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, MemberI

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, officersand members of the Association. The President of the Association Sh.Rajender Sharma also welcomed the Chief Secretary, Officers and allofficials. 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 re­

examination. 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. '

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.

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 of old (8-16-24­

32) ACP & introduction of new (4-9-14) ACP Scheme 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 BRANCHESOF 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 EMPLOYEESFROM 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"

HRTC has been requested and response is still awaited. It was also brought to, . I

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noti'ce that due to one way at Sanjaull and at Chotta' Shimla - Kasumpti Road,I. I I I.

employees generally 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 ORDERINGTRANSFERS ON COMPLAINT BASIS SO THAT THE EMPLOYEESARE 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 toI

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.~

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.I '

It was informed;that the matter is under conside~ationwit,h FD. On th~ demand

of the Association for raising of education loan limit from Rs 75000/- to Rs.I I I T I .

150000/-the Principal Secretary (Finance) informed that this demand will be! J I !

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 PROMOTEDFROM CLASS IV TO THE POST OF CLERKS, MAY BE DELETEDFROM THE PAY REVISIONS ORDERS IMMEDIATELY, AS SUCH

EMPLOYEES HAVE BEEN APPOINTD AFTER RENDERING AREGULAR AND THIS CONDITION CANNOT .BE MADEAPPLICABLE 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 SECTIONOFFICER IN INSTITUTIONAL FINANCE SECTION..

The matter is being examined in the SAD. Appropriate decision shall be taken in the!

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 inI

Governors Secretariat is under consideration of the authorities in Governors'.. I I

Secreta ri at.

ITEM NO. 24:- FRAMING OF SEPARATE R&P RULES FOR ALL THE.CATEGORIESI i

IN PLACE OF COMMON R & P rules in H.P PUBLIC SERVICEI

COMMISSION.

I "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 i h 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 too

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¥I

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 ANDI

FILLING UP ALL VACANT POSTS fN LOKAYUKTA OFFICE.

The matter was discussed, the Pro SecretClry (Fin) expressed is ability to agree to

the proposal. j

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 wasI !

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 shouldI

be granted the same. After detailed discussion, it was agreed that the

Association will submit a memorandum with justification on the basis of which

the proposal will be taken up with F.D. I

ITEI'. ~ NO. 30:- DECLARING OF BRANCH OFFICERS AS OFFICERS UNDER E-I

, VIDHAN.

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. 'I '

discussion, it was decided that the Nodal Officer under e-vidhan should not beI I I

below the rank of Section 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 responseI : t I •

has been received till date in spite of repeated reminders. As and when the

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sweepers.

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

1st

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 shprtagel of staff

with SAD and the arrangements may be made at their own level. ,I

ITEM NO.34:- ROUTINE MAINTENANCE OF AQUAGUARDS AND CHANGE OFI TAPS IN TOILETS. !

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The ,.,-aintenance of aquaguards installed !in the Secretariat is being done from, I

timr to time 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 specialI I

attention be made for the cleanliness of toilets during day time by deputing

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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!

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. FurtherI

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.

~Secretary (SAD)

Government of Himachal Pradesh

File. No. Per (SAS-I) G (6)1/2013Copy is forwarded to:-

D()ted Shimla-171002, the Ablgl:Jst,2e14~.....-cl~;J-O) ~

75.6.'

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. ShimlaPrincipal Secretary (Law) to the Govt. of H.P. Shimla.Private Secretary to Secretary SAD/GAD, Govt, of H.P. Shimla.President/General Secretary of Himachal Pradesh Secretariate SerrvicesI;mployees Association, H.P. Secretariat Shimla.

7. Guard file.

~~Secretary (SAD)

Government of Himachal Pradesh

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