Minutes of Bi-Monthly Meeting with the DPS(HQ) held on 06-06-2014 issued vide CO No.WL/30-4/Assn/2012 dated 23-06-2014

Present

	Administrative Side		Staff Side
1.	Shri Pawan Ku. Singh, DPS(HQ), Circle Office, Bhubaneswar	1.	Shri Pitabasa Jena, Circle Secretary, AIAIASP -cum- ASP(TO), O/o the CPMG, Bhubaneswar
2.	Shri Debi Prasad Dash, Asst. Director (WL) Circle Office, Bhubaneswar	2.	Shri Khageswar Mallick, Representative, Exe Body Member, AIAIASP -cum- Manager (Project Arrow), O/o the CPMG, Bhubaneswar

New Items

Item No. 1-06/2014:- Request for supply of Scanner and Photocopier to Sub-Divisions.    

 

Brief: Sub-Divisional Heads are often depending on the local market for scanning the documents to send through e-mail and to make photo copy of various documents for official purpose and especially for NREGS purpose. If there will be provision of Scanner and Photocopier to Sub-Divisions, it will be much easier for the Sub-Divisional Heads.   

Therefore, this Association requests for supply of Scanner and Photocopier to Sub-Divisions as there is a functional necessity.

Reply:-       Matter will be looked into favourably.

Action: AD(TO)

Old Items

Item No. 3-9/2013:- Release of 10 percent of the PLI incentive deducted at the time of sanction of incentive for procurement of Proposal.

Brief:-  Considering the request of this Association through Agenda No.5-04/2013 in four monthly meeting of CPMG, instruction has been issued vide C.O. Letter No.L1/1-12/2010 dated 11-04-2013 to all concerned for releasing the 10% of the incentive which was not paid earlier on verification of first six deposits. But there is no clarity regarding releasing the 10% of the incentive which was not paid for which 90% of the incentive was sanctioned by PLI Section of Circle Office. 

Therefore, this Association requests for issuance of an instruction clarifying the position viz. who will release remaining 10% and how.

Reply:-       With reference to the above mentioned letter, all the Divisional Heads were requested vide this office letter dated 11/04/2013 followed by reminder dated 06-05-2013 and email dated 04-10-2013 to sanction the 10% incentive to all the sales force only on verification of first six monthly premium deposits. Further, the 10% of the incentive which was not paid for which 90% of the incentive was already sanctioned by PLI section of Circle Office, first six monthly premium deposits for the same is to be verified by the concerned Divisional Heads. Either same may be intimated to the DDM (PLI) after necessary verification of sanction of the pending incentive or the same may be sanctioned at Divisional level.

          The DDM (PLI) will supply the list of PLI policy against which 90% incentive is approved /sanctioned to each Departmental PLI agent. On receipt of the same the concerned Divisional Heads will sanction the rest 10% incentives to the concerned official by 31^st August.

Action: DDM (PLI)

Item No.1-3/2012:-    Request for required amenities and civil maintenance of Inspection Rooms in the Circle.

Brief:- Most of the Inspection Rooms in the Circle are in very bad shape and condition without regular maintenance of civil work. In some cases there is even no required furniture like fixed Beds, Mattresses, Sofa, Almirahs, Dining Table, Sofa etc. Case of the IR at Ashoknagar MDG is cited as an example. Most of the fixed beds and mattresses in the IR at Ashoknagar MDG are damaged and is being managed with folding beds. The Association requests for issuing orders for providing the required civil maintenance and amenities/ furniture like fixed Beds, Mattresses, Sofa, Almirahs, Dining Table, Sofa etc in the Inspection Rooms in the Circle.

Reply:-        The SSPOs, Bhubaneswar will be asked to change the broken furniture items in IR of Ashoknagar Nagar MDG, Bhubaneswar within 30-06-2014. Items like Almirah, Chair, Small Dining table etc. are required to be procured and provided in the said IR. Further, AD (MM) will please prepare a check list of items that should remain in each IR of the Circle. The said check list after approval must be shared with all the Unit Heads and it will be the responsible of AD (MM) to ensure that each IR has the items. Further he will ensure that check lists is prepared within 25-06-2014 and items as per the check list is provided in each IR within 31-03-2015.    

Action:-AD(Building/MM)