing the actual position of corners as agreed by the owner

and adjacent owners.

3. Selection of reference points if there’s any or the nearest titled property.

4. Observed solar observation at the first traverse station which is nearest to the reference point or titled property.

5. Run a closed or circuit traversed around the property undergoing a survey

taking side shots to the agreed corners used to define the boundaries of the property.

6. Prepare the computations of solar observation traverse, reference

computations and lot data computations.

7. Prepare the original plan as the result of the data obtained in the field.

8. Prepare all the necessary papers and completed survey returns for submittal to the Director of Lands.


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CHECKLIST OF REQUIREMENTS FOR COMPLETE SURVEY RETURNS:

1. Transmittal of Survey Returns 2. Field Notes with Cover 3. Field Notes Inside 4. Field Notes (Astronomical Observation), if required 5. Original Plan 6. Tracing Cloth Plan, if required 7. Blue/Whiteprint Plan 8. Lot Data Computation 9. Traverse Computation, if required 10. Astronomical Computation, if required 11. Reference Computation 12. Boundary Computation 13. Geodetic Engineer’s Certificate 14. Survey Notification Letter, if required 15. Tax Declaration, if required

16. Affidavit, if required 17. Survey Authority/Order, if any 18. Certified Copy of Title by Register of Deeds 19. Court Order/Decision (duplicate, original or certified copy), if

any 20. Deed of Absolute Sale (duplicate, original or certified copy)

WORKS OF RECORDS AND DOCUMENTATION SECTION: RECORDS KEPT IN VAULT OF PNP REAL ESTATE: REGISTERED PROPERTY: 1. Original Owner’s Duplicate Copy of Original/Transfer Certificate of Title.

2. Tax declaration of the land issued by Municipal/City/Provincial Assessor’s Office.

3. Certified copy of survey plan with technical description of lot from DENR or Local Bureau of Lands. Undertake the actual inspection of site to determine the location of boundary monuments and the general condition of the area.

4. Free from claimants/tenants/squatters ACQUIRED THROUGH DEED OF DONATION:

1. OCT/TCT of the land, if any. 2. Lot location plan of the property duly certified by a Registered Geodetic

Engineer. 3. Current Tax Declaration. 1. Real Estate Tax Receipt 5. Board/Sangguniang Bayan/Lungsod/Panlalawigan Resolution confirming the

act of the Donor. Included in the resolution is the judicial personality of the donor whether a corporation, LGU or individual.

6. Immediate compliance on the terms and conditions provided for in the Deed of Donation. Inform the donor of the reasons/causes of delay if said terms and conditions were not complied within the specified period.

ACQUIRED THROUGH LEASE:

1. Location plan, approved plan and a brief description of land with existing improvement/building plan duly approved by the Provincial/City/Municipal Engineer.


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2. Estimated area of land/building. 3. Expected date of occupancy. 4. Name and address of Owner. 2. Documentary evidence of ownership such as OCT or TCT, tax declaration

and real estate tax receipt.

6. Commitment in writing that the owner is willing to lease the property at a certain rental rates.

7. Certificate of Occupancy. 8. Lease Contract.

ACQUIRED THROUGH PRESIDENTIAL PROCLAMATION:

1. Certified true copy of Presidential Proclamation from Malacañang Records. 2. Approved Original Survey of the property. 3. Complete folder of the requirements for presidential proclamation of the area.

WORKS OF LAND REGISTRATION SECTION

STEPS ON HOW TO ACQUIRE ORIGINAL CERTIFICATE OF TITLE I. SURVEY OF LAND

The land shall be measured by a licensed surveyor or Geodetic Engineer

who shall also prepare the plan in tracing cloth or Diazo Polyester Film.

II. APPROVAL OF PLAN

The plan shall be approved by the Director of Lands or the Regional Lands Director or the Regional Technical Director who has jurisdiction over the place where the property is located. The plan shall have a technical description that is verified and certified by the Director of Lands or the Regional Technical Director or his designated official authorized to issue such certification. III. FILING OF APPLICATION

The application for land registration shall be typewritten and shall be filed

at the Regional Trial Court that has jurisdiction over the place where the land is located. It shall be in Seven (7) copies, which shall be signed and sworn into by the applicant.

The application shall be supported by the following;

a. The original plan in tracing cloth duly approved by the Director of Lands/ Regional Lands Director/ Regional technical Director and Two (2) blue print copies duly certified by the aforementioned officers.

b. Three (3) copies of technical description that conforms with LRC Circular No. 365 which duly verified and certified by the Regional Technical Director or his authorized representative.

c. Three (3) copies of certificates from the surveyor or Geodetic Engineer or certificate of non-availability from the Regional Technical Director; and

d. Four (4) copies of the latest Tax Declaration or Assessment Certificate from the Assessor’s Office where the land is located.


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The application shall contain the following information; a. Description of the land. b. Civil Status of the applicant. If married, include the name of spouse. If

separated (when, where and what court gives the order of separation). If the applicant is of minor age, state the age.

c. Complete name and address of the applicant, the present occupant of the land, owners of the adjacent lands if known, if not known, statement how shall they be located. If minor, complete name and address of legal guardian.

d. Citizenship of the applicant. IV. LAND REGISTRATION CASE NUMBER

The clerk of Court shall issue a Land Registration Case Number once the application has been received.

V. DATE OF HEARING

The court shall set the date and time of hearing for the application

pursuant to Section 23, PD 1529 and LRC Circular No. 353. The court order for the first hearing shall be sent to LRA together with the duplicate copy of the application, original or certified copy of plan in tracing cloth, original duplicate copy of technical description, surveyor’s certificate, latest tax declaration and proof of payment of publication to the Official Gazette.

VI. PUBLICATION

The Notice of Initial Hearing prepared by LRA shall be published at the

Official Gazette and at the newspaper of general circulation in the Philippines. The cost of publication of P1,012.50, if the application is for each lot and an additional cost of P322.50 for every lot in excess of one lot, have to be paid by the applicant at the Clerk of Court after filing the application. The amount paid shall be given to the Director of National Printing Office.

VII. OPPOSITION

All persons who claim ownership or have interest over the land shall file

opposition at the Court to be heard.

VIII.EVIDENCE The applicant and the opposition shall present proof of ownership during

the hearing. IX. DECISION

After the hearing, the Court shall read the decision in favor of the person

who has proven his ownership over the land. If the decision has been declared final, the Court shall issue Court Order directing the Administrator of LRA to provide Degree of Registration for the said person.

