Minutes of Monthly Union Meeting with AIPEU, Group-C Bhubaneswar Dvnl Branch, BBSR held on 27.06.2013

P R E S E N T

Administration Side	Union Side        S/Sri
Sri A.K. Nayak, SSPOs,  BBSR Dn.	1.	Purna Chandra Dash, SPM Balakati SO	President
Sri G.P. Kar,  ASPOs (Hqrs)	2.	B. Samal,  Postmaster, Ashok Nagar MDG	Dvnl. Secy.
	3.	Dipti Ranjan Mohanty, PA, BBSR GPO	Asst. Secy.

Item No.	O l d   i t e m s
1-2/ 11	This has a reference to S B Order No. 02 / 2011 communicated vide Directorate’s letter No. No.113-07/2008-SB, dated 08.02.2011 clarifying S B Order No. 25 / 2010 for settlement of deceased claim cases where in it has been told that the value of stamps on Affidavit differs from State to State as it comes under the State Stamp Act and Circles can circulate the value of stamps as per their State Stamp Act.        Thus, it is requested to obtain the value of Stamp paper that will be used for obtaining Affidavit, Letter of Indemnity and Disclaimer certificate of Affidavit for settlement of deceased claim cases and circulate to all concerned for information and necessary action.
Reply	As ascertained, Odisha Stamp Amendment Act will be published soon. On its publication it will be procured and relevant rulings will be circulated to all concerned. One Stamp Amendment Act has been purchased from the local market for examination.
04-2/11	Revision of MDW of Bhubaneswar G.P.O.
Reply	MDW of BBSR GPO was examined at this office and returned to Sr P.M. for redrafting the same keeping in view performance done in computerized environment. The same is received shortly and is under examination.
01-5/12	Change of officials working in SB branch for more than the prescribed period as enjoined in POSB manual, Vol-1 – case of APM (Certificate), Bhubaneswar GPO.
Reply	Discussed and closed.        (I/C)
01-07/ 12	Change of working hours of Sahidnagar MDG and installation of Closed Circuit Camera in the basement where the mail branch is functioning without any supervisor: The Mail, Sorting and Delivery branch are being operated in the basement of the P O building and the Postmaster sits in the ground floor. Thus, direct supervision of these branches personally by the Postmaster is being prevented. When the Postmaster comes to the basement for supervision, the counter transactions are being affected compelling the customers to wait and inviting resentments. Installation of C C Camera can help the Postmaster in correctly supervising the Mail branch. Secondly, since the 1st mail is being received daily through MMS at 6.50 AM, the bags are remained unopened till 9 AM. Thus, the working hours of this office requires to be changed so that cutting of bags, facing/stamping/sorting of articles and  data feeding in postman module etc. will be finished in time and the beat out can be ensured rightly at 10.30 hours.
Reply	This is under examination.
02-08/12	Immediate dequaterisation of Acharyavihar S O with complete civil and electrical works: It has come to the notice of this union that the post attached quarters of Acharyavihar NDT SO is completely uninhabitable with soaked walls and floors, damaged windows and doors, dangerous electrical wiring and unsuitable fixtures / fittings. In addition, the post office itself is functioning in a single room without any additional space for the GDS to sit and there is no stock /store room for the PO also. The inside view of the PO through sub-standard networking for computerization with no server rack surrounded by damaged table and rack and without any visitors’ chair and the outer look with damaged roof of the public place and faded sign board certainly put several  questions on the look and feel good concept of the Department.             As such, it is requested for immediate dequaterisation of Acharyavihar NDT SO with complete civil/electrical works including supply of suitable furniture.
Reply	Repairing work has since been completed. (I/C)
05-08/12	Provision of one more ladies toilet at ground floor of BBSR GPO and ensuring regular supply of water.
