Minutes of the four-monthly meeting with Chief PMG held on 29/10/2014 issued vide C.O. No.WL/UNF-3/CPMG(Assn)/2014 dated 07/11/2014.

Present

Official Side                          Staff Side (IP/ASP)

1.	Shri Tilak De, Chief PMG, Odisha Circle, Bhubaneswar	1.	Shri Pitabasa Jena, Circle Secretary, AIAIASP -cum, Manager(Project Arrow), CO, Bhubaneswar
2.	Col. Jaleswar Kanhar, PMG, Sambalpur Region, Sambalpur
3.	Ms. Kalpana Rajsinghot, PMG, Berhampur Region, Berhampur
4.	Shri P.K. Singh, DPS(HQ), Circle Office, Bhubaneswar	2.	Shri P.N. Pattnaik, Vice -President, AIAIASP -cum- ASP(Printing), PSD, Bhubaneswar
5.	Shri Girish Ch. Sahu, AD(WL), Circle Office, Bhubaneswar

New Items

4-10/2014 Request for provision of Supply of Laptop to remaining IPs & ASPs in Odisha Circle. 

         

Brief: A majority of the Inspectorial Staff have already been provided with Laptops. A few numbers of Inspectorial Staff, particularly those who are working as ASP (HQ) / Office Supervisor in Postal/RMS Divisional Offices and those who are working at PSD and NSH/Mail Offices have been left out. The ASP (HQ) / Office Supervisors have a major role in co-ordination as well as monitoring the work process for effective implementation of the various schemes of the Department and in particular in IT Modernization Project. The ASP (HQ) / Office Supervisor in Postal / RMS Divisional Offices and those who are working at PSD and NSH / Mail Offices need to be in touch with field offices and, therefore, need Laptops to work outside office hours.

          The Association, therefore, requests the Circle Administration to provide Laptops to the remaining Inspectorial Staff in the Circle keeping in view the IT Modernization Project which aims Computerization and networking of all Post Offices, Mail Offices, Administrative and other Offices.     

Reply:-       The matter has been taken up and the CPMG has approved the proposal for supply of laptops.

Action:-AD(TO)

5-10/2014 Request for release of 10 percent of the PLI incentive deducted at the time of sanction of incentive for procurement of Proposal. 

Brief: This is continuation of old Item No. 5-04/2013. As per the reply to the said item All the Divisions have been instructed vide CO letter No.L1/1/12/2010 dated 11-04-2013 followed by reminders on 06-05-2013, 25-07-2013 and 03-10-2013 by e-mail to sanction all pending 10% incentive only on verification of premium receipts of first six months. Further, it was also intimated vide Letter No.LI/9-3(Incentives)/2013 dated 07-01-2014 to sanction the same with due verification. The fact is that 90% of the PLI incentive was paid by PLI section of the Circle Office and, therefore, the Divisions need the PLI Policy Nos. for verification of premium receipts of first six months.   

This Association, therefore, requests once again to take necessary steps for release of remaining 10 percent of the PLI incentive as it has already been inordinately delayed.

Reply:-       PLI Directorate vide letter No.35-15/78-LI(Part) dated 14-08/2014 has withdrawn the orders for cut of 10% incentives as there is no provision for calculating 90% in the existing NIC and McCamish software. Item was discussed. The Association is requested to inform its members to submit copies of sanction memos through which 90% incentives was paid to them. The issue of payment of remaining 10% incentives will be examined on receipt of sanction memos by each Divisional Heads. It will not be possible to make this payment without any record as the present system does not provide any such details.  

Action:-DDM(PLI)

Old Items

4-03/2014:-       Manner of Delivery of Examination Materials booked as Insured Speed Post Articles and engagement of IPs and ASPs thereof. 

         

Brief: A trend has been started wherein the examination materials are booked through Insured Speed Post Articles and the bags are being closed directly for the addressee instead of the concerned Postmaster in contravention of the rule.  The Circle concerned including this Circle are engaging IPs and ASPs treating them as responsible official to escort the forward bags from Railway Station / Airport to the destination of addressee. There is a discontent amongst the IPs and ASPs in this matter due to the following facts:-

• So far as delivery of these materials is concerned, though they are ordered to escort but actually delivering the Bag without any role of the Delivery Post Office which is not coming under their normal duties.
• They are enforced to handle the sensitive materials starting from receipt of forward bags from Railway Station / Airport till delivery to the addressee at the destination personally without any security.
• They are engaged to work on Saturdays and Sundays leaving them with little time to take rest and to attend to family and personal matters.