X. DECREE OF REGISTRATION

After receipt of the Court Order, the Administrator of LRA shall provide a

Decrees of Registration with number, written in the Original Certificate of title and the original Owner’s Duplicate Copy of it to be delivered to the Register of Deeds of the place where the land is located.


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XI. CERTIIFICATE OF TITLE After receipt of the original and duplicate copes of Original Certificate of

Title or Decree of Registration, the Register of Deeds shall assign an OCT number and shall be kept at the vault of the registry. The Register of Deeds shall provide to the registered owner the owner’s duplicate copy of the Original Certificate of Title after paying the legal fees thereof.

REQUIREMENTS FOR PETITION FOR RECONSTITUTION OF

ORIGINAL/TRANSFER CERTIIFCATE OF TITLE The Petitioner is required to submit the following:

1. A signed copy of the petition; 2. A certification from the Register of Deeds concerned that the original of the

certificate of title in the Registry was either lost or destroyed; 3. Certification from the Lands Management Bureau that Patent title was issued

to Lot No. _______;on the basis of which the reconstitution is to be made, duly certified by the Clerk of Court pursuant to Par. 4 (a) of LRC Circular No. 35, and that the same is/are the true and faithful reproduction of the document presented by the petitioner.

4. The original with two (2) duplicate copies and a Xerox copy of the original of the technical description of the parcel of land covered by the lost/destroyed certificate of title, certified by the authorized officer of the Land Registration Authority/Land Management Bureau;

5. The certified copy of lot data computation or area computation prepared by a duly licensed Geodetic Engineer;

6. The sepia film plan with two (2) print copies of the subject parcel of land prepared by a duly licensed Geodetic Engineer who shall certify thereon that its preparation was made on the basis of a certified technical description;

REQUIREMENTS FOR REGISTRATION

VOLUNTARY TRANSACTIONS – (Sale, Donation, Settlement, Adjudication, Petition, Mortgage, Exchange, Lease, Merger) Common Requirements:

Original copy of the Deed/Instrument

If the original copy can not be produced, the duplicate original or certified true copy shall be presented accomplished with a sworn affidavit executed by the interested party stating why the original copy can not be presented.

Owner’s and co-owner’s copy of the certificate of title (if one had been issued), if

the land is registered.

DAR Clearance and Affidavit of Aggregate Land Holding of the transferee if the land is covered by CARP.

Specific Requirements:

1. Deeds of Transfer

a. BIR certificate authorizing registration re: payment of capital gains tax, estate tax and donor’s as the case may be.


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b. Revenue tax receipts evidencing payment of documentary stamp tax, if the amount paid is P10.00 and above.

c. Real Property tax clearance indicating the tax declaration number. d. Proof of payment of transfer tax, except if the document was

executed before July 1, 1973. e. Affidavit and Certificate of No Improvements, in case no

improvement by the Assessor’s Office. f. Tax declaration

Additional Requirements:

For extra judicial settlement/adjudication - Affidavit of publication of the publisher/editor stating that the deed/instrument had been published for the three (3) consecutive weeks.

Sale of Subdivision Lots - License to sell and/or certificate of registration by

HLURB (In case of subdivision projects)

Power of Attorney or any deed, instrument executed abroad - Certificate of authentication by the nearest Philippine Consulate.

Judicial Settlement of Estate

a. Order approving the project of partition. b. Certificate of finality of the order/termination of special proceeding. c. Letter of administration – if the property is encumbered or sold during the

settlement proceedings.

Mortgage, Lease

a. Certificate of non-delinquency in the payment of real estate tax. b. Documentary Stamp Tax

Extra judicial Foreclosure of Mortgage

a. Certificate of sale by the sheriff. b. Approval of the Executive Judge, RTC (except where the sale was

conducted by the notary public) c. Documentary Stamp Tax

Consolidation of ownership

Affidavit of consolidation of the purchase/deed of sale of the mortgage.

Judicial Foreclosure of Mortgage

a. Court order directing the sale by public auction. b. Certificate of sale issued by the sheriff.

For Subdivision and/or Consolidation plan

a. Without change of ownership

1. Letter request 2. Tracing cloth of the plan duly approved by the Land Registration

Authority or the Land Management Bureau. 3. Blue print copy of plan 4. Original technical description


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b. With change of ownership

1. agreement of partition 2. real estate tax clearance

PROCEDURE IN ACQUIRING TITLE THROUGH DEED OF DONATION: 1st Step Execute Deed of Donation 2nd Step Annotation of OCT or TCT and the executed deed of donation to the

Office of the Register of Deeds 3rd Step Proceed to the Assessor’s Office for the issuance of the following:

a. Payment of Realty Tax, if any b. Latest certified copy of a Tax Declaration c. Issuance of Tax Clearance d. Payment of Transfer Tax, if any (75% of 1.0% of the assessed

value) e. Issuance of Transfer Tax Clearance.

4rth Step Proceed to District/Regional Office of BIR

1. Present the following: a. Deed of donation b. Owner’s Duplicate Copy of OCT/TCT c. Tax Clearance d. Transfer Tax Certificate e. Certification of No Improvements from the Assessor’s Office and

Affidavit executed by the taxpayer 2. Payment of Donor’s Tax, if any 3. Issuance of Donor’s Tax Certificate 4. Issuance of Certificate Authorizing Registration (CAR)

5th Step Proceed to Register of Deeds 1. Present the following:

a. Owner’s Duplicate Copy of OCT/TCT b. Tax Clearance Certificate c. Transfer Tax Receipt d. Certified Copy of Tax Declaration e. Realty Tax Clearance f. Donor’s Tax Clearance g. Certificate Authorizing Registration (CAR)

2. Filing of Application Form 3. Payment of fees, if any 4. Issuance of Transfer Certificate of Title

Note: Payments are made depending on the location of the property and year of acceptance. Tables of payments are available in each office concerned.


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PROCEDURE IN ACQUIRING TITLE THROUGH DEED OF SALE: 1st Step Execute Deed of Sale 2nd Step Annotation of OCT or TCT and the executed deed of sale to the Office of

the Register of Deeds 3rd Step Proceed to the Assessor’s Office for the issuance of the following:

a. Payment of Realty Tax, if any b. Latest certified copy of a Tax Declaration c. Issuance of Tax Clearance d. Payment of Transfer Tax, if any (75% of 1.0% of the assessed value) e. Issuance of Transfer Tax Clearance.

