MINUTES OF THE MEETING OF SECRETARIES HELD IN THE CHIEF SECRETARY’S CONFERENCE ROOM AT 10:00 AM ON WEDNESDAY, THE 14TH NOVEMBER, 2012

Pi L. Tochhong, Chief Secretary presided over the meeting and the following members were present:-

  1. Pu R.L. Rinawma, IRS            Principal Secretary, UD&PA, LR&S, Taxation
  2. Pu L.R. Thanga, IFS                Principal Secretary, CMO, PWD, Agriculture
  3. Pi L.N. Tochhong, ICAS          Finance Commissioner
  4. Pu Ashwani Kumar, IAS        Commissioner & Secretary, GAD   
  5. Pu K. Lalnghinglova, IAS       Commissioner & Secretary, SE, H&TE
  6. Pi Esther Lalruatkimi, IRS     Secretary, H&FW, LE&IT
  7. Pu C. Lalthankhuma, MCS    Secretary, P&S, Sericulture
  8. Pu P. Singthanga, MJS          Secretary, Law & Judicial
  9. Pu Biaktluanga, MCS            Secretary, LAD, Excise & Narcotics
  10. Pu F. Vanlalruata, MFAS      Secretary, Finance
  11. Pu P. Lalchhuanga, MCS       Secretary, Art & Culture
  12. Pu Kunal, IAS                         Special Secretary, Finance, P&E

2.         The Chief Secretary welcomed Pi L.N. Tochhawng, ICAS, who had recently joined Govt. of Mizoram as Finance Commissioner and two new Secretaries, Pu F. Vanlalruata, MFAS, Secretary, Finance Department and Pu P. Lalchhuanga, MCS, Secretary, Art & Culture Department who attended the meeting for the first time. The Chairman explained the reason for not convening the meeting of Secretaries as early as she would have liked to after assuming the office of the Chief Secretary and she informed that the meeting would henceforth be taken every month during the first week.

3.         The Chief Secretary highlighted certain important issues she desired the secretaries to give an emphasis on in order to bring about visible improvements in general administration.

3.1.     Punctuality:   It was felt that punctuality in the government offices is not upto the mark.  Secretaries, as administrative heads, need to set an example.  Officers and staff under them should be appropriately motivated.  Surprise checks should be conducted from time to time.  GAD may formulate modalities in this regard.

Action: Commissioner & Secretary, GAD

3.2.     Tours outside the state:      The current practice of putting up the files up to Chief Secretary for approval of tours outside the state was reviewed.  It was felt that approval for tours outside the state may be accorded from the level of Administrative heads, provided that expenditure is within the approved budgetary provisions.  Necessary amendment to this effect may be made by GAD.

Action: Commissioner & Secretary, GAD

3.3.     Resource Mobilisation:       The need to augment revenue collection was articulated in view of the meager resources available in the state.  Common Service Centres being set up by ICT Department should be systematically operated to facilitate collection of revenues.  A meeting of all the revenue collecting departments may be convened by ICT.

Action: Principal Secretary, ICT

3.4.     Monitoring of Plan Schemes:  A mechanism for review and monitoring of plan schemes has already been in place.  Secretaries were reminded to have periodical review meetings of the departments under them, reports of which should be endorsed to the Planning and Finance Departments. 

Action: All Secretaries

3.5.     File Movements:      Concern over slow movement of files was expressed.  There was a suggestion that each and every proposal for utilization of fund under a plan schemes need not be sent to Planning Department for approval when the Planning Department has already approved the scheme concerned after due scrutiny while finalizing the Annual Plan.  Planning Department may examine the possibility of avoiding such delay.

Action: Principal Secretary, Planning

 

4.         Review of follow up actions taken on the minutes of the meeting held on 19th July, 2012.

4.1      Decision at para 3.5 regarding subscription of newspapers and magazines was reviewed and Secretaries were once again advised to strictly adhere to prescribed entitlements and to give instruction down the line so that only bills duly certified by the concerned officers will be cleared.  It was also suggested that Pu R.L. Rinawma, Principal Secretary, UD&PA may work out a system of recycling waste papers.

Action: All Secretaries/Pu R.L. Rinawma, Principal Secretary, UD&PA

4.2      The decision at para 3.2 regarding creation and maintenance of departmental websites and having a common website for the State Government maintained by ICT instead of having two which only creates confusion was reviewed.  Action taken report had not been given by the ICT department.  The Secretary concerned may ensure follow-up action on this.

Action: Principal Secretary. ICT

4.3      The decision at para 3.6 regarding introduction of new software applications like e-dispatch and e-office for monitoring of file movement was reviewed.  A committee was formed under the chairmanship of Pu S.S. Garbyal, Principal Secretary, ICT with two members namely Pu R.L. Rinawma, Principal Secretary, UD&PA and Pu Kunal, Special Secretary, Finance.  The meeting was informed that the suitability of available software for use in the government needs to be examined and it was decided that Pu Kunal, Special Secretary, Finance, who happens to be one of the members of the committee may examine this as Nodal Officer and give a report as soon as possible.