Reply	A.E.E, Civil Sub Division, Bhubaneswar has been requested to make provision for one more lady’s toilet in the ground floor of G.P.O (I/C)
01-09 / 12	Grant of admissible TA / DA to P As appointed after taking in-house training. As brought to the notice of this union, the officials who have been appointed as P A with 15 days local in house training are being deprived of getting admissible TA / DA when deputed to PTC for formal induction training in spite of the fact that their Service Books are already opened and usual pay and allowances are drawn and disbursed to them for the entire training period. It is requested to pass all such pending T A bills.
Reply	As per clarification received from C.O. TA/DA to PAs appointed after taking in house training is not admissible.                        (I/C)
02-09/12	Grant of MACP with retrospective effect to officials earlier deprived due to average APAR and subsequently granted. It has come to the notice of this union that the officials earlier deprived of getting MACP due to below bench mark, though granted subsequently, yet not from the date of their eligibility but from a date the APARs were reviewed to be “Good”. As far as our knowledge goes, there was no clear mention regarding date of effect of such cases in the recommendations of 6th CPC. The cases of Sri Jashobant Baliarsingh, PA, Ashok Nagar MDG and Sri Surendra Nath Das, OA, PSD, Bhubaneswar (Retired) may be taken as example. Though the above officials were entitled for MACP w.e.f. 01.09.2008, they were granted w.e.f. 01.04.2010 after review of the APAR by the Screening Committee. Thus, it is requested to observe fundamental principles of natural justice and grant MPCP to such officials from the date of their eligibility interpreting the rules in favour of the officials in absence of any specific instruction.
Reply	The cases will be settled on merit. (I/C).
03-09/12	Regularization of electricity of Banamalipur SO.
Reply	Settled.             (I/C)
01-10/12	Empanelment of GDS to work on daily wage basis against vacancies of Postman/MTS. Due to acute shortage of delivery staff and MTS in Post Offices, the SPMs/Postmasters are facing a lot of trouble to manage such works. The sub-divisional heads also fails to direct properly to manage the vacant beats etc. as a result of which the SPMs/Postmasters are managing such works at their own risk. As such, it is requested to prepare a panel of willing GDS who can be utilized against departmental vacancies at the time of need.
Reply	List of willing GDS officers has been sent to sub-divisional heads for making arrangement against the vacant Postmen/MTS posts on D/W basis observing all usual formalities. (I/C)
03-10/12	Grant of Cash Handling allowance and Special Pay for handling /custody of cash by SPMs. It has come to the notice of this union that some representations from the Treasure / ATRs of Bhubaneswar GPO are pending at Divisional Office for disposal with respect to grant of Cash handling allowance at the enhanced rates. Similarly instances have come to the notice of this union that SPMs of single / double handed post offices responsible for handling / custody of cash are not being paid special pay as admissible in Bhubaneswar Division. As such, it is requested to examine all such cases and grant the admissible allowance to all eligible officials.
Reply	Treasurer and all ATRs of BBSR GPO are not eligible for any enhanced rate of treasury allowance. However, cases of SPMs of single & double handed SOs are under examination..
01-01/13	Special care to Single/Double-handed Town Delivery Post Offices: As it is aware, the SPMs of all single / double-handed town delivery post offices in Bhubaneswar Division are suffering like anything. While the SPM is over burdened with counterworks in one node starting from sale of stamps/stationeries to Sanchya Post / MPCM works, efficient supervision of the delivery works is often neglected. Offices like R R L, KIIT, Macheswar Rly. Colony etc. which are surrounded with bigger educational institutions and Central Govt. establishments are receiving heavy mails regularly both ordinary and accountable and the SPM working single-handedly is becoming helpless to work both ways. To clear the mails, the SPMs are often depending upon the receiving authorities which leaded recently to create an unfortunate incident in Mancheswar Rly. Colony S O. As such, the union would like to suggest for immediate review of the position of receipt and disposal of mails by such post offices taking remedial measures for effective delivery attaching LRPAs and posting full delivery staff.
