MINUTES OF THE MONTHLY UNION MEETING OF AIPEU, CLASS – III, DHENKANAL DIVISIONAL BRANCH HELD WITH THE SUPDT. OF POST OFFICES , DHENKANAL DIVISION, DHENKANAL ON 21.07.2015 AT 14.00 HOURS.

MEMBERS PRESENT

Administration	Members
1.       Sri B.M. Dasmohapatra, Supdt of POs, Dhenkanal	1 - Sri Upendra Sahoo, Divl. Secy cum P.A, Angul H.O
2.       Sri S.N. Satapathy, ASPOs ( OD ), Division Office, Dhenkanal	2 - Sri Aditya Prasad Panda, SPM, Parjang
3 - Sri S.K. Dash Office Supervisor, Divisional Office	3 – Sri Hari Sankar Satapathy, SPM, Meramandali SO

OLD ITEMS

33/06-2010: The post of APM Accounts to be created at Angul HO on merger of LSG SPM post of Vikrampur SO on matching saving scheme.

Reply: - This will be looked into.

02 / 05 – 13: Non functioning of cash counting machines at most of the offices. No action has been taken till date.

Reply: - All S.P.Ms will be addressed to repair it. The LPC will be made for purchase of cash counting / forged note detector machine if the machines are not repaired.

02 / 09 -14: Kishoreganj Post Office is running with two hands and 17 (seventeen) BOs are functioning under a radius of 30 KMs.  As per the latest guidelines of the Directorate, creation of new Post Office is required at Jarpada. As a result it will be beneficial and the Department

Reply : - IP, Angul ( West ) will be asked to submit proposal.

Item No-1/04-2015:-       Checking of Fraudulent Activities

Brief: - Appropriate Proceedings and actions against fraudulent activities must be taken to check the loss to the Government and Restoration of Peoples faith on the Department and its Image. All the Cases that are being suppressed by the Administration must be disposed at the earliest.

i.e. Case of Meramandali and R.K. Nagar SO

This Union Urges the Administration to take appropriate steps to make quick disposal of Proceedings against fraudulent activities.

Reply: - The Cases are Under Investigation.

Item No-2/04-2015:-       Review of Memorandum of Distribution of Work and Equal Distribution of Work Among All Officials for Effective Computerisation, Automation, Removal of Duplicacy of Work and to Increase the Validity, Correctness and Sensibility of MIS / Web Portals    .

Brief: - Equal Distribution of Work must be Done Among All Officials in All Offices for Smooth Functioning of Office Works. Case of OAs of DO, Angul HO, Hulurisingha SO.

This Union Urges the SPOs, Dhenkanal Division to take appropriate steps in this Regard.

Reply: - All the S.P.Ms are instructed to Submit Fresh Memo of Distribution of Work referring the Present MDW. No Revised MDW Received from SPMs. Reminder will be issued to the S.P.Ms to submit the same.

(Item Closed)

Item No 3/05-2015:- According to Rule there should be Maximum 20 BOs under a SO and there should be No BO under a HO. However this Rule has been Violated in Dhenkanal Division.

Brief: - According to Rule there should be Maximum 20 BOs under a SO and there should be No BO under a HO. However this Rule has been Violated in Dhenkanal Division For e.g., Parjang SO.

This Union Urges the SPOs, Dhenkanal Division to make Necessary Arrangement in Matching Saving Scheme at the earliest to Preserve Letter and Spirit of the Directorate.

Reply: - This will be looked into. I.P. Kamakhya Nagar will be asked to submit proposal for bifurcation of BO or possible conversion of any BO to SO.

Item No-5/05-2015:- Delay in Approval for Payment of Electricity and Telephone Bills Causing Loss to the Department.

Brief: - Late Approval for payment of Electricity and Telephone Bills by Divisional Administration may Cause Loss to the Department. The Rebate / Concession which is due in timely / early payment may not be availed in case of late payment due to late approval.

This Union Urges to take appropriate action to avoid delay in approval.

Reply: - No Electricity Bill is received at Divisional Office. However any bill received is sanctioned in time. If any delay noticed, the SPM will be instructed to obtain phonic approval for payment. Minimum Electricity Bill to be Paid by the Concerned S.P.M. and copy may be submitted to Divisional Office for Post facto sanction.

(Item Closed)

Item No 1/06-2015:- Look and Feel Aspect in the Division – Post Quarters allotted to SPMs.

Brief: - In most of the offices, post quarters allotted to SPMs are not suitable.

Eg.:- Case of Jindal Nagar SO

This Union Urges the SPOs, Dhenkanal Division to take Necessary Actions for Provision of Suitable, Spacious Post Quarters of Good Standard having all the basic amenities / facilities.

Reply: - This will be looked into. No complaint received from SPM, till now.

Item No 2/06-2015:- Illegal Use, Unauthorized Occupation and Subletting of PO Quarters

Brief: - In some cases, the Post Quarters are mis - utilized for personal benefit and gain over.

Eg.:- It is learned from Sources that Sri Srikar Sethy, Ex – PA, Deulabera Colliery SO and Now, SPM, Talcher Thermal SO, is still occupying the PA Quarter of Deulabera Colliery SO. He has not surrendered the Quarter to the Department and has Subletted it to an Outsider.

This Union Urges the SPOs, Dhenkanal Division to make Impartial and Proper Enquiry into the matter and do the needful.

