Minutes of the four-monthly meeting with Chief PMG held on 10/01/2013

Present

                            Official Side                                         Staff Side (IP/ASP)

1.	Shri S.K. Chakrabarti, Chief PMG, Odisha Circle, Bhubaneswar	1.	Shri Khageswar Mallick, Executive Body Member, AIAIASP cum Manager, Project Arrow, CO, Bhubaneswar
2.	Shri Suvendu Swain, DPS(HQ), Circle Office, Bhubaneswar
3.	Shri Pawan Ku. Singh, DPS(BD), Circle Office, Bhubaneswar	2.	Shri Dillip Ku. Samal, Executive Body Member, AIAIASP cum ASPOs(Staff), CO, Bhubaneswar
4.	Shri Sukhbir Singh, DA(P), Cuttack
5.	Shri B.N. Mishra, AD(WL), Circle Office, Bhubaneswar		(Shri Pitabasa Jena , CS, AIAIASP could not attend the meeting due to illness and authorized above Senior members to represent the Association)

New Items

4-01/2013           Request for Provision of Laptops to the remaining Inspectorial Staff in the Circle.

         

Brief: The Inspectorial Staff, particularly those working in Sub-Divisions have already been provided with Laptops. In addition to Inspectorial Staff those working Sub-Divisions a few other Inspectorial Staff   who are working in CO / RO have also been provided with Laptops. As such a majority of the Inspectorial Staff have already been provided with Laptops. A few numbers of Inspectorial Staff, particularly those are working as Office Supervisor/ASP (HQ) and ASP(OD), have been left out. With the increasing Computerization and networking of all Post Offices, Mail Offices, Administrative and other Offices of India Post, .   

The Association, therefore, requests the Circle Administration to provide Laptops to the remaining Inspectorial staff in the Circle keeping in view the India Post Technology Project 2012 which aims Computerization and networking of all Post Offices, Mail Offices, Administrative and other Offices.

Reply:-The ASP(ODs) who is given the outdoor duties and who is to remain outside Hqrs by very nature of his duty should be provided with lap tops. In respect of Inspectorial Staff, particularly those who are working as Office Supervisor / ASP(HQ), the matter may be examined and Directorate’s view in this matter may be sought for.

Action:AD(TO)

5-01/2013 Request for filling up the Mail Overseer Posts.

Brief: Pursuant to Member (P) D.O. Letter No. 37-42012-SPB-I dated 19/4/2012, all the vacant posts of Mail Overseer were reviewed and action was taken for filling up these Posts by eligible Postmen. Still there are some Mail Overseer posts lying vacant for which the Inspectorial Staff working in these Sub-Division finding it difficult to manage their Sub-Division. It has brought to the Notice of this Association that the Mail Overseer Posts of following Sub-Divisions are lying vacant.

Division	Sub-Division	Number of Mail Overseer Posts lying vacant.
Mayurbhanj	Baripada Central	01
	Baripada West	01
	Bangiriposi	02
	Udala	01
	Badsahi	01
Cuttack City	Cuttack East	01
	Cuttack West	01
	Cuttack North	01

 

This Association requests the Circle Administration to issue instruction to the concerned Divisional Heads to take immediate action to get all the above posts filled up by eligible Postmen working in their Division. 

Reply:-Divisional Heads will be asked to call for willingness from amongst those available regular Postmen staff for working as Mail Overseer. If required number of options is not forthcoming, the Divisional Head may be asked to post the junior most available Postman as Mail Overseer and in resultant vacancy in Postman cadre, make arrangement for officiating from amongst senior most available GDS officials.

Action:AD(RE)

3-2/2012   Request for availability of funds under PLI(Non Plan) and RPLI(Non-Plan) Head at Divisional level for clearance of PLI & RPLI incentive/ Commission /Medical Fees.  

Brief: It is learnt that the PLI (Non Plan) and RPLI (Non-Plan) funds allotted under the Head of Account 3201-03-101-08-01-0028(PPS) and 3201-03-101-09-01-0028(PPS) respectively have already been exhausted by most of the Divisions. Non-sanction of PLI & RPLI incentive/ Commission /Medical Fees on time may also hamper the PLI and RPLI business.