Reply	LRPAs have been attached to needy Single handed delivery offices keeping in view of workload such as Dumduma Housing Board Colony SO, KIIT SO, Sailashree vihar SO & RRL SO. ( I/C)
2-01/13	Provision of security arrangement for conveyance of cash to / from Bank /SOs by Nimapara MDG. To meet the requirement of cash rural S Os like Astarang and Kakatpur etc were earlier supplied with DD/Banker’s Cheque. But presently, the offices are being supplied cash from Nimapara MDG for which the later is collecting laks of rupees without any security arrangement from the SBI, Nimapara situated at a distance of 1.5 KMs away. Similarly, the only cash overseer of Nimapara MDG is conveying cash to / from SBI, Nimapara / Nimapara MDG / nearby SOs & BOs beyond his limit without proper security arrangement. In view of the present broad-day robberies, conveyance of heavy cash without proper security arrangement may invite any unfortunate incident. As such, the union requests for immediate provision of security arrangement for conveyance of cash in Nimapara area. The burden on Nimapara MDG may be considered to be reduced through supply of cash / DD / Banker’s cheque directly by Bhubaneswar GPO to the rural S Os.
Reply	This is under examination.
3-01/13	Immediate Dequarterisation of Mancheswar Rly. Colony S O and shifting to a suitable accommodation : Though this union has already been assured for dequarterization of the present P O building and shifting to a suitable accommodation for functioning of Mancheswar Rly. Colony S O, the case is being highly delayed offering financial sufferings to the SPMs. As such, it is requested once again to take immediate action for early dequarterization of the P O and retuned of deducted HRA to the incumbents. Further to solve the space problem, it should be shifted to a suitable accommodation immediately.
Reply	Railway authority has been requested for an alternative suitable accommodation for MRC SO. The ASPOs I/C, Bhubaneswar North Sub-Division is monitoring the case and regular correspondence is being made from this office with Railway authorities.PRI(P)-II will please coordinate.
4-01/13	Immediate shifting of Gop S O to a suitable accommodation : Though we are continuously pursuing for immediate shifting of Gop S O which is functioning since long without adequate provision of basic amenities, the case is being delayed. During previous discussion, it was assured to call for a report from the concerned Sub Divisional head and to take a decision. Thus, it is requested once again to expedite the issue and shift Gop S O to a suitable accommodation
Reply	The Present  SO located in a prime place and there is no need of shifting at present. The house owner has been requested to make provision of basic amenities immediately for use by the staff. The IPOs, Nimapara Sub-Division reported that the house owner has made provision of lavatory inside the PO premises for use by the PO staff. (I/C)
6-01/13	Revision of Minimum and Maximum authorized Cash Balance of SOs/MDGs: It is admitted that the authorized minimum and maximum cash balance of maximum numbers of SOs/MDGs in Bhubaneswar is too minimum to meet the day to day cash requirements as result of which such offices are being compelled to keep heavy cash beyond the authorized balances. It is surprising that in most of the offices, the maximum authorized cash balance is about Rs.10000/-  to Rs.15000/- which is quite insufficient to encash a savings certificate of Rs.10000/- denomination. The only cash van is not also attending timely and regularly as a result of which SPMs/Postmasters are being humiliated by the members of public for shortage of cash.  Similarly, there are dissimilarities in fixing the maximum authorized cash balance amongst the offices. While the maximum authorized cash balances of heavy offices like Sahidnagar MDG, Ashokanagr MDG have been restricted to 75000/- and Rs.80000/- respectively where there are separate treasury branches with proper security arrangements, the same for lower grade offices like Bhoinagar having less transactions and no separate treasury has been revised to Rs.150000/- As such, the union requests for examining the requirement of cash of all offices afresh and revise the maximum authorized cash balance to meet the day to day requirements smoothly
Reply	Minimum and Maximum authorized Cash Balance of all BOs has been revised and that of SOs/MDGs is under examination.
