PROCEEDINGS OF THE MEETING HELD UNDER THE CHAIRMANSHIP OF SH. P. MITRA,
CHIEF SECRETARY WITH HIMACHAL PRADESH SECRETARIAT SERVICES EMPLOYEES CLASS-III
ASSOCIATION ON 30/07/2014.
Following were present:(a) Officers
1
Dr. Shrikant Baldi, lAS, Principal Secretary (Finance)
2
Sh. Bharat Khera, lAS, Secretary (SAD)
3
Dr. Ashwani Kumar Sharma, HAS, Add!. Secy. (SAD)
4
Sh. Madan Kumar Sharma, HAS, Add!. Secy. (Law)
5
Sh. Prem Thakur, Dy. Secretary, (Pers.)
(b) From Association side:1
S/Sh. Rajender Sharma, President
2
Sanjeev Kumar Sharma, Sr. Vice President
3 . Sanjeet Sharma, General Secretary
4
Bhupinder Singh, Joint Secretary
5
Kamal Jeet Singh, Cashier
6
Bhuteshwar Chauhan, Member
7
Navinder Chandel, Member
8
Ramesh Chand, Member
9
Khem Chand Sharma, Member
10 Kishore Kumar, Member
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11 Vinay Kumar, Member
12 Rohit Mehta, Member
13 lnder Mohan, Member
14 Asha Thakur, Member
15 J agat Thakur, Member
At the very outset, Secretary (SAD) welcomed the Chief Secretary, officers
and members of the Association. The President of the Association Sh.
Rajender Sharma also welcomed the Chief Secretary, Officers and all
officials. Thereafter, the meeting commenced as per the demand charter.
ITEM NO.Ol:- FRAMING OF R&P RULES FOR THE POST OF CLERKS, SENIOR ASSISTANT
AND SUPDT.GR.II INSTEAD OF COMMON R&P RULES, DUE TO
DISTINCT WORKING CONDITIONS IN SECRETARIATE.
Secretary (SAD) informed that the matter of framing R&P Rules for the post of Clerk,
Sr. Assistant and Supdt. Gr-II was taken up with Personnel and Finance Departments.
For the post of Sr. Assistant and Supdt. Gr.-II, the proposal has been turned down by
the F.D. After discussion, it was decided to send the case again to FD, for reexamination. With regard to the R&P Rules of Clerks, DOP/FD has concurred and
matter is pending with HP Public Service Commission for approval.
ITEM NO.02:- FILLING UP OF VACANT POSTS OF CLERKS IN HP SECRETARIAT ON
REGULAR BASIS.
Secretary (SAD) apprised that the cadre of clerks consists of 291 posts, out of which
204 posts@ (70%) are meant for direct recruits, 58(20%) for LDR& 29 posts (10%) for
promotion from Class-IV. The process of filling of 50 posts by direct recruitment is
going on through HP SSB, Hamirpur. The proposal for filling of another 150 vacant
posts of Clerks is under process.
ITEM NO-03:- FILLING UP OF ALL POSTS OF SENIOR ASSISTANT IN HP SECRETARIAT IN
RELAXATIOl\i OF R&P RULES.
Secretary (SAD) informed that at present more than 200 posts of Sr. Assistant are lying
vacant. As per R&P rules, minimum qualifying service for promotion is ten (10) years.
At present, none is eligible because of not fulfilling minimum qualifying service. The
matter had been placed before the Cabinet, where it was' not approved. After
discussion, it was decided to take up the matter at appropriate level again for seeking
relaxation.
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ITEM NO:-4 REGULARIZATION OF SERVICES OF CONTRACT EMPLOYEES APPOINTED IN
SECRETARIAT IN RELAXATION OF RULES IN VIEW OF PECULIAR FUNCTIONING
OF THE SECRETARIAT.
Secretary (SAD) informed that the matter was placed before the CMM on 23.7.2013 for
regularization of services of Contract employees. However, it was withdrawn because of
wide implications. The FD has also expressed inability to grant relaxation. Hence, the item
was dropped.