4rth Step Proceed to District/Regional Office of BIR

1. Present the following: a. Deed of Sale b. Owner’s Duplicate Copy of OCT/TCT c. Tax Clearance d. Transfer Tax Certificate e. Certification of No Improvements from the Assessor’s Office and

Affidavit executed by the taxpayer 2. Payment of Capital Gains Tax, if any (7.5% of the Zonal Value) 3. Payment of Documentary Stamp Tax (1.5% of the Zonal Value) 4. Issuance of Capital Gains Tax Certificate 5. Issuance of Certificate Authorizing Registration

5th Step Proceed to Register of Deeds 1. Present the following:

a. Owner’s Duplicate Copy of OCT/TCT b. Transfer Tax Receipt c. Certified Copy of Tax Declaration d. Tax Clearance Certificate e. Realty Tax Clearance c. Documentary Stamp Tax d. Capital Gains Tax Clearance e. Certificate Authorizing Registration (CAR)

2. Filing of Application Form 3. Payment of fees, if any 4. Issuance of Transfer Certificate of Title

Note: Payments are made depending on the location of the property and year of acceptance. Tables of payments are available in each office concerned.

DONOR’S TAX CLEARANCE REQUIREMENTS

1. Donor’s Tax Return (4 copies) 2. Deed of Donation (2 Xerox copies) 3. Title (back to back) (2 Xerox copies) 4. Latest Tax Declaration (back to back) ( 2 Xerox copies)

a. Tax declaration for improvement introduced in 1985 and prior years (2 Xerox copies)

b. Building Permit or occupancy permit for improvement introduced in 1986-1990) (2 Xerox copies)


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5. If no improvement a. Affidavit of no improvement secured from Lawyer (2 copies) b. Certification from the City Assessor’s Office that there is no existing

improvement (2 copies) 6. Donor’s tax return duly received by accredited bank (1 copy duplicate

and 2 Xerox copies) 7. Birth Certificate or Sworn Statement of Relationship (2 copies) 8. Computation sheet accomplished by Revenue Officer (original) 9. Certification Fee (original) 10. Documentary Stamp Tax (original) 11. Marriage Contract (1 Xerox copy)

REQUIREMENTS IN THE ISSUANCE OF PROCLAMATIONS/RESERVATIONS

Pursuant to Presidential Memorandum Circular No. 28 dated 10 January 1993,

the following documents for the processing of requests for Presidential Proclamation must be complied with:

1. Request for reservation by the Reservee. 2. Comments/Recommendation of the following:

a. Provincial health Officer duly concurred or recommended by the Regional Health Director and Secretary of Health when it may affect the health of the people.

b. District Engineer of DPWH duly concurred or recommended by the Regional Director and Secretary of DPWH.

c. Provincial Commander or the Chief of Staff of the Armed Forces of the Philippines in case of military reservation duly concurred or recommended by Secretary of Department of National Defense (DND).

3. Survey of the land to be reserved duly approved by the Regional Technical Director for lands concerned and approved plan.

4. Verified and certified correct Technical Description. 3. Certified photographs (or visual documentation) showing panoramic view of

the area subject of the proposed proclamation as well as adjacent areas/vicinities improvements introduced, landmarks, identifying features, settlements, if any, etc.

Land classification or Municipal Index Map projecting the area covered by the proposed proclamation and land uses of the area and surrounding vicinities within two (2) kilometer radius.

ADDITIONAL REQUIREMENTS IN ACQUIRING REAL PROPERTY THROUGH PRESIDENTIAL PROCLAMATION:

1. Approved Original survey of the property. 2. Tax declaration/TCT/OCT. 3. Certification from the Local Government Units. 4. Draft of presidential proclamation. 5. Recommendation Letter from CENRO.

CHECKLIST ON REQUESTS FOR EOS, AOS AND OTHER PRESIDENTIAL

ISSUANCES OR APPROVAL

1. JUSTIFICATION – an explanation on the economic administration or other justifications for the requested issuance or approval.

2. LEGAL BASIS – a statement citing the legal basis for the requested

issuances or approval.


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3. AGENCIES INVOLVED – a statement enumerating the departments,

agencies or offices that may be involved in or affected by, the implementation of the requested issuances or approval.

4. COORDINATION WITH AGENCIES - A statement that the necessary

coordination or consultations were made with the agencies involved or affected.

5. POTENTIAL PROBLEMS – a statement on the potential risks, problems, or

complications, if any, that may arise if the request for presidential issuances or approval is granted or denied.

PROCEDURE IN ACQUIRING PRESIDENTIAL PROCLAMATION: 1st Step Conduct research of the area. 2nd Step Execute survey of the area with the following activities:

Request survey authority from CENRO (1 month). Execute survey (subdivision and topographic survey)

3rd Step Secure clearance/certification/endorsement from the following:

Office of the Mayor Office of the Municipal Agrarian Reform Officer (DAR) Office of the Municipal Planning and Development Officer

Office of the Provincial Engineer (DPWH) Office of the Provincial Health Officer (DOH) Office of the CENRO (DENR)

4th Step Prepare panoramic view of the area being requested for presidential

proclamation. 5th Step Submit survey returns to regional office of Lands Management

Bureau/DENR for approval. 6th Step Filing of requirements for proclamation:

Approved survey plan Clearances and Panoramic view

7th Step CENRO will conduct investigation and evaluation. 8th Step Lands Management Bureau conducts evaluation and issues

recommendation for proclamation. 9th Step DENR Central Office will drafts the proclamation and endorses it to the

President of the Republic for approval. 10th Step Issuance of Approved Proclamation Inventory Report of PNP Building/Facilities are coming from the Different police Regional Engineers I. Report regarding the status of building/facilities in their AOR. Criteria for Evaluation

1.1 Buildings that are already dilapidated and beyond repair are to be demolished.

1.2 Building facilities, which are damaged by fire as consequence of sabotage,, terrorism and other military or popular rising.


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1.3 Buildings/facilities, which are destroyed by typhoons and other natural calamities.

1.4 Any loss or damage of buildings/facilities occurred during the prescribed period.

1.5 Construction of the PNP buildings on PNP owned lot is given priority for programming.

II. PNPES Land Utilization Division is monitoring the status of this buildings/facilities

based on the updated quarterly report of the different regional engineers. III. The following are engineering parameters to be implemented in order to obtain

substantial report from the different police regional offices (see attached format). IV. The premium invoice number of the buildings/facilities fire insurance, signatories and

recapitulation are indicated on the last page. V. There should be a separate format for gains and losses in order to have an accurate

report.