This Association would like to request the Circle Administration to apprise the actual difficulties to the Directorate and not to engage the IPs/ASPs solely always for the purpose.  

   

Reply:-  Generally the services of IPs and ASPs are being utilized to escort the special bags containing examination materials received from various organizations like UPSC/SSC/CBSE etc. But some time there is also specific instruction for deployment of IPs / ASPs to escort the special bag.  

Action:-AD(BD)

[Item closed]

5-03/2014:-       Sanction of PLI Incentive Bills of IPs/ASPs.

Brief: The incentive bills of the current financial year are lying pending with Divisions for sanction due to want of funds. Though the Circle Administration has projected for more funds for the purpose but it is yet to be materialized.

This Association would like to request the Circle Administration to take more interest in the matter so that the bills can be passed at the earliest preferably by 31^st March, 2014.

Reply:-  The allotment for incentive head i.e. PPSS head for PLI and RPLI non plan was circulated vide CO letter No.LI/5-50/2014-15 (Non-Plan) dated 13-08-2014. The incentive allotted under PPSS(RPLI) has not been utilized fully by 15.09.2014. However, year wise outstanding incentive has been called for from the Divisions and the requirement will be submitted to PLI Directorate on receipt of the same.   

Action:-DDM(PLI)

[Item closed]

Item No. 1-10/2013:- Request for adherence of Time-schedule for preparation / completion of APARs of IPs/ASPs. 

         

Brief:- This has a reference to old agenda No.4-5/2012. The time-schedule for preparation / completion of APARs has been prescribed in Dept. of Per. & Trg. OM dated 23-7-2009. But, in many instances the Reporting Officers and Reviewing Officers are not strictly adhering to the time line to complete the APARs. This Association would like to bring your kind notice the following instances where the APARs for the year 2011-12 have not been completed and disclosed so far to the officer reported upon.

Region	Name of IP / ASP in respect of whom the APARs for the year 2011-12 have not been completed and disclosed.
Berhampur	Almost All IPs & ASPs
Sambalpur	Almost All IPs & ASPs
Bhubaneswar HQ	IPs/ASPs for whom the DPS (BD/Technology) is the reviewing Authority.

The Association has also brought to the notice of CPMG vide this Association letter No. AIAIPASP/Corr-1/16/2013 dated 15-7-2013.

This Association urges for kind intervention of the CPMG in the matter and to put a system in place for monitoring on adherence of Time-schedule for preparation / completion / disclosure of APARs.

Reply:- Both the Regional Offices have already initiated action for collection of APARs for the year 2011-12 of IPs/ASPs of Berhampur & Sambalpur Region from the then DPS of the Region. All Unit Heads may be asked to submit certificate after due date of completion of APAR to the effect that the APAR of all the officials in a particular category if completed and are preserved with.

Action:-AD(Staff)

Item No. 3-04/2013:- Request for civil and Electrical maintenance work of Kendrapada, Kujanga  and Cuttack East Sub-Divisional Offices.  

         

Brief:- Kendrapara and Kujanga Sub-Divisional Offices are now functioning in Department Staff Quarters provided to house the offices in the respective Post Office Campuses.

It is to mention that both the above mentioned quarters need repairing and maintenance of civil and electrical work and in particular grading of roof to prevent water leakage, repairing of toilet and water connection is a bare necessity.

The accommodation provided to function the Cuttack-East Sub-Divisional Office in Cuttack GPO Building need following renovations.

·         Provision of windows for proper ventilation.

·         Replacement of glass door with a wooden door for security point of view.

·         Flooring and White washing.

The Association, therefore, requests the Circle Administration to take urgent necessary action for civil and Electrical maintenance work of Kendrapada, Kujanga and Cuttack-East Sub-Divisional Offices.

Reply:-  AA & ES has been issued for the work of repairing and maintenance of Staff quarters and Departmental building of Kendrapara HO including Sub-Divisional Office on dated 25-10-2013. The work is under progress. Fresh estimates for renovation and maintenance of staff quarters, departmental buildings at Kujang S.O has been called for from SE (Civil), PCC, Patna as per rate of DSR-13 on 17-09-2014 vide Bldg/16-309. On receipt of the same the case will be processed further. As regards Cuttack East Sub-Division office, fresh estimate has been called for as DSR-2013 from the EE (Civil), Cuttcak on 08-07-2014. The same is awaited. Earlier estimate was submitted as per DSR-2012.    

Action:-AD(Building)