ITEM NO:-S TRANSFORMATION OF THE OFFICE OF THE HON'BLE MINISTERS FROM A CELL
INTO A SECTION.
The Association demanded that the
Hon'ble Minister be transformed into a Section.
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After discussion, it was decided to examine the matter on file.
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ITEM NO-6:- CREATION OF POSTS OF CLERKS AND SENIOR ASSISTANTS IN THE BRANCHES
WHERE THE STAFF HAS BEEN DEPLOYED BUT POSTS ARE YET TO BE
CREATED.
The Secretary (SAD) informed that there are many branches where the work load has
reduced due to computerization and the staff sanctioned for those brclllches is required to
be adjusted in the branches with heavy work load. The can be done by way of rationalization
or by way of transfer of posts. As such, there does not seem any justification to create new
posts of Clerks/Sr.Asstt., rat.her, there is need to rationalize the staff of branches and filling
up of vacant posts for optimum utilization of staff. Hence, the item was dropped.
ITEM NO:-7
AMENDMENT IN THE R&P RULES FOR THE POST OF SECTION OFFICER IN HP
SECRETARIAT.
Secretary (SAD) informed that the matter was referred to the advisory department vis. DOP,
FD/Law and there is variation in the opinion. Hence the matter has now been referred to the
Rules Committee.
ITEM NO.8:- IMMEDIATELY ISSUING SENIORITY LISTS OF CLERKS, SR. ASSISTANTS AND
SUPERINTENDENTS AND GRANT OF PLACEMENT, CONFIRMATION ETC. TO
THE ELIGIBLE EMPLOYEES.
The Secretary (SAD) informed that the seniority list of Clerks and Sr. Assistant
has been kept pending due to pending Court case. However, the seniority list of
Supdt. Gr.-II and S.O. have since been issued.
ITEM NO. 09:- REVIEW OF 4/9/14 PAY SCALES STRUCTURE STRICTLY ON
PUNJAB PATTERN.
The Secretary (Finance) informed that the State Govt. by and large, follows
Punjab Government pattern of pay scales.
The restoration
32) ACP & introduction
ACP Scheme
of new (4-9-14)
of old (8-16-24-
has
been
notified
almost on Punjab Govt. pattern, with modifications in the conditions stipulated
under Para- 4 of the letter dated 09.08.12. Various notifications have been
issued from time to time to avoid anomalies /discrimination /disparities in pay
structures. After discussion, it was decided that FD will re-examine the issue.
ITEM NO.10:-
INSTALLATION OF MODULAR FURNITURE IN ALL THE BRANCHES
OF THE SECRETARIATE IN ORDER TO IMPROVE WORKING
CONDITIONS.
Secretary (SAD) informed that in the first phase, .... ~ modular furniture will be
installed in the entire third floor of Armsdale Building including branches /offices
and Secretaries' ·rooms. The work has been assigned to the PWD for execution
and they ,have been requested to speed up the process.
Gradually, modular
furniture is proposed to be installed in all the branches of Secretariat. The
Principal Secretary (Finance) also ensured to provide additional funds, if required.
ITEM NO. 11:- PROVIDING OF COMPUTERS/PRINTERS TO ALL THE OFFICIALS IN
THE BRANCES FOR EFFECTIVE WORKING.
Secretary (SAD) informed that all the officials have been provided Computer
hardware.
In' addition, the branches have also been equipped with heavy
duty/simple Laser Jet Printer/DMX Printer. So far as the matter of replacing/
updating old hardware is concerned, the same is being upgraded/replaced with
additional 512MB/1 GB RAM to improve the performancejspeed of these
Pentium-IV/ Celron Desktop PCs. Simultaneously, efforts are being to replace
old D~!:ktop!; with nQW OnQl; in phdl;ed manner with the help of I.T. Department.
Besides this, old DMX Printers are also being replaced with Laser Jet Printers.
Also there are total 15 nos. of UPS systems (i.e 6 nos. Ellerslie + 9 nos. Armsdale)
having capacity for 110 KVA & 132 KVA respectively. Out of these 13 nos. were
installed in 2003-2004. Despite maintenance, these are not working properly.
