Minutes of the four-monthly meeting with Chief PMG held on 19/03/2014

Present

Official Side                          Staff Side (IP/ASP)

1.	Shri Tilak De, Chief PMG, Odisha Circle, Bhubaneswar	1.	Shri Pitabasa Jena, Circle Secretary,AIAIASP-cum, ASP(TO), CO, Bhubaneswar
2.	Col. Jaleswar Kanhar, PMG, Sambalpur Region, Sambalpur
3.	Shri P.K. Singh, DPS(HQ), Circle Office, Bhubaneswar
4.	Shri A.K. Singh, DPS(BD), Circle Office, Bhubaneswar	2.	Shri Debi Prasad Nayak, President, AIAIASP-cum- ex-ASP(Vig), CO, Bhubaneswar now ASP(HQrs), Bhubaneswar Division
5.	Shri Smruti Ranjan Swain, DA(P), Cuttack
6.	Shri Debi Prasad Dash, AD(WL), Circle Office, Bhubaneswar

New 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:-  Association is requested to submit detail representation to this office so that matter may be taken up with Directorate. Matter related to decisions at CO level may also be highlighted so that if any anomalies are detected the same can be rectified.

Action:-AD(BD)

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 revised allotment for the year 203-14 for incentive head i.e. PPSS head for PLI and RPLI Non-Plan has been received. However, requisition for more funds has been placed before PLI Directorate for final grant vide this office letter No.LI/5-50/2013-14(Non Plan) dated 19.02.2014.  

Action:-DDM(PLI)

Old Items

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:- Instruction to strictly adhere  to time schedule prescribed for preparation/completion of APARs of IPs/ASPs for the year 2013-14 to both the Regional Offices as well as to all other units have since been issued vide this office letter No.ST/28-1/97/Rlg/Corr dated 14-02-2014. Similarly, direction has also been issued therein to complete the preparation/review and disclosure of APARs for the year 2011-12 of both the Regions i/r/o left over officials of IP/ASP Cadre at the earliest.

The then DPS, Sambalpur Region will be requested to return the duly review APAR for the year 2011-12 to the concerned reporting officer without any further delay under intimation to this office.

Action:-AD(Staff)

Item No. 2-10-2013:- Provision of proper infrastructure, basic amenities and proper sanitation for functioning of Sub-Divisional Offices.

Brief:- This is with reference to old agenda No.6-5/2012. In the reply this association was asked to specify Sub-Divisions where replacement of chair / almirah etc. is urgently required. A list of Sub-Divisions where replacement of furniture and almirah are urgently required has already been provided vide Association Letter No.AIAIPASP/Corr-1/15/2013 dated 8/7/2013.

This Association requests for consideration and necessary action in the matter.

Reply:-  All Divisional Heads have been asked to take necessary action for supply of proper infrastructure, basic amenities and proper sanitation for functioning of Sub-Divisional Offices in respect of the Sub-Divisions listed by the Association which comes under their respective Divisions.

Action:-AD(MM)

(Item Closed)

Item No. 3-10-2013:- Request for immediate sanction of pending TA Bills of IPs/ASPs pending at the Divisional level and to allow the motor cycle mileage /Auto fare / Food bills.  

Brief:-  There are some Divisions where the TA bills of IPs and ASPs are lying pending for months together. For example in case of Sundergarh Division TA bills of IPs and ASPs are lying pending since October-2012. In case of Puri Division after intervention of DPS(HQ) pending TA Bills were sanctioned only in the month of August-2013. There are many Divisions who are restricting the motor cycle mileage to 250 - 500 km in a month. It is to mention that most of the IPs/ASPs are now using Motor Cycle on tour to adjust the time for completing varieties of duties in their Sub-Division. Now the cost of one litre Petrol has gone up to ₹75/-. Therefore, by the above restriction the IPs/ASPs are losing financially recurrently.

On the other hand Sub Divisional Heads are at present facing difficulties in getting their food bills reimbursed as per the revised TA Rules due to the fact that in rural areas bills for meals taken in Hotels/ Restaurants/ Dhabas are not provided by them resulting in non-admission of TA claims.    

This Association, therefore, urges to review the restriction of Motor Cycle mileage, if any, and to issue suitable instruction to the Divisional Heads for sanction of pending TA Bills of IPs /ASPs.

Regarding food bill, this Association requests to allow a certificate in respect of expenditure incurred on account of food bills to be furnished by the touring officer in the prescribed format where receipts cannot be obtained. 

Reply:-  All the Divisional have been suitably instructed to dispose of all pending TA Bills subject to availability of funds, allow admissible motorcycle mileage /Auto fare and to follow normal procedure of reimbursement of Food Bill vide C.O. Letter No.AP/11-Misc/2010 dated 14.03.2014.  

Action:-AD(Accounts)

(Item closed)

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. Estimates have already been received for repairing and maintenance of Cuttack East and Kujang Sub-Divisional offices. The same are under examination with the JE (Bldg). AA & ES will be issued on availability of funds under relevant head  

Action:-AD(Building)

Item No. 4-04/2013:- Request for provision of accommodation for Digapahandi Sub Divisional Office by the Department. 

Brief: Digapahandi Sub-Divisional Office is functioning in a rented building for which only Rs.200/- is being paid by the Department and rest amount i.e. Rs.800/- is being paid by the IP.

As per Directorate Letter No.28-6/88/Bldg dated 29-4-2005 communicated vide C.O Letter No.Bldg/5-4/2002-Pt-I dated 5-5-2005 and 13-12-2007, accommodation for Sub Divisional Heads should be provided by the Department in all cases.  

This Association has taken up this issue with the PMG, Berhampur since March-2012 and as replied by PMG, Berhampur space is to be provided by the Digapahandi Tehsil Colony SO by providing separate entrance to the Sub-Divisional Head. But, no action seems to have taken in this regard.

This Association, therefore, requests for early action to provide accommodation for Digapahandi Sub-Divisional Office by the Department and stoppage of payment of Rs.800/- by the concerned IP.

This Association also urges for refund of the amount already paid by the IPs for the purpose. 

Reply:-  Report from RO, Berhampur has been called for . But, no report has yet been received. Digapahandi Sub- Divisional Office has been shifted to Digapahandi Tehsil Colony Post Office on 27-07-2013.

Action:-AD(Building)

Item No. 5-04/2013:-Request for release of 10 percent of the PLI incentive deducted at the time of sanction of incentive for procurement of Proposal.  

Brief:  As per the guidelines contained in Directorate of PLI Letter No.35-15/78-LI(Pt) dated 07-01-2008, 90% of the PLI incentive is being released on acceptance of a PLI proposal. Remaining 10% of the PLI incentive amount is to be released on verification of receipts of first six PLI premiums as envisaged in the Directorate No.19-1/98-LI dated 14.06.2000.  But this procedure is not being followed.

This Association, therefore, urges for release of remaining 10 percent of the PLI incentive in favour of the field officers after necessary verification which has been deducted at the time of sanction of incentive for procurement of Proposal.

Reply:-  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.   

Action:-DDM(PLI)

(Item closed)