CORE VALUES, MISSION & VISION

                                                    INTRODUCTION

This Service Charter is the commitment of Prestea-Huni Valley Municipal Assembly (PHMA) to provide an unparalleled level of service to the people in the Municipality and beyond.  The document serves as a guide to staff and Customers on standards of services rendered by the Assembly to improve transparency and accountability.  Ultimately this Charter is aimed to inform and educate our customers on the types and requirements of services we render to the public.

We commit ourselves to the deliverables outlined in the Charter to be carried out by employees and service providers contracted by the Assembly.   We recognized however that sometimes there will be circumstances beyond our control that may hamper the normal standards of service we provide.   In such circumstances, the service levels set out in this Charter will not apply, although every effort will be made to maintain normal services or to reduce the inconvenience to customers.

At such times service delivered is below the standard defined by this Charter, remedial actions will be taken without undue delay and communicate to the complainant action(s) taken to address the complaint.

                                                           ABOUT US

Prestea Huni Valley Municipal Assembly (PHMA) is established by law under LI 1928.   The Municipal is the administrative and political capital of the Western Region of Ghana and is bounded on the east by Shama District, on the West by Ahanta West District, on the North by Mpohor District, and to the South by the Gulf of Guinea.

VISION

To become a high income District that provides equal opportunities, wealth and state of the art facilities and services that meet the needs and aspirations of the citizenry.

MISSION

The Prestea Huni-Valley District Assembly exists to improve the standard of living of the people through the provision of socio-economic services and facilities in partnership with other stakeholders.

VALUES

Accountability, client-oriented, creativity, diligence, discipline, equity, integrity, innovativeness, loyalty, commitment, anonymity, impartiality, permanence, timeliness and transparency

Functions

According to the Local Governance Act, 2016 (Act    936), the district Assemblies have the right to exercise Deliberative, Legislative, and Executive functions as outlined in Section 12, Sub-Section 2 of the law as follows; The District Assembly shall among other things  

  1. Be responsible for the overall development of the Municipal;
  2. Formulate and Execute plans, programs, and strategies for effective mobilization and utilization of the resources necessary for the overall development of the Municipal;
  3. Promote and support productive activities and social development in the Municipal and remove all obstacles to imitative and development;
  4. Initiate programs for the development of basic infrastructure and to provide Municipal works and services in the Municipal;
  5. Be responsible for the development, improvement, and management of human settlement and the environment in the Municipal.

WHAT WE EXPECT FROM YOU

  1. Ensure your application form is properly completed and attached with all necessary documents/requirements before submission.
  2. Adhere strictly to the procedures for completing and submitting application forms/letters.
  3. Endeavor to source valid General Counterfoil Receipt (GCR) for all payments of application and processing fees.
  4. Be courteous to our staff and demand the same from them.

OUR SERVICE STANDARDS    

       Acquisition of Building/Development Permit

                      Who can apply?

            Any person or organization who has legal title to immobile property or plot of land and intends to develop, redevelop/renovate or change it’s us.

                       How to Apply

            Purchase the Building Permit Application Form (BPA) and TCP Form 1 from the Revenue office (Room 36) and Development Control Unit (Room 47) at the main office respectively.

Requirements

The prospective developer must have the following:

  1. Clearance letter after official search on status of land from Lands Commission/Land Title Registry upon issuance of a search letter by the Development Control Unit.
  2. Three (3) sets of working drawings with the following requirements; Site Plan (scale 1:1:250 or 1:2, 500). Building, Fence, and Block Plans (scale not less than),1:20 or 1:40 or metric equivalent 1:1000 & 1:2000).
  3. Building Permit Application Form and Physical Planning Department Form 1.
  4. Ensure that the under-listed professionals sign the various plans to be attached to the Building Permit Application.
    1. Professional Town Planner to sign the Block Plan
    2. Architect or Licensed draughtsman for Architectural plans
    3. Civil or Structural Engineer for structural drawings for Three (3) stories and above.

Please Note:

            You may have to provide the following reports if your development is a multi-story structure or complex:  Environmental Impact Assessment Report, Structural Report, Fire Service report, Hydro Report, geological Report, or Traffic Management Report.