Action: Special Secretary, Finance Department

4.4      The decision at para 5 regarding periodical review meetings to be taken by Secretaries to ensure optimum pace of utilization of plan funds was reviewed.  The meeting was apprised that reports had come from only few departments.  The Chief Secretary asked the Secretaries to convene the review meeting, if not already taken, within the month of December 2012 and to send reports on each review.

Action: All Secretaries

4.5      Regarding the decision at para 6 on computerization of employees database, the meeting resolved that a separate meeting of all concerned may be called by Secretary, DP&AR.

Action: Commissioner & Secretary, DP&AR

4.6      The meeting was informed that no report had been received from Secretary, FCS & CA on the decision at para 6 regarding the feasibility of categorization of ration cards based on economic conditions of families to be examined by her.  Reports may be sent as soon as possible.

Action: Secretary, FCS&CA

4.7        The decision at para 9 regarding quick disposal of Pension cases was reviewed.  It was decided that Commissioner, Finance Department may take a review meeting on this.  Secretaries were also advised to be more perceptive while handling pension cases.

Action: Commissioner & Secretary, Finance/All Secretaries

4.8      Regarding the decision at para 10 on maintenance of Service Books, the meeting recommended that Chief Controller of Accounts may chalk out a proper system so that a government employee may be able to check the updation status of his/her Service Book, if he/she desires.

Action: Commissioner & Secretary, Finance/All Secretaries

4.9      On the decision at para 12 regarding setting up of Coaching Centre for competitive examinations for which a proposal had already been submitted to NEC for Financial Assistance, Commissioner & Secretary, Higher & Technical Education Department assured the meeting that he would follow up the matter.

Action: Commissioner & Secretary, H&TE

 

5.         CLOSURE OF ROAD DURING BLACK TOPPING WORK:

Principal Secretary, PWD apprised the meeting that while black topping work is being undertaken, restriction and monitoring of traffic flow on the road is a must to achieve optimum result.  However, due to narrow road widths and heavy traffic, it is rather difficult to adopt such measures especially in Aizawl.  He therefore expressed the need to have better coordination among various departments involved for effective imposition of such restriction and monitoring during road construction.  He also emphasized the need to intensify public awareness via media campaign.  The meeting resolved that all concerned departments should extend necessary assistance and cooperation in this regard.

Action: Secretaries, Transport/Home

 

6.         LAND ACQUISITION PROCESS:

            Principal Secretary, PWD raised the issue of Land Acquisition vis-à-vis the Kaladan Multi Modal Transport Projects being taken up by the department.  He informed that numerous claims for compensation had recently recurred after award of acquisition had already been finalized.  Such claims and subsequent pressure from the public stand in the way of smooth undertaking of the project.  The problems being faced by the Deputy Commissioner, Lawngtlai in settling the cases were also highlighted.  It was suggested that the Revenue Officer in the LADC may be appointed as Special Land Acquisition Officer.  The feasibility of appointing the Revenue Officer of the LADC as SLAO for this particular issue may be examined by LR&S Department in consultation with Law & Judicial Department.

Action: Secretaries, LR&S/L&J

 

7.         WORKS OF OTHER DEPARTMNENTS TAKEN UP BY PWD WITH SPECIAL REFERENCE TO CONSTRUCTION OF BUILDINGS:

Principal Secretary, PWD highlighted certain points to be adhered to by departments while proposing projects for construction of building to be taken up by PWD. 

7.1       Requirements to be specified clearly:      Based on their specific requirement, the user department should clearly indicate details of rooms and spaces required to be incorporated in the architectural design including requirement for future extension. However, areas need not be specified as space entitlement prescribed by the government has to be followed.

7.2       Space entitlement:  User departments should invariably restrict themselves within the space entitlement prescribed by the government and they should in no way make request or demand facilities or space beyond entitlement.

7.3       Site availability and conditions:      All user departments should ensure availability of site for the building and should be able to furnish documents like land pass and map showing areas, boundaries, exact location etc. to Architectural Branch in the PWD to facilitate contour survey for the project.

7.4       Availability and detail of Fund:       Fund availability should be ensured. At the same time, status of fund – whether available at hand, earmarked, projected and detail of funding sources like State Plan, NLCPR, NEC, line Ministries, etc. should be specified as such details are crucial for project appraisals.

7.5       Approval and request for design change: There are instances wherein some departments request for change of design after approval which hinder project implementation to a great extent. Departments should therefore make it a point to consult the actual users while considering designs and plans of the projects for approval.

7.6       Standard building regulations/norms:      While building regulations are imposed only with Aizawl city by AMC, following the provisions of this regulations such as front and side/rear set-back, FAR, ground coverage etc. is advisable even outside Aizawl.

                        While endorsing the views expressed by the Secretary, Chief Secretary emphasized the need to expedite finalization of selection of contractors by PWD or any other implementing departments for that matter.

Action: All Secretaries

 

8.         OUTSTANDING DUES ON ENERGY CHARGE:

Commissioner & Secretary, P&E Department informed the meeting that there are about 13 crore outstanding dues on energy charge to be cleared by various departments.  The list of departments alongwith the dues pending was circulated and is reproduced as below.

