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Minutes of “Hotspots” meeting held on 29.10.2008 at 8.30 a.m.at the NPC Conference hall

The meeting was chaired by Mr.S.Rangarajah, Chief Secretary, NPC.Attendance attached.

Matters discussed and decisions taken.1) Chief Secretary’s meeting with Hon.Governor

Chief Secretary while welcoming all to the “Hotspots” said that he met the newGovernor and in the course of the discussion Hon. Governor had expressed hisdesire to know the present situation in the Province, on-going initiatives, progress,issues etc. He will take up sectoral issues with higher authorities and find possiblesolutions. DCS/P to prepare a list of issues sector-wise and submit to Chief Secretaryby 31

Oct 2008.

Action by :- DCS/P

Hon. Governor also wanted to see the minutes of various meetings being heldincluding Sectoral meetings.

Use of Common seal

Chief Secretary said that Secretary, M/PC& LG has conveyed the advice ofthe Attorney General that a common seal was not required under Section 16of the Provincial Councils Act and that the present system of signingagreements would continue.

Release of officers to EPC and general transfers

With regard to release of officers to EPC the basic criteria of 5 year servicecondition to be observed. Exceptional Cases may be considered on the meritof the application. Release with replacement with equal qualification andexperience may be considered. Requests for transfer to follow Universitycourses will not be allowed.General transfers will not be done in view of the unsettled conditions in theNorth.

Action by: DCS/PPA3)

Details of relocated offices

PPA to prepare the list giving the original location and the relocated locationof the offices.

Action by: DCS/PPA

Schemes of Recruitment

Each Ministry to review its Schemes of Recruitment, revises if necessary andget PPSC approval. PPSC will monitor this exercise. All Ministries shouldreport position in a week. PPA will prepare an updated list of all Schemes ofRecruitment. PPSC to submit calendar for 2009 and send standard monthlyreports on recruitment, promotion, EB etc. Ministries and PPA will follow thesame procedure in respect of services coming under their purview.

Action by:-All Secretaries, PPSC and PPA5)

Management Scheme for special institutions

PPA will coordinate the preparation of Management Schemes for the eightspecial institutions and Hon. Governor’s approval to be sought before the endof this month.

Action by:-DCS/PPA6)

Capital expenditure progress

DCS/F to ensure that the Expenditure Monitoring Committee meets regularlyand records minutes.

Action by:-DCS/F

If any HoDs anticipates delay in District level tender procedure he shouldsubmit same to GA’s Tender Board. However, all relevant documents shouldbe sent to the Secretary to the Ministry for his information. S/H to give a draftcircular to go under the hand of Chief Secretary outlining the healthequipment procurement procedure. He will also give a drat letter to DirectorGeneral of Health Services in this connection for Chief Secretary’s signature.

Action by:-S/H7)

Use of ADSL connectivity

The following committee was appointed to study and report on ADSLconnectivity to NPC.1)

Eng.A.E.S.Rajendra2)

Mr.T.Viswaruban3)

Mr.S.YoharajanChief Secretary said that a shared perspective was required to effectively usethe web based system of the NPC.

Intercom

S/Agri to ensure that the intercom room key is with the telephone operatorduring working hours and see that the intercom exchange is not disturbedwith requests for private calls.

Action by:- S/Agri9)

Electronic archives in LAN

All valuable information should go into the archives. All HoDs were directedto prepare list of information already available electronically with them andthose collected from others. Target date for 1

phase of this exercise will be31.12.2008.Procurement of UPSs required for network was approved.

10) Preparation of RRP

.All Secretaries to ensure that district-wise situation reports with activitiesare submitted by 21

November, 2008. Residual sectors to be taken over byPlanning.

Action by: All Secretaries & DCS/P

11) Master plans for sectors

Consultants may be engaged, if required, to give final touches to the sectoralmaster plan on approved rates. This includes human resource also, for whichPPA will be responsible. Proposals to be submitted to Chief Secretary’sTender board.

12) Updating RRR Plans and Provincial 05 Year Plan

District level situation reports to be collected by Planning. Secy. to theGovernor to call for these reports from GAA and pass on to DCS/P. Similarlyeach Sectoral Head will prepare sectoral situation reports with Districtbreakdown and prepare RRR plans for the sectors.Planning Secretariat tomonitor.Heads of Depts. to assess damages to official assets on account of the warsituation and report through their respective Ministries.

Action by:-DCS/P, Secretaries & Sec. to the Governor

13)

Budget procedures – National Budget Circular No:-139

Chief Secretary said that everyone should bear in mind that budget is a basictool and follow procedures outlined without any deviation. Planning andFinance will jointly prepare activity calendar for budget procedures. Sectorwise budget presentations should be over by 15

December 2008.

14)

Governor’s Statement - 2009

Planning to prepare Governor’s statement before 10

November 2008.

Action by:-DCS/P15)

UDA plan for Mankulam town and Master Plan for NPC complex

PPA to coordinate NPC master plan. S/Local Government to coordinate UDAplan. S/LG to write to UDA in this connection.

Action by:-S/LG and DCS/PPA16)

New applications under FR 71

PPA to clear communication gap. Applications to be prepared now itself foradditional cadre.

Action by: PPA17)