Submission

  1. Submit completed forms with all other requirements as specified in the Building Permit Application and TCP 1 Forms to the officer in charge at the Development control office Room.          
  1. On submission, the applicant is informed of corrections to be made or additions if any; the processing fee, and date for inspection of the site (if necessary).             

 Procession Procedure

a) Team of officers from Physical Planning and Works Departments    inspects the site with the Developer within two (2) weeks of receipt of application to confirm the site as shown on the Site Plan  and its suitability for the proposed development.

b) The Statutory Planning Committee Secretary (Municipal Physical Planning Officer) process the application within two (2) weeks after inspection of the site.

c) Technical Committee meets to evaluate the application, visits site  and makes a recommendation to the Statutory Planning Committee (SPC) within four (4) weeks after inspection of the site.

d) Statutory Planning Committee considers the Development  Applications within fourteen (14) working days after the Technical Committee meeting.

e) The Statutory Planning Committee Secretary submits approved plans to the Municipal Works Department for issuing of  development permit within five (5) working days.

Collection of Permit

Pay the approved building permit fee at the revenue office of the assembly and collect your development permit from the Works Engineer’s office three (3) months after submission of the application.

Please Note:

  • The receipt issued as payment for the processing fee is NOT a Building Permit
  • A permit can be obtained within the stipulated three (3) months subject to a proper title to land and standard drawings,

 

  • Building Permit is valid for five (5) years. Applicants who do not start or complete their project within five (5) years must apply for renewal of the Permit.
  • Development must conform to the approved Planning Scheme.
  • Fees charge are subject to change and regulated by Fee Fixing Resolution adopted by the General Assembly annually.
  • Do not make any false declaration on your application else your application shall be rejected.

Acquisition of Temporal Structure Development Permit

         Who can apply?

Any person or organization who intends to develop a Temporal Structure on the reservation, public open space, or acquired land.

How to Apply

Write to the Municipal Chief Executive with details of the applicant’s name, mailing address, telephone contact(s), and intended use of the structure.

Requirements

  1. Three (3) sets of working drawings with Site Plan (Scale  1:1, 250 or 1:2, 500)
  2. Evidence of ownership or letter of consent from the landowner or relevant state institution as may be applicable.

Processing Procedure 

a) Application is forwarded to Municipal Physical Planning Officer for processing within five (5) working days of submission of application.

b) Officers from Municipal Physical Planning and Works Departments inspect the site with the developer to confirm the site as shown on the site plan and its suitability for the propose development within ten (10) working days of submission of application.

c) The inspection team makes appropriate recommendations to approve or reject the application within five (5) working days of site inspection.

d) Pay approved temporal structure permit fee at the Revenue office and submit the receipt to Development Control Officer.

e) Approved application is forwarded to the following officers for their signature;

  • Municipal Physical Planning Officer
  • Municipal Environmental Health Officer
  • Municipal Works Engineer

Collection of Permit

Collect your Development Permit from the Works Engineer’s office one (1) month after submission of application.

Please Note

           Temporal Structure Permit is valid for six (6) months and subject to renewal.  In some cases, validity is twelve calendar months (1) year e.g. ATM sites.

            Development must conform to the approved temporal structure permit

Preparation of Land Use Plan

  1. Apply to the Municipal Chief Executive with a base map from Survey Department.
  2. Application is forwarded to Physical Planning Department for designing within five (5) working day of submission.
  3. The initial design is subjected to public consultation for further inputs, recommendations, and/or corrections within fourteen (14) months of submission.
  4. The technical committee meets to evaluate the application and makes a recommendation to the statutory Planning Committee (SPC) within fifteen (15) working days after public consultation.
  5. Statutory Planning Committee meets to approve/deny the application within ten (10) working days after the Technical Committee meeting.
  6. Pay the appropriate fee and collect your approved Land use Plan from the Physical Planning Department sixteen (16) months after submission of application.
  7. The Physical Planning Department then distribute the approved Land Use Plan to other land sector agencies.