POLICE REGIONAL OFFICE Quarterly Report on Gains and Losses (Buildings) For the Period ___________________________

A. GAINS

PO/CPO Location Occupying Unit

Total Floor Area

(sq.m) Type

Date Constructed

/Acquired

Construction/Acquisition

Cost Remarks

B. LOSSES Note:

1. The same format will be utilized except that column “Date Acquired” be replace with “I”.

2. Remarks will the status of the building whether occupied, condemned, burned, etc.

3. Type of building whether permanent, semi-permanent, or temporary structure.

4. The report shall include those officially acknowledge but already not in existence (such as burned or demolished), which are yet to be applied/approved for relief from property accountability.


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TIME-LINE ON TITLINGS (SPECIAL CASE)

Unregistered Land (Judicial)

1 2 3 5 4

H O U S I N G D I V I S I O N GENERAL FUNCTIONS:

Survey of Land

(2 weeks)

Approval of Plan by DENR

Filings of Application &

Litigation at RTC (1 Year)

Conduct Research on the Original

Documents such as Deed of Conveyance

For issuance of Original Certified

of Title at Register of Deeds

(2 Weeks)

LRA for Issuance of

Decree number (2 Months)


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1. Implement PNP Housing Plans, Programs categorized as follows:

A. On-Base Housing Programs B. Off-Base Housing program

2. Administer and oversees the administration of all PNP Housing Facilities 3. Ensure the proper collection, accounting, disbursement and remittances of

rental from PNP personnel for On-Base Housing.

4. Maintain active liaison with the National Housing Authority and other Government/Private agencies.

5. Assist PNP personnel in acquiring Houses/Lots in private subdivisions through

GSIS, PAG-IBIG, NHA and other lending institutions.

6. Prepare Periodic Reports on Housing for the information of C, PNP to include problems and recommendations related to its functions.

7. Prepares Annual Budget of the PNP Housing Board and submit same for

approval of the PNPHB/CPNP.

8. Perform other functions that D, Es and TDCA/Chairman, PNP housing Board and C, PNP may direct.

A. FINANCIAL MANAGEMENT SECTION:

a. Maintains report of collections and disbursements; b. Maintains an effective, up-to-date and accurate counting records and book

of accounts of transactions and entries; c. Prepares and submits recurring and special financial statements and other

related accounting reports required by higher authorities; d. Keeps and maintains corresponding records of loans received from

lending institutions and also collection of remittances from the rental of PNP quarters.

B. ON-BASE SECTION:

a. Administers and maintains existing and completed PNP quarters at NHQ and Police Regional Offices.

b. Maintains individual jacket file for all PNP quarters to determine the

condition and inventory of quarters; c. Conducts periodic management survey and inspection of quarters to

determine their condition, inventory and other related aspects necessary for management planning and division.

C. OFF-BASE HOUSING SECTION:

a. Maintains systematic recording of data and all pertinent papers of applicants of PNP assisted off-base housing projects.

b. Process all documents of pre-qualified PNP personnel applicants for submission to PNP Housing Board;

c. Provides assistance to all awardees of the PNP assisted housing projects in the organization of their homeowners association and other livelihood activities.


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ON-BASE HOUSING PROJECTS: These are PNP-owned housing facilities inside posts, funded and constructed by the PNP for the benefit of its personnel and their dependents. These housing facilities are the existing quarters, barracks, and apartments buildings. The PNP, through the PNP Engineering Service, have designed a standard type of structure for On-Base Housing as follows:

A. Medium-Rise Condominium Buildings for PCOs B. Medium-Rise Condominium Buildings for PNCOs C. 10-Door Apartments for PCOs D.10-Door Apartments for PNCOs E. Bachelor Officers’ Quarters F. Married Officers’ Quarters] G. PNCO Barracks

Qualification in Acquiring On-Base Housing Unit

1. The PNP personnel is assigned inside the PNP Post where the facility is situated and holding key position;

2. He must be married, except for BOQs and Barracks; 3. The applicants must not be an awardee of government housing projects; 4. Applicants whose spouses are also in PNP service shall be given priority.

Any PNP personnel who are interested to acquire on-base quarters may submit his letter request to CPNP/RD through the Chairman, PNPHB/RHB his letter request citing therein his/her reasons and justification. The request shall be supported with the following documents: Requirements:

• Personal Data Sheet • Marriage Contract • Statement of Assets, Liabilities and Networth • Payslip

OFF-BASE HOUSING PROJECTS: These are housing facilities outside posts, constructed and developed by private land developers, government shelter agencies, local government units and non-governmental organizations and financed through government financial institutions. Available projects under this category are the PNP-HDMF Special Housing Loan Program and the BCDA Housing Project. PNP-HDMF Special Housing Loan Program: In line with this program, the PNP has forged a memorandum of agreement with Home Development Mutual Fund (HDMF) for the provision of a housing loan facility to qualified PNP personnel under simplified procedures and lesser documentary


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requirements. This enable PNP personnel to acquire housing units with no equity or at least reduced down payment, increased in loan amounts with option to pay under a graduated mode of payment. How to Avail Housing Loan thru PNP/HDMF Special Housing Program

1. Submit complete requirements to Housing Division, ES. Basic Requirements:

a. Latest Pay Slip; b. Housing Loan Application (HLA) with ID Photos (properly accomplished

and duly notarized); c. Authority to Deduct; d. Five (5) copies ID pictures (1”x1”) with signature; e. Marriage Contract (Xerox copy); f. Community Tax Certificate (Xerox copy); g. Specimen Signature; h. Tax Identification Number (TIN).

TO BE PROVIDED BY THE DEVELOPER:

a. Certified True Copy of TCT/CCT/OCT (Latest Title and its Trace Back); b. Location Plan and Vicinity Map; c. Photocopy of Tax Declaration and Tax Receipt.

ADDITIONAL REQUIREMENTS DEPENDING ON LOAN PURPOSE: PURCHASE OF LOT:

a. Contract to Sell/Deed of Conditional Sale/Purchase Agreement.

PURCHASE OF RESIDENTIAL UNIT: A. OLD UNIT:

a. Contract to Sell/Deed of Conditional Sale/Purchase Agreement.

B. NEW UNIT: a. Building/electrical/sanitary permit; b. Building/floor plans duly signed by the borrower; b. Contract to sell/deed of conditional sale/purchase agreement; and c. Occupancy permit.

