1. Description of the procedure

1.1. Generalities:

Transparency in activity, equality of citizens, observance of legislation in the field, impartiality and confidentiality of acts and documents in this sector of activity are taken into account.

In all documents which are received or which are drawn up at the municipality, regarding the issue of documents containing information from the Agricultural Register, the provisions of the legislation in force are respected.

1.2. Documents used:

1.2.1. The list and source of the documents:

Input documents are:

- requests from natural persons or legal entities regarding the confirmation of the right of ownership / use over land, buildings, animals, agricultural equipment, forests, etc., respectively certificates of inheritance, property titles, sales contracts, donation contracts, exchange contracts, court rulings, etc.

- requests from natural persons or legal entities regarding agricultural income obtained;

- letters from different state institutions or courts;

- property documents from natural persons and legal entities;

Output documents are:

- certificates of attesting property over animals;

- release of certificates regarding holding an agricultural plot;

- agricultural role certificates for natural persons and legal entities.

1.2.2. Content and roleof the documents:

- Standard request for registration in the Agricultural Register / Declaration of citizens on the structure of the household;

- Various types of standard certificates, issued by the Agricultural Register Department.

1.2.3. Flow of documents:

a) Receipt of correspondence;

b) Verification of data from the institution’s records and in the field with confirmation of their reality;

c) Drafting of responses, reports, letters to institutions or to natural or legal persons requesting them;

d) Communication to the institutions or requesting persons of the acts from the agricultural register.

1.3. Necessary resources:

1.3.1. Material resources:

- Computer;

- Printer;

- Copier;

- Supplies (ink/toner);

- Xerox paper;

- Folders.

1.3.2. Human resources:

- The head of the institution;

- The departments provided in the organization chart of the institution.

1.3.3. Financial resources:

- According to the approved Budget of the Institution.

1.4. Mode of work:

1.4.1. Planning of operations and actions of the activity:

The citizen addresses the Agricultural Register department with a request for the issuance of the certificate. The request is registered in the certificate record register of the Agricultural Register department.

The person's identity is checked on the basis of the identity document.

It is checked whether the citizen has the documents attesting the ownership of the property, the land and the animals after which the citizen signs the agricultural register.

For all certificates the following are requested:

- request;

- identity documents;

- stamp duty / other taxes (if appropriate);

- copy of property documents if there were changes in land area or number of animals.

1.4.2. Carrying out the operations and actions of the activity:

The agricultural register ensures the database needed to meet certain requests of citizens, such as:

a) issuance of supporting documents regarding possession of agricultural plots, animals, and birds;

b) issuance/validation of producer certificates and issuance of marketing booklets, for the capitalization by agricultural producers, natural persons, of their own agricultural products and the exercise of trade with these products;

c) release of certificates regarding the status of agricultural producer, for those who do not carry out economic activity for which the documents provided at letter b) are issued;

d) material status for social assistance/protection situations, for obtaining certain social benefits/services;

e) other cases provided for by the legal provisions in force.

Rules regarding the performance of activities, which will be performed:

a. in compliance with the deadlines provided by law regarding responses to petitioners or to other institutions;

b. after thorough checking in the field of all aspects.

Carrying out the operations and actions of the activity:

a) Verification of the documents presented by the applicant and field verification of their accuracy;

b) Recording in the agricultural register any operations, based on the submitted documents;

c) Issuing the documents requested by the petitioners;

d) Annual updating of the database concerning land use and the number of animals, as well as agricultural crops;

e) Recording in the agricultural register is done based on the sworn statement of the members of the household and supporting documents;

f) The personnel of the Department will act so that by issuing the requested documents they reflect the situation in the field;

g) They will also monitor the ingoing and outgoing correspondence, as well as compliance with the 30-day legal deadline or respecting the deadlines set by the courts.

1.4.3. Utilization of the activity results:

The results of the activity will be utilized by all departments of the Institution.

2. Responsibilities

2.1. The person from the Agricultural Register Department performs the following operations:

a) Checking the documents presented by the applicant;

b) Checking in the field the accuracy of the data presented by the applicant;

c) Checking the data recorded in the agricultural register;

d) Annual registration in the Agricultural Register of the lands, buildings, and establishing the land use category;

e) Completing the requested certificates.

2.2. The Secretary of the Town Hall

a) Approves the requests for making changes in the Agricultural Register;

b) Approves the finding documents;

c) Approves the certificates of ownership over lands, buildings, animals, etc,.

2.3. The Mayor

a) Approves the finding documents;

b) Approves the annual documents regarding the update of data;

c) Approves the certificates of ownership over lands, buildings, animals, etc,.