Assessment of Rezoning Status

  1. Apply to the Municipal Chief Executive with a copyof the Land Use Plan
  2. An officer from Physical Planning Department  is detailed to inspect the site with the Applicant within five (5) working days of submission of application.
  3. The application is presented at Technical Committee for consideration within ten (10) days after the inspection.
  4.  Statutory Planning Committee approve/deny the application within five (5) working days after the Technical Committee meeting.
  5. e) Pay the appropriate fee and collect your Rezone Land Use  Plan from the Physical Planning Department one (1) month after submission of the application
  6.  The Physical Planning Department then distribute the approved Rezone Land Use Plan to other land agencies.

Acquisition of Business Operating Permit

            Who can apply?

            Any individual or registered entity/organization wishing to operate a business within the Metropolis.

            How to Apply

  1. Purchase application form from the Revenue Office at the main office or download from the  Assembly’s website.
  2. Submit the completed application form to the Budget Officer at the Assembly’s office Room

Requirements

  1. Must have registered with the Registrar General’s Department and have been issued with Certificate of Incorporation/Certificate to commence Business
  2. Registration and permit(s) from Government Agencies/Recognized Association(s) as may be applicable.

Processing Procedure

  1. An inspection team made up of members from Budget Unit, Environmental Health Unit, and Works Department inspect the premises of the applicant within five (5) business days of submission of application.
  2. The team makes appropriate recommendations to the Municipal Budget Analyst within two (2) business days from the day of their inspection.
  3. Upon recommendation by the inspection team, permit is issued after five (5) working days of submission of application at an approved fee.
  4. Business Operating Permit is valid for one (1) year and subject to renewal

Please Note     

  • Downloaded forms should be submitted with the appropriate payment receipt/slip
  • Fees charge depends on the Business type, size, and location. Fees are subject to change and regulated by fee Fixing Resolution adopted by the General Assembly annually.
  • The process for acquiring a license/permit for some categories of businesses may differ from what has been provided above.

Acquisition of Food Vendors/Handlers Certificate

The Prestea Huni Valley Municipal Assembly (Control of Restaurant and Eating-Houses) By-law 2000, requires any person wishing to operate a Restaurant or Eating House or anyone who is engaged in the preparation, handling or

serving prepared food in any Restaurant or Eating House to be medically certified as free from any communicable disease and renew such certification as directed by appropriate medical authority. 

Who can apply?

            All individuals or organizations wishing to operate, handle,        serve or sell food within the Municipality.

How to Apply

  1. Purchase a medical form from the Assembly’s Revenue Office 
  2. Submit the medical from to any health facility for medical examination.
  3. Return form with results and two (2) passport size pictures to the Municipal Environmental Health Officer at the Assembly’s office.
  4. When found to be medically fit to handle, prepare, serve or sell food, the certificate is issued the same day upon payment of the approved fee.

Please Note        

  • Downloaded forms should be submitted with the appropriate payment receipt/slip
  • Fee charged by Assembly for issuance of Food Vendors/Handlers Certificate are subject to change and regulated by Fee Fixing Resolution adopted by the General Assembly annually.

Licensing of Hospitality Facility/Premises

            Owners, managers, or operators of hotels, Motel, Guesthouses, Hostel, Restaurant, and Eating-Houses are required to acquire environmental sanitation certification from the          Assembly on the suitability of their facility or premises intended purpose and renew same annually.

Who can apply­?

            All individuals and organizations wishing to operate a hotel,      Motel, Guest House, Hostel, Restaurant, or Eating-House within the Municipal.

How to apply

  1. Purchase application form from Revenue Office at Main Assembly’s office
  2. Submit the completed application form to the Municipal Environmental Health Officer at the main office.

Requirements

  1. Must have registered with the Registrar General’s Department and have been issued with Certificate of Incorporation/Certificate to commence Business.
  2. Introductory letter from Ghana Tourist Authority.
  3. Evidence of medically certified attendants to operate in the hospitality industry.