PURCHASE OF LOT AND CONSTRUCTION OF HOUSE:

a. Building/electrical/sanitary permit; b. Building/floor plans duly signed by the borrower; c. Specifications and Bill of Materials duly signed by the Licensed Engineer;

and d. Contract to sell/deed of conditional sale/purchase agreement; and

CONSTRUCTION OF HOUSE:

a. Building/electrical/sanitary permit; b. Building/floor plans duly signed by the borrower; c. Specifications and Bill of Materials duly signed by the Licensed Engineer

HOUSE IMPROVEMENT:


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a. Building/electrical/sanitary permit; b. Building/floor plans duly signed by the borrower; c. Specifications and Bill of Materials duly signed by the Licensed Engineer

2. Notification of Approval of Loan by HDMF; 3. Release of loan proceeds by HDMF.

BCDA-NAPOLCOM-PNP HOUSING PROJECT: To provide decent and affordable housing units for the PNP personnel, the BCDA turned over the NAPOLCOM 2,190 housing units located at Diego Silang Village, Taguig City. Each unit has 36 sq.m. and 57 sq.m floor area with kitchen and bathroom. MODE OF PAYMENT: LEASE TO OWN This payment scheme has been considered for adoption in order to lessen the burden of the PNP personnel on equity requirement and high cost of monthly amortization. An awardee of this project will pay a monthly rental of P1,500—P4,000 depending on the model and floor level. All rental paid will form part of the payment for the unit provided said awardee maintains good standing with the PNP while in the active service. How to Avail Housing Unit at BCDA:

1. Submit complete requirements to the Housing Division, Engineering Service; a. Certification from Head of Office: Good Moral Character; No House and

Lot in MM or in the province; and Living in squatters area/renting or living with parent or relatives.

b. Letter request; c. Personal Data Sheet; d. Latest Statement of Assets and Liabilities; e. Latest Payslip; f. IAS Clearance; g. Marriage Contract.

2. Once approved, contract signing will follow at BCDA Management and Holding

Inc. located at the Technological Center, Fort Bonifacio, Taguig City; 3. Issuance of Authority to Move-In by BMHI.


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CIRCULAR NUMBER 7 (as amended) PHILIPPINE NATIONAL POLICE HOUSING REGULATIONS 1. PURPOSE This Circular prescribes the revised policies in the construction, maintenance and administration of Philippine National Police (PNP) quarters and housing facilities.

2. GENERAL

A. The PNP shall enhance the well being of its personnel by providing adequate

services, which shall improve their quality of life. To this end, the PNP, in cooperation with other government agencies and the private sector, undertake on-base and off-base housing programs, and assist PNP personnel in acquiring subdivision housing at favorable terms.

B. The PNP housing system shall be established as s self-supporting institutions.

3. DEFINITION OF TERMS

A. POST – PNP Camps and other Police Stations.

B. QUARTERS – A PNP housing unit for its personnel and their dependents.

C. MARRIED OFFICERS QUARTERS (MOQ) – Housing units for married officers.

D. MARRIED NON-OFFICERS QUARTERS (MNOQ) – Housing units for

married non-officers personnel.

E. TRANSIENT OFFICERS QUARTERS & TRANSIENT NON-OFFICERS QUARTERS (TOQ &TNOQ) – Any lodging facility for accompanied or unaccompanied officers/non-officers personnel or dependents staying for a period not exceeding fifteen (15) calendar days.

F. BACHELOR OFFICERS QUARTERS (BOQ) – A lodging facility for bachelor

officers and unaccompanied married officers of the Post.

G. BARRACKS – A personnel dormitory usually considered integral to units and/or for transient personnel.

H. POSITIONAL QUARTERS – Quarters assigned to PNP officials by virtue of

their positions as recommended by the PNP Housing Board subject to approval by C,PNP.

I. ON-BASE HOUSING – A housing facility inside a Post.

J. OFF-BASE HOUSING – A housing facility outside a POST owned and

maintained by the PNP.


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K. REPAIR & MAINTENANCE – Restoration of quarters to its original condition, or correction of a defect therein without increasing its original dimension.

L. LIVABLE AREA – A habitable area enclosed by four permanent and semi-

permanent walls such as bedrooms, dining room, toilet and bath. 4. ADMINISTRATION OF PNP HOUSING

A. The PNP Housing Board (PNPHB) shall formulate housing programs, plans and policies and oversee the administration of the PNP Housing Program. It shall establish rules and regulations for the administration of funds.

B. The PNP Housing Board shall be composed of the following:

Deputy Chief, PNP for Administration - Chairman Director for Personnel & Records Mgmt. - Vice-Chairman Director for Logistics - Member Director for Comptrollership - Member Director, Finance Service - Member Director, Engineering Service - Member/Secretary Director, Headquarters Support Service - Member Director, Legal Service - Member Chief Executive Senior Police Officer - Member

C. There shall be a PNPHB Executive Committee, which shall be primarily

responsible for the execution of the functions of the PNPHB. It shall be composed of the following: Director for Personnel & Records Mgmt. - Chairman Director, Headquarters Support Service - Vice-Chairman Director for Logistics - Member Director, Engineering Service - Member/Secretary Director, Legal Service - Member Chief Executive Senior Police Officer - Member

D. SECRETARIAT – The PNP Engineering Service shall be utilized as PNPHB

Secretariat. E. The Secretariat has the following functions:

o Implement PNP housing plans, programs & policies; o Administer/oversee the administration of PNP housing facilities; o Ensure the proper collection, accounting, disbursement and remittance of

rentals from quarters; o Compile all reports and records regarding PNP housing; o Maintain active liaison with the HUDCC and other government agencies; o Assist PNP personnel in acquiring houses through private subdivision; o Submit periodic reports to the PNPHB and to the C,PNP to include

problems and recommendations related to its function; o Prepares annual budget of the PNP housing fund for approval of the

PNPHB; and


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o Perform other functions as the Chairman, PNP Housing Board may direct.

F. All the Police Regional Offices shall establish their respective Police Regional

Housing Board (PRHB), which shall assist the PNPHB in the execution of its function.

1. Composition of PRHB:

Deputy Reg’l Director for Administration - Chairman Asst. Reg’l Director for Personnel - Vice-Chairman Asst. Reg’l Director for Logistics - Member Chief, Regional Engineer Office - Member/Secretary Chief, Reg’l Headquarters Service Group- Member Regional Executive Senior Police Officer - Member

2. Functions of the PRHB:

a. Ensure the implementation of rules, regulations, procedures and recommend modification to PNPHB goals and objectives pertaining to PNP housing;

b. Keep the PNPHB informed of the status of the PNP housing in its area

of responsibility; and

c. Perform such other functions as directed by PNPHB.