Reply: - I.P. Talcher will be asked to submit detailed report immediately.

Item No-3/06-2015:- Payment of Affordable House Rent to the House Owners.

Brief: - Payment of Monthly House Rent of affordable amount to the House Owners will enable them to carry out necessary / required, periodical Repair / Maintenance work, which will prevent any possible damage to office accessories, stationeries, records and people. All the basic facilities / amenities and their smooth availability will not be interrupted.

Eg.:- the Case of Parjang SO, Hulurusingha SO, etc . In case of Parjang SO, the House rent has not been paid to the house owner from its functioning in the new building.

This Union Urges the SPOs, Dhenkanal Division to take necessary steps and actions in this regard.

Reply: - The House Owner of Parjang has been asked to intimate the proportionate amount and the proportionate rent of Hulurusingha has already been finalized by FRAC.

(Item Closed)

NEW ITMES

Item No 1/07-2015:- Next Day Submission of Daily Accounts to HOs by Town Sub Post Offices

Brief: - Necessary Orders may kindly be Issued for Next Day Submission of Daily Account to HOs by Town Sub Post Offices. This will Allow the Officials Working there to Perform their Duty with More Accuracy, Perfection and Proper Vigilance.

E.g.: - Case of Hakimpada SO and Hulurusingha SO, etc

This Union Urges the SPOs, Dhenkanal to make Necessary Steps and Action in this Regard.

Reply: - Daily Account Should be Submitted as Fixed.

(Item Closed)

Item No 2/07-2015:- Harassment / Torture to Staff of the Division by Non Sanction of Leave on Genuine Ground.

Brief: - Staff of the Division are Being Harassed / Tortured by Non Sanction of their Leave on Genuine Ground.

E.g.: - Case of Sri Trilochan Nayak, SPM, Kamakhya Nagar SO. Other Staff of the Division, on the Verge of their Retirement.

This Union Urges the SPOs, Dhenkanal to make Necessary Steps and Action in this Regard.

Reply: - Leave is Sanctioned Regularly.

(Item Closed)

Item No 3/07-2015:- House Rent Allowances of SPM, Meramandali and SPM, Marthapur

Brief: - Staff of the Division are Financial Stringency Due to Non Drawal of various Allowances. 

E.g.: - Case of House Rent Allowances of SPM, Meramandali SO and SPM, Marthapur SO.

This Union Urges the SPOs, Dhenkanal to make Necessary Steps and Action in this Regard.

Reply: - The IP, Angul East and Kamakhyanagar Will be Asked to Submit the Proposal.

Item No 4/07-2015:- Provision of Basic Amenities – Supply of Requirements thereof

Brief: - Necessary Arrangements may Kindly be Made for Provision of Basic Amenities at All Offices of the Division for the Well Being of All Concerned.

E.g.: - Aqua Guard may Kindly be Supplied to Kamakhya Nagar SO

This Union Urges the SPOs, Dhenkanal to make Necessary Steps and Action in this Regard.

Reply: - This will be Looked Into.

Item No-5/07-2015:- Departmental Stamp Vendor and GDS Night Watchman at Both the HOs.

Brief: - A Stamp Vendor is badly required at Angul HO keeping in view District Headquarter and the Heavy Workload of / on the Counter PAs. Night Watchman must be posted at All Important Offices like Angul HO for the Safety and Security of the Office as well as Government Properties.

This Union Urges the SPOs, Dhenkanal to take appropriate action for early posting in this regard.

Reply: - This will be Examined.

The Following Closed Items are to be Re-Opened:

Item No 15 / 12 Closed on 25.03.2015 with Reference to Meramandali SO, Marthapur SO.

Reply: - Discussed and Closed.

(Item Closed)

Item No 12 / 02 – 2015 Closed on 25.03.2015 with Reference to Treasurer Posts of Kamakhya Nagar, Talcher, etc, Head Postman of Angul HO, etc, Cash Overseers Posts of Kamakhya Nagar, Talcher, etc.

Reply: - This will be Looked Into.

Item No 22 / 02 – 2015 Closed on 25.03.2015 with Reference to Onward Forwarding of Application / Representation Received from Staff of the Division to RO / CO.

Reply: - There is no mention about representation of staff. However if any representation received, will be forwarded.

The date of next monthly union meeting will be intimated later on.

The concerned authorities are directed to start action immediately at their end and compliance reported to the undersigned without awaiting for separate communication.

Supdt of Post Offices

Dhenkanal Division

Dhenkanal – 759001

No: B9 / G -3 / Ch. V dated at Dhenkanal the 10.07.2015

Copy to - :-

1.       Sri Upendra Sahu, Divisional Secretary, AIPEU, Class – III, Dhenkanal Divisional Branch cum PA, Angul HO

2.       Sri Ramesh Ch Mishra, Circle Secretary, AIPEU, Class – III, Odisha Circle, Postal Stores Depot, Bhubaneswar  - 7

3.       Postmaster Dhenkanal HO / Angul HO

4.       The ASP I / C, Dhenkanal / All IPs in Dhenkanal Division

5.       All Branches in Divisional Office, Dhenkanal. They are requested to submit compliance after taking necessary action related to their branch.

6.       Office copy and spare.

Supdt of Post Offices

Dhenkanal Division

Dhenkanal – 759001