Process Procedure

  1. Officers from the Environmental and Public Health Unit Inspect Applicant’s premises and submit a report on findings within three (3) working days of submission of the application form.
  2. Municipal Environmental and Public Health Officer issues a Certificate of suitability to the applicant through Ghana Tourist Authority within two (2) working days after the inspection.
  3. The Applicant is informed to contact Ghana Tourism  Authority(GTA) for his/her license within seven (7) working days of submission of the application form.
  4. The Municipal Environmental Health and Public Health Officer upon approval by Ghana Tourism Authority recommends the Applicant to the Assembly for registration and issuance of Business Operating  Permit (BOP) at an approved fee.

Please Note

  • Downloaded forms should be submitted with the appropriate payment receipts/slips.
  • The fee charged by the Assembly depends on the type of, size, and location of the business. Fees are subject to change and regulated by fee fixing resolution adopted by the Assembly annually.

Registration of Marriages

                        Who can apply­?

                        A man and a woman who has consented to marry.

How to apply

  1. Ordinance Marriage; Either or both couple to the intended marriage files a notice at the Registry.
  2. Customary Marriage; Either or both couple submits a formal application to the Registrar of Marriages for the purpose of registering the marriage.

Process Procedure

  1. Ordinance Marriage

i) Applicants files Notice of Marriage with the Registry (for 21 days) by providing personal data plus photo identity cards.

ii) Applicants submit a statutory Declaration, verifying fulfillment with specified statutory require3ments in the Marriages Act, 1884-1985 (CAP 127).

iii) The Registrar’s Certificate is issued to the applicant after twenty-one (21) days (in the absence of a caveat/objection).

iv) Thereafter, the Marriage may be celebrated within 3 months from the date of the Notice of Marriage.

2. Customary Marriage

  • Apply to the Registrar of Marriages in the District in which the marriage was celebrated.
  • Statutory Declaration by Applicant and parents of the couple.
  • Marriage is duly Registered.
  • Notice of Registration of the Marriage is published on the Notice Board within Twenty-Eight (28) days from the date of registration.

Customary Divorce

  • Apply to the Registrar of Marriages in the District in which the marriage was dissolved.
  • Statutory Declaration by Applicant.
  • Dissolution of Marriage is then duly Registered.

Licensing of Church Premises for the celebration of Marriages

a)    Apply to the Municipal Chief Executive, with a copy to the                      Registrar of Marriages.

b)   Attach copies of Ordination Certificate, Church Registration                   Certificate, Building Permit.

c)    A technical team of officers from the Assembly inspects the                   Church Premises (with particular reference to sanitar  facilities, parking  lot, firefighting equipment, etc.).         

d) Church Premises is then duly licensed/denied within one month of submission of application.

Waste Management Services

The Municipal Environmental Health Office (MEHO) is responsible for storage, collection, transportation, and safe disposal of waste.

Liquid Waste Services

  1. Prospective customers to call personally at MEHO or contact any of the accredited Private Companies to book a date for dislodging.
  2. Pay the appropriate fee as specified in the Assembly’s fee fixing resolution.
  3. The Officer in charge of liquid waste at the MEHO will  ensure the service is delivered within five (5) working days.

Solid Waste (Door-to-Door) Services

  1. Register  with the Assembly’s authorized Private Waste Collection Company operating within the area where the services(s) required.
  2.   Timetable for collection of waste would be made available to the customer upon registration.
  3. The customer is responsible for the provision of appropriate refuse containers(s) for storage of his/her waste.
  4. The customer is to pay a monthly fee to the Waste Collection Company as specified in the Assembly’s fee fixing resolution.

Disposal of Industrial/Commercial Waste

a). Apply in writing to the Municipal Chief Executive and copy the Director of MEHO with the following details;

  • Type of waste material
  • Location of the waste material
  • Tnnage/quantity of the waste material Frequency of dumping/generation

b) Officers from MEHO will be detailed to inspect and recommend the appropriate process to collect, transport and dispose of the material(s).

c) A bill is prepared based on the type, tonnage/quantity and the distance from the location to the final disposalsite.

d) Evacuation commence to the final disposal site after five (5) working days of submission of application subject to payment of the approved fee.

Acquisition of Quarter Driving License

            Who can apply?

            Any person who drives a taxi to ply, hiring or conveying goods or passengers within the Municipal

            How to apply

            Purchase a Quarterly Driving License application form from Assembly’s Revenue Office