3. Secretariat – There shall be a PRHB Secretariat, which shall be the

coordinating body of the Board.

a. Composition:

The Chief, Regional Engineers Service Office who shall be the Head of the Secretariat and such other members as may be appointed by the Regional Director. It shall exercise the following functions.

b. Functions:

1. Disseminate policies and carry out instructions of the PRHB;

2. Compile all reports and records regarding all PNP housing projects

within the Area of Responsibility;

3. Keep the Chairman and all member of the PRHB informed about the policies of the CPNP and/or Chairman, PNPHB status of PNP housing projects in the Regional Area of Responsibility;

4. Maintain active liaison with project administrators;

5. Submit monthly period reports to PNPES; and

6. Perform such other duties as the PRHB may direct.

G. Records and Reports:

1. Chief, Regional Engineers Service Office shall maintain a record file for

each quarters containing among others the PNP Real Property


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Record-Building Facility (PNP Form) contract of occupancy and other allied papers pertaining to PNP housing.

2. The following reports shall be submitted to and maintained by the

PNPHB:

i. Monthly report of occupants and rentals (PNP Form 2)

Monthly reports are to be submitted by the Chief, RSO/Dir, HSS to the PRHB, copy furnished Engineering Service, containing the list of PNP personnel who are occupying quarters inside the Post.

ii. Report on Overstaying Occupants (PNP Form 3)

The Chief, RSO/Dir, HSS shall render monthly reports to the PRHB, copy furnished Engineering Service, on retired, separated and reverted PNP personnel still occupying PNP quarters, indicating their respective dates of retirement/separation/reversion, the reason why they have not vacated their assigned quarters and the total rentals due.

iii. Inventory of Quarters Report (PNP Form 4)

This is a semi-annual report to be submitted to the PRHB, copy furnished Engineering Service, by the Chief, Regional Headquarters Service Group on the 15th of June and December.

iv. Construction/Rehabilitation of PNP Quarters (PNP Form 5)

Initial and monthly reports on the construction of new housing projects and repair of existing quarters shall be submitted to PRHB, copy furnished Engineering Service Office on the 5th day of the following month. It shall include the cost and source of funds whether from appropriate funds or loans obtained from financial institutions or donations.

3. The above-mentioned forms may be revised and/or other forms may

be required by the PNPHB, as it deems necessary. 5. POLICIES A. CONSTRUCTION

i. Design and specifications of quarters to be constructed in all posts or PNP

housing facilities shall be standardized base on the grade of the PNP personnel and subject to approval by the concerned PNP Housing Board.

ii. No individual extension/renovation shall be made on PNP quarters. Any

such work shall be done on a standardized basis, except for the positional quarters, which shall be standardized as the CPNP may direct.

iii. Electrical designs of PNP Quarters are standard. Occupants are not

allowed to have any revision, extension, addition of electrical wiring, outlets and devices. Special loads such as Air Conditioning Unit (ACU), heaters or any appliances with motor or heating element must have separate branch circuit. In this case occupants who want to have the above mentioned appliances shall secure permit and may be required to submit plans and specification subject to approval of Dir, HSS/C, RSO.


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Note: Not all quarters may be allowed to have a connection/installation of special load. Existing electrical design of quarters are subject to verification.

iv. PNPHB funds and resources shall be used to operate PNP housing as a

total system. However, until such time that the system is fully self-sustaining, the PNPHB may use the funds for housing or amortization.

v. Construction of privately owned housing units shall not be authorized inside PNP camps. Privately owned housing units constructed inside PNP camps prior to the effectivity of PNP Circular Nr. 7 shall be treated in the following manner:

a. If these were built by the owners in good faith and of acceptable

standards, the owners may be compensated by the PNP based on the fair market value of the houses. Such mode of payment shall be limited to free use of the quarters only for a period to be specified in an agreement between the Camp Commander and the individual concerned subject to approval of the PNPHB. These houses shall be converted into PNP quarters and the owner may be allowed to occupy the same. If the owners however, refuse to accept payment, they may have the option to remove all the improvements that they have done on the PNP real property.

b. If this were built in bad faith, the builder may be remove the

structure only in case he can do so without prejudice to other properties.

B. OCCUPANCY

i. Any married PNP personnel, including those widows/widower in the

active service are eligible for assignment of PNP quarters; ii. Priority in the assignment of quarters shall be the responsibility of the

C, PNP/Regional Directors thru their PNPHB/PRHB subject to the following criteria: seniority, designation and date of application.

iii. All quarters shall be awarded in writing through a written contract

executed by and between the Post Commander and the awardee (PNP Form 1);

iv. Prior to occupancy, the quarters shall be inspected jointly and

technically by the awardee and the Post Engineer/appropriate official housing representative. Occupancy shall be done not later than fifteen (15) days upon notice;

v. All persons staying in PNP quarters shall comply with the security,

safety and sanitary regulations of the Post; vi. No PNP personnel shall be awarded more than one quarters. Those

entitled to positional quarters shall vacate his previously assigned quarters (if he occupies one) and forthwith occupy the designated positional quarters;


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vii. A PNP personnel occupying a government quarters who is transferred

to another police unit stationed outside of the Post or if the reason(s) for which such an award was made ceases shall vacate his quarters to it available for another qualified occupant. For purpose of this Circular, PNP personnel is assigned at the NHQ and NCR, are deemed transferred to another unit if said unit stationed outside of NCR.

viii. As a rule, the awardee may be allowed to occupy quarters unless such

occupancy is earlier terminated for a cause or other valid reasons. The termination of occupancy shall be made in writing and with appropriate terminating order in accordance with sub-para 9 below;

ix. Thirty (30) days before to termination of occupancy, the Post

Commander shall inform the occupant in formal letter that the quarters assigned to him shall be vacated immediately on such date. For valid reasons, a written request for extension not to exceed thirty (30) days may be granted by the PRHB/PNPHB upon the recommendation ofg the Post Commander; positional Quarters shall be vacated immediately upon relief from position.

x. In case of death of a PNP personnel, his immediate family shall be

allowed to stay in his quarters for a period of six (6) months, provided however, that if the deceased has direct dependents who are still studying at the time of death, the occupants shall be allowed to continue occupying the quarters until the end of the current school year.

xi. Quarters to be vacated shall be inspected jointly and technically by the

occupant and the Post Engineer/appropriate officer-housing representative to determine liability of the occupant if there is any, to have all obligations settled, or caused refund of excess deposit.

xii. Eviction proceedings shall be instituted against PNP personnel who

have violated this Circular or regulations pertaining to housing or conditions of the contract or has shown undesirable habits and traits of characters, or for security risks.