Table

All the concerned departments were requested to ensure clearance of energy bills in order to maintain healthy inflow of revenue.

Action: All Secretaries

 

9.         PENDING FOREST CLEARANCE FOR HYDEL PROJECTS AND TRANSMISSION LINES:

                        The meeting was informed that forest clearance are pending for some Hydel Projects and Transmission Lines proposed to be taken up due to which work could not be executed.  It was decided that a meeting of all concerned departments at the level of Chief Secretary may be held to sort out the issues.  P&E Department may initiate the action in this regard.

Action: Commissioner & Secretary, P&E

 

10.      IMPLEMENTATION OF PROPERTY REGISTRATION ACT:

The problems and issues pertaining to implementation of Property Registration Act in Mizoram were raised.  The meeting was apprised that approval for creation of Stamp & Registration Directorate has been pending with Finance Department on the ground that creation of posts for the proposed directorate could not be finalized until concrete decision is taken on rationalization of staff under the recently declared sick Public Sector Units.  It was suggested that creating a separate line department for registration/stamp duty may not be a viable option as expenditure may surpass revenue in a small state like Mizoram.  Designating a suitable officer in Deputy Commissioners’ offices to discharge the function of Sub Registrar/Registrar and Collector of Stamp would be a more efficient preposition.  The Chief Secretary advised Finance Department to consider giving conditional approval without linking it to finalization of retrenchment of the sick PSUs.

 Action: Commissioner & Secretary, Finance

 

11.      CONTRUCTION OF STEEL GATES AT THE ROOFTOP OF THE NEW SECRETARIAT BUILDING:

Principal Secretary, UD&PA informed the meeting that under Solar City Programme, a 100 Kwp SPV Power Plant had been installed at the rooftop of the New Secretariat Building.  He expressed the need to ensure safety of the solar panels and other connected utilities and suggested that the entrance ordinary wooden doors be reinforced by replacing them with strong steel gates to restrict unauthorized entry.  The meeting decided that Secretariat Administration Department may look into the matter and take appropriate measures.

Action: Secretary, SAD

 

  1. SCHOOL TIMING:

 

            Reference was made on the decision at para 3 of the minutes of the meeting on 17th May, 2010 regarding change of school timing.  The recommendation to make school timing earlier by about half an hour has not materialized due to various reasons.  The meeting felt that an attempt may be made again to effect the proposed change considering its many advantages.  School Education department may once again examine the matter keeping in mind the sentiment of public towards change of school timing merely for the reason of traffic congestion.

Action: Commissioner & Secretary, School Education

 

  1. VIOLATION OF CONDUCT RULES BY GOVERNMENT OFFICIALS:

A reference was made to the recent All India Radio broadcast wherein certain views expressed by the speaker in the speech were found to be violative of CCS (Conduct) Rules, 1964.  It was decided that the department concerned should initiate appropriate disciplinary action against such errant government servant and that suitable instruction should also be issued by Vigilance Department to this effect.

Action: Secretaries, H&TE/Vigilance

 

  1.  PROCUREMENT OF STATIONERY ARTICLES FROM PRINTING & STATIONERY DEPOT:

Secretary, Printing & Stationery Department informed the meeting that huge stock of stationery items is lying in the department’s depot in Luangmual as the departments have stopped procuring their stationery requirements from the depot thus creating huge liability in his department.  The secretary requested intervention of Finance Department for issuing instructions to the Treasury Officers not to pass bills for purchase of stationery articles procured from other sources unless No Objection Certificate is obtained from Printing & Stationery Department.  He also requested all the secretaries to exercise proper control in their respective departments on the same line.  While endorsing the suggestion, the meeting observed the need on the part of Printing & Stationery Department to gear itself up in order to compete private suppliers in terms of rate and quality of materials supplied.  

Action: All Secretaries

  1. POWER OF JUDICIAL MAGISTRATES:

The meeting was apprised of a case of a certain government notification being quashed by a Senior Civil Judge in the course of settling a case.   The meeting was of the opinion that the concerned department should deal with the matter by assailing the illegal order before the appropriate court of law.  Besides, the Law & Judicial department may also look into the matter and take suitable steps for containing such blatant overreach.

Action: Secretary, L&J

 

                        The meeting ended with a vote of thanks to the chair.

 

 

 

(L. TOCHHONG)

Chief Secretary to the Govt. of Mizoram

 

 

 

Memo No. F.23012/1/2010-GAD            Dated Aizawl, the _______2012

 

Copy to:

  1. Secretary to the Governor of Mizoram
  2. P.S. to Chief Minister, Mizoram
  3. P.S. to Speaker/Deputy Speaker
  4. P.S. to all Ministers/Ministers of State/Parliamentary Secretaries/Vice Chairman. State Planning Board
  5. Sr. PPS to Chief Secretary, Govt. of Mizoram.
  6. All Principal Secretaries / Commissioner & Secretaries/ Secretaries / Special Secretaries.
  7. All Administrative Departments
  8. All Heads of Departments

 

 

 

 

(JACOB LALAWMPUIA)

Under Secretary to the Govt. of Mizoram

General Administration Department