Requirement for total 06 nos. UPS of 40 KVA each (i.e. 02 nos. Ellerslie/03
Armsdale
and 01 no. Yojna Bhawan) has already
been taken up with DIT. It
has further been informed that computer hardware requirement of H.P.
Secretariat during the current financial year has already been sent to IT
Department. After deliberation, Pr.Secretary (Finance) assured to provide
sufficient funds for up gradation of Computer hardware on demand from
Secretariat Administration Department.
ITEM NO. 12:-
PROVIDING OF BUS FACILITIES TO SECRETARIAT EMPLOYEES
FROM SECRETARIT TO DHALLI, TOTU, BOILEAUGANJ, BHARARI,
. MALAYANA VIA KASUPMTI TARADEVI AND NEW SHIMLA IN
THE EVENING AND
FROM, THESE PLACES TO SECRETARIATE IN
,
THE MORNING.
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Secretary (SAD) informed that the matter has been taken up with the Transport
Department vide letter number Per (SAS-I) G (6)-1/2013 dated 11.07.13. The
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HRTC has been requested and response is still awaited. It was also brought to
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noti'ce that due to one way at Sanjaull and at Chotta' Shimla - Kasumpti Road,
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employees generally
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face problems to reach office in time. After discussion, it
was desired to take up the issue with
District Administration to
revise the
closing/opening timings of roads of Kasumpti Chhota Shimla to Brockhurst and
also for Sanjauli. It was also suggested to get these res,trictions removed during
holidays/Sundays.
ITEM' NO.
13:-EARMARKING OF GOVERNMENT ACCOMMODATION TO
SECRETARIT EMPLOYEES IN THE VICINITY OF CHonA SHIMLA.
Secretary (GAD) informed that every effort is made to accommodate the
employees in the vicinity of Secretariat.
ITEM NO. 14:- VERIFICATION OF THE FACTS OF COMPLAINT BEFORE ORDERING
TRANSFERS ON COMPLAINT BASIS SO THAT THE EMPLOYEES
ARE NOT TRANSFERRED ON F1LMSY GROUNDS.
Sec:,":,trtrv(SAD) informed that SAD takes every care before making any transfer
on complaint basis and if required the facts are to be verified from the quarter
concerned before issuing orders.
ITEM NO. 15:-POSTING OF LAW OFFICERS IN THE BRANCHES FOR DISPOSAL
OF OFFICE OF THE ADVOCATE GENERAL IN HP SECRETARIATE
SO THAT THE TIME OF THE EMPLOYEES IS SAVED WHICH IS
WASTED IN WAITING FOR THE TURN FOR COURT CASES AND
MAKING ARRANGEMENT FOR INSTITUTION OF A BRANCH
VETIING OF THE COURT CASES IN THE OFFICE OF ADVOCATE
GENERAL.
Secretary (SAD) informed that the comments were sought' from the Law
Department vide this Department letter dated 12.07.2013 and subsequent
reminder on 7.12.2013, 18.12.2013 & 02.01.2014. The response jsstill awaited.
Add!. Secretary (Law) was requested to expedite the matter. With regard to
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opening of branch office of AG in Secretariat, the Deputy Secretary (Home)
informed that the matter was taken up with the office of Advocate General and
th~ proposal was not approved.
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ITEMNO.16:- EDUCATIONAL LOAN MAY BE GRANTED FOR THE PROFESSIONAL
COURSES LIKE BED, MED, JBT, BBA, HOTEl MANAGEMENT,
MBA, BCA AND MCA IN ADDITION TO THE COURSES ALREADY
COVERED UNDER THE SCHEME.
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It was informed;that the matter is under conside~ation wit,h FD. On th~ demand
of theI Association
for raising of education
loan limit
from Rs 75000/to Rs.
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150000/-the
Principal
Secretary (Finance) informed
that this demand will be
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examined in the F.D .