This Association, therefore, requests the Circle Administration for taking necessary action for availability of funds under afore said heads at Divisional level for clearance of pending PLI & RPLI incentive/ Commission /Medical Fees.  

Reply:-       Funds have already been allotted.

Action:DDM(PLI)

(Item closed)

Old items

4-5/2012:      Request for adherence of Time-schedule for preparation / completion of APARs of IPs/ASPs.

Brief: 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. The root cause of delay in convening DPCs for regular / ad-hoc promotions and processing of MACP cases is the wanting APARs. The Association urges for adherence of Time-schedule for preparation / completion of APARs of IPs/ASPs and disclosure of the same to the officer reported upon.

Reply: Directorate guidelines have already been circulated and reminders have also been issued to all concerned vide letter No.ST/28-1/97/Rlg/Corr dated 29-6-2012 and 4-1-2013 to follow the guidelines. Once again these guidelines will be reiterated.

Action: AD(Staff)

5-5/2012:    Decentralisation of PLI/RPLI – Request for providing separate establishment and payment of incentive substituting honorarium

Brief: The PLI/ RPLI work has now been decentralized to the Divisions except Surrender and Death claims. This has increased enormous work pressure on the Divisional Office, particularly, the IPs and ASPs working in the Divisional Office. At present Inspectorial Staff are burdened with variety of duties in addition to what has been enumerated in Chapter-III of Postal Manual Volume-VIII.

The honorarium paid to the Inspectorial Staff attending to the scrutiny of new proposals is Rs 2/-per proposal subject to a ceiling of Rs 4000/- p.a. The ceiling of Rs 4000/- p.a. honorarium was fixed by the Department of Personnel & Training, which includes, the honorarium paid for conducting departmental inquiries as IO or PO and also other allied additional works.

The quantum of honorarium paid for scrutiny of PLI/ RPLI proposals is not commensurate with the quantum of work performed and the ceiling on honorarium is a major setback for the Inspectorial Staff working in Divisional Offices.

The Association requests the Chief Postmaster General to consider the followings:-

i.)    Provision of separate establishment at Divisional level for carrying out works related to PLI /RPLI consequent upon decentralization of the same.

ii.)   To explore the feasibility of diversion of the work related to verification of policies, sanctioning claims and under writing of PLI/RPLI from the duty of the Inspectorial Staff and to manage this extra nature of work by some other arrangement.

iii.)  To take up  at appropriate level for provision of incentive, without any ceiling, for scrutiny of PLI/ RPLI proposals at Divisional Office by replacing the existing system of payment of honorarium for this work with a ceiling limit of Rs 4000/- p.a.

Reply:           The issue raised herewith comes within the domain of policy of the Deprtment. However, the suggestion can be made from the Circle Office to the Directorate to the effect that instead of honorarium to the Inspectorial Staff for scrutiny of new proposals @Rs.2/- per proposal, the Inspectorial staff may be remunerated at the same rate not as honorarium but as incentive. If the proposal is agreed to by Directorate, the problems arising because of the ceiling of honorarium of Rs.4000/- per annum per individual will be removed.

Action: DDM(PLI)

6-5/2012:      Provision of proper infrastructure, basic amenities and proper sanitation for functioning of Sub-Divisional Offices

Brief:            The “Look & Feel” for the activities like provision of Infrastructure Equipment and Branding work of most of the Post Offices functioning in Departmental Buildings has now been completed.  But Sub-Divisional offices are made to function in the same building without proper infrastructure, basic amenities and proper sanitation.  

The Association requests the Chief Postmaster General to consider the followings:-

i.)    Provision of proper infrastructure, sanitation and supply of good quality furniture to the Sub Divisional Offices.

ii.)   Supply of Office Stationery with new logo (Envelope, Visiting Card, Writing Pad etc.)

Reply:           The Divisional Heads have been reminded vide CO Letter No.SD/6-26/2006 dated 26-10-2012 for supply of good quality furniture, Office Stationery, visiting cards, writing pads etc. to all the Sub Divisional units. Report of Compliance will be called from the Divisional Heads in this connection.   

Action: AD(MM)