C. REN TAL RATES OF QUARTERS

i. The rental rates of PNP quarters shall be equal to the quarters

allowance of the occupant.

ii. Fees for bachelor, barracks and transient quarters are as prescribed in

the appropriate regulations promulgated by the NHQ, PNP;

iii. Funds accruing from rentals of PNP quarters shall form part of Trust Receipts to be utilized for repair and maintenance of quarters and other housing facilities. Any surplus may be disposed of as prescribed by the PNPHB;

vi. For purposes of rental rates, the following positional quarters are

exempted: CPNP, Camp Commander and CESPO.

v. The rental rates of positional quarters shall be in accordance with the foregoing scheme. However, if the officer entitled to positional quarters is occupying PNP quarters other than that positional quarters which he rents according to the foregoing scheme, he shall be required


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to choose which quarters he prefers. If he does not avail of himself of his positional quarters the PNPHB/PRHB may allow another officer occupying a key position to occupy it provided said occupant shall pay the rental rates as prescribed above and provided further that the tenure occupancy is co-terminus with the position of the officer entitled to the positional quarters.

D. PAYMENT OF LIGHT AND WATER CONSUMPTION

i. Light and water bills shall be paid by the occupant based on the

prevailing existing local utility company;

ii. Fifty (50%) percent of accrued bill on electrical and water consumption shall be collected thru salary deduction and the balance of 50% shall be collected by D, HSS (Camp Commander or his duly authorized representative) on a cash basis scheme.

E. REPAIR AND MAINTENANCE/DEMOLITIONS

i. All existing quarters shall undergo periodic inspection, repair and

maintenance to preserve its comfortable living, in accordance with safety and security standards. As far as practicable, repair and maintenance shall be done upon vacation the quarters.

ii. Economical utilization of light and water to those quarters shall be

observed;

iii. Repair requirements shall be programmed by the Regional Directors until such time that the Housing System is a fully operational and self-supporting entity. No repair, maintenance and renovation of quarters by occupants shall be done without the written approval of the CPNP

or any other duly designated/authorized officer in accordance with the

existing rules and regulations thru RCHB/PNPHB and subject to other existing regulations.

iv. All quarters that have been verified to be condemned by the Post

Engineer, representatives of the Engineering Service and the Commission on Audit shall be immediately demolished in accordance with existing rules and regulations on Demolition and Safety Procedures.

F. PROPERTY ACCOUNTING

No furnishing shall be provided by the PNP to any quarters. In the event

that furnishings, such as furniture, appliances, utensils or other removable fixtures are provided, they shall be covered by Invoice Receipt and Memorandum Receipt signed by the Administrative Officer of the Offices concerned and shall be turned over by the outgoing to the incoming occupant.

G. IDENTIFICATION

i. All quarters shall be identified by building number composed of the

prefix (A, B, C, D, E, F, etc.) signifying its classification and the number correlatively for each Camp.

ii. For the purpose of this Circular, the following are the classifications of

quarters:


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a. Positional/Staff Quarters b. Married Officers Quarters c. Married Non-officers Quarters d. Bachelor Officers Quarters e. Barracks f. Transient Officers Quarters/Transient Non-Officers Quarters

iii. Non-standard or existing quarters shall be identified and marked as

close as possible to the prescribed standard set in para 5a above. iv. The markings shall be painted on a white sign black bordering six (6)

inches high by twelve (12) inches wide in block letters/numbers (four (4) inches by two (2) inches wide.

6. AUTHORITY OF HOUSING ADMINISTRATION

A. Director, Engineering Service is authorized to obtain all necessary report from all Regional Directors and Post Commanders, and direct the compliance of this regulations.

B. Director, HSS/C, RSO are empowered to ensure compliance of this and

other camp regulations directly related to housing. They may: 1. Demand payment of rentals;

2. Cut off electrical, telephone and water connection in case of violation after due notice has been served; and

3. Delegate authority to respective Housing Officer or Camp Engineer. 7. RESPONSIBILITY

A. The Director for Personnel and Record Management (DPRM) shall exercise staff responsibility for the effective implementation of this Circular;

B. Director, Engineering Service shall program repair of all quarters as

recommended by respective Police Regional Housing Board, subject to approval of PNPHB;

C. The Regional Directors shall include in their R&U programs, the repair and

maintenance of government quarters/barracks until such time that the PNP housing system is capable of undertaking continuous self-maintenance;

D. The Director for Logistics (TDL) shall include in their R&U program, the

repair and maintenance of quarters/barracks until such time that the PNP housing system is capable of maintenance of the same.

E. The Regional Engineer/Post Engineer shall be responsible in the

preparation and approval of the detailed engineering plans, designs, working drawing, and specifications as prescribed by the Director, PNP Engineering Service;

F. Post Commanders are responsible for the assignment, repair and

maintenance of PNP quarters and its utilities in consonance with this Circular.


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G. Regional Directors, PROs shall be responsible in the administration and management of PNP quarters under their respective area of jurisdiction in consonance with this Circular.

8. EFFECTIVITY: This Circular takes effect upon publication. BY COMMAND OF POLICE DIRECTOR GENERAL LACSON: ROMEO LAYGO PEÑA Police Deputy Director General

The Chief Directorial Staff

OFFICIAL: REYNALDO MACUSI ACOP Police Chief Superintendent Director for Personnel and Records Management


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JOB DESCRIPTION OF KEY PERSONNEL

DIRECTOR Statement of Duties and Responsibilities:

Advised the C, PNP and assist the higher Headquarters in carrying out duties and responsibilities on technical related matters requiring engineering support/services.

Formulates and supervises policies and procedures relating to the operation,

coordination, integration and standardization of the engineer developmental equipment and system within PNP.

Manage, exercise general supervision, directs and coordinates the works of the

staff with higher headquarter including all SOPs of the unit.

Represents the unit during command conference involving unit concerned.

Keeps the Command Group and staff informed on matters concerning the unit.

Maintain and keeps the unit properly observed the execution of all directives coming from higher headquarter.

Formulates and maintains plans, policies and doctrines pertaining to PNP

engineering works.

Formulates, implements and monitor the career and training pattern for PNPES personnel.

Evaluates all constructions and major engineering repair works undertaken by

PNPES.

Programs, approves or recommends all constructions required for PNP, the maintenance and repairs of all such constructions.