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ITEM
NO:-17:-
ENHANCEMENT IN THE GRADE PAY OF THE liBRARIAN/GATE
KEEPERS/CARE TAKERS AND OTHER SUCH CATERGORIES IN THE
SECRETARIAT WHO HAVE BEEN DEPRIVED OF HIGHER GRADE PAY
AND WERE IN RECEIPT OF GRADE PAY AT PAR WITH CLERK.
The Pro Secretary (Finance) informed that the re-revision of the grade pays/pay
structures in respect of only those categories have been done to whom Punjab Govt.
has allowed the revision. Apart from iJbove, the revision has also been allowed the
revision. Apart from above, the revision hiJS iJlso been allowed where there is established
party with corresponding posts in other departments or due to staffing piJttern, there is
anomaly in the pay structures of promotioniJl/feeder categories due to re-revision from
01.10.12. It was informed in the meeting thiJt the grade pay for Security Guard has been
revised to Rs.2400/-. The Association demanded that the left out ciJtegories viz. Bill and
Cash messengers, Daftri, Book Binders; Care tiJkers, Tailor Furniture Supervisors may be
granted grade pay at par with the Security Guards i.e. Rs. 2400/- as these categories are
similarly situated to Security Guards. After discussion, Pr. Secretary (Fin) assured to
examine/decide the issue. The issue of Librarian WiJS also decided to be examined afresh.
ITEM NO:-18:- GRANT OF CHILD CARE LEAVE OF TWO YEARS TO WOMEN EMPLOYEES
ON CENTRAL GOERNMENT PATTERN WHICH STANDS SNATCHED BY THE
STATE GOVERNMENT BY WAY OF AN AMENDMENT IN CCS(LEAVE}
RULES.
The Principal Secretary (Finance) informed that the decision was taken due to huge
financial implication. The item was dropped.
IT~M
NO-19:-
R~TIR~MrNT
AGr MAY NOT Bf fNI-lANCfD
n~OM £XI~TING
5Q
Y£AR~ A~
THIS STEP IS BOUND TO INFRINGE THE RIGHT OF PROMOTION OF THE
EMPOLYEES WHICH IS ALSO BOUND TO DEMORALIZE THEM.
It was informed that there is no proposal for enhancement of retirement age from 58 to
60 years, under consideration in FD. Hence, the item was dropped.
ITEM NO.20:- THE CONDITIONS OF TWO YEARS OF REGULAR SERVICE FOR
GRANT OF HIGHER PAY BAND AND GRADE PAY IN RESPECT
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OF CLERKS APPOINTED THROUGH LDR AND PROMOTED
FROM CLASS IV TO THE POST OF CLERKS, MAY BE DELETED
FROM THE PAY REVISIONS ORDERS IMMEDIATELY, AS SUCH
EMPLOYEES HAVE BEEN APPOINTD AFTER RENDERING A
REGULAR AND THIS CONDITION CANNOT .BE MADE
APPLICABLE TO THEM.
The Principal Secretary (Finance) informed that the matter was placed before
the Council of Ministers in its meeting held on 05/07/13 and was deferred.
However after discussion it was decided to re-examine the proposal for placing
it before the CMM.
ITEM NO. 21:-
SHIFTING OF ROD BRANCH FROM KASUMPTI TO SECRETARI~T
COMPLEX.
The Secretary (SAD) informed that the comments of Secretary (RD) have been
sought which are awaited. After receipt of the comments the item' will be
examined on merit.
ITEM NO. 22:- CONVERSION OF THE POST OF RESEARCH OFFICER TO SECTION
OFFICER IN INSTITUTIONAL FINANCE SECTION ..
The matter is being examined in the SAD. Appropriate decision shall be taken in the
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due course oftime in consultation with FD.
ITEM NO. 23:- CREATION OF A POST OF SECTION OFFICER AND FILLING UP ALL
yACANT POSTS OF CLERKS IN GOVERNOR'S SECRETARIAT.
It was informed that the proposal to fill up all the vacant posts of clerks in
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Governors Secretariat is under consideration of the authorities in Governors
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Secreta ri at.
ITEM NO. 24:- FRAMING OF SEPARATE R&P RULES FOR ALL THE.CATEGORIES
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IN PLACE OF COMMON R & P rules in H.P PUBLIC SERVICE
COMMISSION.
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It was informed that the proposal of AD is under consideration with FD. .
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ITEM NO. 25:- FILLING UP ALL VACANT POSTS IN HPPSC.
The Deputy Secretary (Personnel) informed that the HPPSC (Staff) Regulations)
1971 notified on
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September, 1971, provide that the staff of the commission
shall be appointed in accordance with the R&P Rules of different categories
issued by the Government in consultation with the Commission from time to
time. In addition,
all the officers and officials of the commission are subject to
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the same conditions of service as are Clpplicable from time to time to the
corresponding categories of officers and employees of the H.P. Secretariat. He
has further intimated that there is a complete ban on filling up of any post b¥
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way of direct recruitment. Presently no proposal for granting permission to fill
up any category of post(s) by way of direct recruitment in H.P. Public Service
Commission is pending.
ITEM NO. 26:- CREATION OF ONE POST OF SUPERINTENDENT GR.II AND
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FILLING UP ALL VACANT POSTS fN LOKAYUKTA OFFICE.
The matter was discussed, the Pro SecretClry (Fin) expressed is ability to agree to
the proposal.
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Item no. 27:-
REMOVAL OF DISCREPANCY OF PAY SCALES OF ESTATE OFFICE
AND SUPDT. GRADE-lIN ESTATE OFFICE.
Secretary(SAD) informed thClt a proposal from the Director of Estate was
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received to ~emove the discrepancy in the pay scales of Estate Officer and
Superintendent Gr-I and to fill up one post of Estate Officer in the department
but the proposal was not concrete. Now) separate proposal for filling up one post
of Estate Officer and to remove'the discrepancy of pay'scales of Estate Officer
and Superintendent Gr-I with full justification have been sought from the
Director of Estates, H.P. Further action will be taken after receipt of the
proposals.
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ITEM NO. 28:- FILLING UP OF VACANT POSTS OF CLERKS IN SMALL SAVINGS
DEPARTMENT.
Th@ Principal Secretary (Finance) informed that no such proposal has either been
received or is pending with FD so far.
ITEM NO. 29:- GRANT OF SECRETARIAT PAY TO THE CLERKS APPOINTED IN THE
HP SECRETARIAT ON CONCRATCT BASIS.
The Pro Secretary (Fin) informed that the service conditions of contract
appointees are governed as per terms and conditions of contract which provide
for the grant of pay at the minimum of the Pay Band and Grade Pay of the post
concerned during appointment on contract basis. The Association insisted that
the Secretariat pay is being granted to all the categories working! in Secretariat
and when the contract employees are performing similar functions, they should
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be granted the same. After detailed discussion, it was agreed that the
Association will submit a memorandum with justification on the basis of which
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the proposal will be taken up with F.D.
ITEI'. ~ NO. 30:- DECLARING OF BRANCH OFFICERS AS OFFICERS UNDER E, VIDHAN.
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Secretary (SAD) informed that two Nodal Officers of Department have been
allow~d
j'n the training programme of e-Vidhan
conduct~d
by H.P Vidhan Sabha
Secretariat. Generally, the branch officer has been designated as nodal officers.
However, Section Officers have also been designated as Nodal Officer. After
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discussion, it was decided that the Nodal Officer under e-vidhan should not be
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below the rank of Section
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OfficerISuperint~dent.
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ITEM NO. 31:-: POSTING OF LAW OFFICERS IN HEAVY DEPARTMENTS HAVING
A LOT OF LITIGATION WORK.
The proposal to create 10 additional posts of Law Officers was mooted in the
year, 2010. Comments of Law Department were sought. However, no response
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has been received till date in spite of repeated reminders. As and when the
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comments of the law Department are received, the proposal will· be processed
further. Addl Secretary (Law) present in meeting assured to expedite the matter.
ITEM NO. 32:- TRAINING.