Perform other duties as higher headquarter may direct.

DEPUTY DIRECTOR

Statement of Duties and Responsibilities:

Assist the D, ES in carrying out his duties and responsibilities.

Directs, supervises and coordinates the works of the staff including the SOPs of

the unit.

Keeps the Director and staff informed on information affecting the unit.

Represents the Director when authorized and acts as the OIC in the absence of the Director.

Sees to it that all plans, instructions and directions of the Director are properly

observed, disseminated and faithfully implemented.


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Prescribes the staff operating polices and procedures.

Perform other duties as Director, ES and higher headquarter may direct.

CHIEF DIRECTORIAL STAFF


Assist the D, ES in carrying out his duties and responsibilities.

Exercise administrative supervision and coordination of the different divisions of the Unit.

Formulate and announces the standard operating procedures.

Keeps the Director and staff informed on matters affecting the unit.

Represents the Director when authorized.

Receives the Director’s decision and sees that they are properly disseminated.

Perform other functions/duties as D, ES may direct.

CHIEF, ADMIN DIVISION


Assist the D, ES in carrying out his duties and responsibilities on Admin/Personnel and logistical matters.

Compile/maintain, update and safeguard records and documents pertaining

police Personnel File (201 File).

Conduct Training/seminars to all qualified personnel in coordination with DHRDD regarding training curricula for all technical personnel of the service.

Conduct regular PICE once a week in order to disseminate all directives coming from higher headquarter.

Exercise general supervision and coordinates the functions of the sections under

the Admin/Personnel and Logistics Section.

Perform other functions/duties as D, ES may direct.

CHIEF, CONSTRUCTION & REPAIR DIVISION Statement of Duties and Responsibilities:

Assist the D, ES in carrying out duties and responsibilities pertaining to all construction projects of PNP undertaken of this Service.

To supervised the preparation of plans, design, specifications and bill of

materials in connection with the proposed PNP projects.

To supervised the preparation and perfection of contract documents involving PNP projects.


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To supervised and monitor all on-going/completed PNP projects regionwide.

Formulate policies concerning construction and Repair & Utilities projects.

To supervise the evaluation of the proposed PNP projects prior to programming/release of funds.

To administer technical assistance with the PNP personnel.

Perform other duties as directed by D, ES.

CHIEF, HOUSING DIVISION


Assist the D, ES in the administration and management of all PNP quarters and PNP housing facilities.

Recommend and assist in the development of housing plans & programs for PNP

wide.

Serve as the Secretariat of the PNP Housing Board; and

Perform other functions & related duties that the D, ES & TDCA/Chairman, Housing Board & C, PNP may direct.

CHIEF, LAND UTILIZATION DIVISION Statement of Duties and Responsibilities:

Assists the Director in carrying out his orders pertaining to the land acquisition, surveying, registration, utilization and administration of PNP controlled/ administered real properties region wide;

Plans, directs and controls the effective and efficient delivery of services related

to the division’s area of concern;

Assists the Director in formulating policies, plans, programs for PNP owned, administered, possessed and/or occupied real properties;

Facilitates the insurance coverage of insurable PNP buildings region wide and

facilities of Camp Crame and Camp Panopio, Logistics Support Unit building and including Camp Bagong Diwa;

Evaluates the insurance coverage of other PNP buildings and facilities prepared

by different PROs;

Supervises LUD Personnel in the technical execution of their duties and responsibilities;

Implement sound decisions or course of action on problems related to

acquisition, surveying, registration and administration of PNP lands region wide subject to the approval of the Director.

Perform other duties/functions as D, ES may direct.


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EXISTING STAFFING PATTERN

1-Director 1-Action PNCO/Sec. 1-IAO Officer 1-Duty PNCO 1-SESPO 1-Deputy Director 1-Duty PNCO 1-Secreatry 1-NUP Clerk

1-Chief Directorial Staff 1-Duty PNCO

Staff Divisions Operating Divisions

1-Division Chief 1-Division Chief 1-Division Chief 1-Division Chief 1-Division Chief 1-Asst. Chief 1-Asst. Chief 1-Asst. Chief 1-Asst. Chief 1-Asst. Chief 1-Chief Clerk 1-Chief Clerk 1-Action PNCO 1-Action Clerk (NUP)

Personnel Section PCR Section Repair & Utility Section Documentation & On-Base Section

1-Section Chief 1-Section Chief 1-Section Chief Records Section 1-Section Chief 1-Records/Personel PNCO 1-PCR PNCO 6-Estimator/Evaluator 1-Section Chief 1-On-Base PNCO

1-Land Registration Offc. 3-Records PNCO HRDD Section Intel & Inves Section Construction Mgmt Section Survey Section Off-Base Section 1-Section Chief 1-Section Chief 1-Section Chief 1-Section Chief 1-Section Chief 1-HRDD PNCO 1-Inves & Intel PNCO 1-Estimator 3-Survey PNCO 1-Off-Base PNCO Logistics Section Plans & Operation Section Plans & Designs Section Land Registration Section Financial Mgmt 1-Section Chief 1-Section Chief 1-Section Chief 1-Section Chief Section 1-Supply PNCO 1-Plans & Oper PNCO 6-Draftsman/AUTOCAD Oper 3-Land Registration PNCO 1-Section Chief 1-Finl Mgmt PNCO 1-Finl Analyst (NUP)

IAO

SESPO

OFFICE OF THE DIRECTOR

OFFICE OF THE DEPUTY DIRECTOR

OFFICE OF THE CHIEF DIRECTORIAL STAFF

Administrative Division

Operations Division

Construction & Repair Division

Land Utilization Division

Housing Division

17 – REGIONAL ENGINEERING OFFICES


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BOARD OF ADVISERS:

PSSUPT FRANCISCO Q LLAMAS, Acting Director, ES

PSSUPT RONALDO O VILLASEÑOR, Deputy Director, ES

Research and Production Staff:

PSSUPT ALBERTO L BARRAQUIEL, Chief Directorial Staff PSUPT ABELARDO C MATILLANO, Chief, Admin Div

PSINSP HELMER T FALCATAN, HRDDO

Technical Working Group:

PCINSP PAVEL D HALOG, Chief, CRD PCINSP ABELARDO C CARTUJANO JR, Chief, HD

PCINSP FLORENDO S GERDAN JR, Chief, LUD PCINSP FRENEL B BAUTISTA, Chief, Personnel Section

Member:

PO2 Sesinando L Andal Jr, Secretary


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