Necessary training to the staff of HP Secretariat is being imported in HIPA. During
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quarter, 52 numbers of employees to the Staff of HP Secretariat have been
given training at HIPA on office procedures, computer applications, etc. Further,
SAD has already taken up the issue with HIPA for imparting training on various
other topics like maintenance of roster registers, disciplinary proceedings and
other departmental enquiries etc. In future, training will be imparted based on
requirement and the curriculum would be improved in consultation with the
Association.
ITEM NO. 33:- CREATION OF CODIFICATION BRANCH.
It was informed that the Codification branch already exists.in Law Department. A
Sr. Assistant has also been provided on the request of the Law·Department. At
present, no more ministerial staff can be provided due to acute shprtage of staff
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with SAD and the arrangements may be made at their own level.
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ITEM NO.34:- ROUTINE MAINTENANCE OF AQUAGUARDS AND CHANGE OF
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TAPS IN TOILETS.
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The ,.,-aintenance of aquaguards installed !in the Secretariat is being done from
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as the AMC has been done with M/s Eureka Forbes Company.
Similarly, the complaints regarding taps are forwarded to Assistant Engineer,
HPPWD Sub Division No. IX for prompt action. It was also desired that special
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attention be made
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for the cleanliness of toilets during day time by deputing
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sweepers.
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ITEM NO. 35:- PROVIDING OF GAD POOL VEHICLE FOR COURT CASES.
Secretary (SAD) informed that vehicle is invariably provided for court cases/other
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official work by the GAD to the officers/officials of HP Secretariat.
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ITEM NO.36:- REMOVAL OF PAY SCALE ANOMALY OF VARIOUS CATEGORIES IN
HIMACHAL PRADESH SECREtARIAT.
As against item NO.17
ITME NO.37:-
INTRODUCTION OF BENCH MARKING PROCEDURE IN PROMOTIONS ON
THE ANALOGY OF GOVERNMENT OF INDIA.
The deputy Secretary (DOP) informed that DOP has already decided to continue with the
already existing procedure/rule of
ope.
There is no special merit of the new system.
Hence the item was dropped.
ITEM No.38:-
EXPEDITING THE REVIEW DPC FOR VARIOUS POSTS BEING DONE IN THE
SAD.
Secretary (SAD) informed that the work of reviewing DPC is in the final stage and the
necessary action in this regard shall be taken within two weeks.
ITEM NO.39:- REVIVAL OF THE FINANCE COMMISSION BRANCH IN FD.
The Pr.Secretary (Fin) apprised that the work of Finance Commission is in final stage and
there is no need of revival at this belated stage. Necessary arrangements have already
been made. The item was dropped.
ITEM NO.40:-
UP-GRADATION OF ONE POST OF SECURITY GUARD TO HEADS SECURITY
GUARD.
The Pr.Secretary (Fin) apprised that the proposal be sent to FD and it will be examined on
merit.
ITEM N0.41:-
PARKING ISSUE IN H.P. SECRETARIAT PREMISES.
The revised parking plan was discussed. It was informed that as per new parking plan the
GAD and Govt. vehicles will only be parked in the space before Gate NO-3. Further
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Vehicles will be allowed to be parked only between yellow lines. Also, departmental
vehicles and private vehicles will not be allowed to be parked in the Secretariat parking
during night.
The meeting ended with a vote of thanks to and from the chair.
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Secretary (SAD)
Government of Himachal Pradesh
File. No. Per (SAS-I) G (6)1/2013
Copy is forwarded to:-
D()ted Shimla-171002, the
Ablgl:Jst,2e14
~.....-cl~;J-O) ~
1. Private Secretary to Chi~f Secret()ry, Govt. of H.P. Shimla.
2. Private Secretary (Finance) to the Govt. of H.P. Shimla
Principal Secretary (Personnel) to the Govt. of H.P. Shimla
Principal Secretary (Law) to the Govt. of H.P. Shimla.
5. Private Secretary to Secretary SAD/GAD, Govt, of H.P. Shimla.
6.' President/General Secretary of Himachal Pradesh Secretariate Serrvices
I;mployees Association, H.P. Secretariat Shimla.
7. Guard file.
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Secretary (SAD)
Government of Himachal Pradesh
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