	New Items
01-06/13	Supply of Good quality MPCM sticker to Post Offices: This has a kind reference to this union’s letter no-UN/BN-AIPEU/Gr-C/07-04/2013, dated 18th April,2013wherein it was brought to the notice of the SSPOs that MPCM stickers now supplied to post offices are of substandard nature as a result of which the counter Pas are consuming more time than committed to the members of public under the Citizen Charter to perform a transaction in MPCM. Due to poor quality perforation, a piece of sticker is not being torn easily and causing damage to the side sticker as a result of which two stickers are lost instead of one per MPCM transaction and thereby inviting unnecessary loss of stationery/Govt. revenue. The back-gumming is too poor to separate the sticker from the gum paper which is also causing unnecessary loss of stickers and affecting the printers also.                        Thus, this union requests the Divisional administration kindly to ask the supplier to withdraw these poor quality stickers and supply standard quality stickers eliminating the above problems so that prompt and proper service can be ensured to the members of public.
Reply	The matter will be referred to CO and Supdt. PSD for necessary action..
02-06/13	Registration of nominations in respect of POSB schemes at Mukhya Dak Ghars. This has a kind Reference to para 8 of Annexure-I under Rule-199(1) of Post Office Savings Bank Manual, Vol.1(Page-288, Third edision by Kawal Jit Singh) on the above subject which states that registration of nomination in respect of POSB schemes will now be done at MDGs (with effect from 01.06.2013). Accordingly, the MDGs had been performing the activity in Sanchaya Post under all POSB Schemes. But now under upgraded Sanchay Post, Version 7.0 registration of nomination under S B and TD has been blocked for MDGs which contradicts the above POSB ruling. As a result, MDGs have to depend on respective HOs for the purpose. As experienced, this activity is not also being regularized in Bhubaneswar GPO and till date a large number of accounts ( SB & TD ) opened by the MDGs in Bhubaneswar Division  for last few months are pending for nomination registration. This may invite legal complicacies in case of death claims in future. As such, it is requested to take appropriate steps in modifying the Sanchay Post Version 7.0 to suit the MDGs in accordance with the instructions contained in above S B ruling for registration of nomination. In this regard, this union’s letter No. UN/ BN – AIPEU /Gr.-C / 04-04 / 2013,                        dated  17th April, 2013 may kindly be referred to.
Reply	The case will be referred to CO.
03-06/13	Problems in acceptance of 2nd and Subsequent premia before acceptance of the policy: This has a reference to  the C O letter No. D – 939 (406-Corr) / R – OR – EA – 442719, dated 12.03.2013 circulated vide Divisional Office letter No. PLI / Rlg / 2010-11, dated 03.04.2013 with instructions not to accept 2nd  and subsequent premia  at PO counter / by BPM unless the policy is accepted by Divisional Heads. But as it is experienced, the acceptance letter, Premium Receipt Book and Policy Bond are not received by the insurant in most of the cases before the due date for the 2nd premium. Instances are there when policies are seen to be lapsed due to non-issuance of PRBs, Bonds etc in favour of the insurants in time enabling them to deposit the 2nd / subsequent premia. In such cases, when the insurants attend the Post Office for depositing the 2nd / subsequent premia, avoidances to accept the same will put both the insurants and Post Office into an embarrassing situation since late acceptance will lead to payment of default fine by the insurants for no fault of their own which may invite legal complicacies and ineffective relationship in between the customers and the Department and thereby may discourage the public to go for subsequent policies. Secondly, the present instruction of the Circle Office will be found contradictory if read with Rule 28 of POIF Rules ( corrected up to 01.01.2007 and now displayed in India Post Website) which states, inter alia that if the premium is to be paid in cash the insured person must pay the amount at the Post Office selected by him either on the first day or before the last working day of the month for which the premium is due and obtain the Postmaster’s receipt for it in his premium receipt book.  But the ruling is silent about the procedure to be adopted in the absence of PRB which has now been circulated vide C O letter under reference. Thirdly, targets have now been fixed for procurement of PLI / RPLI proposals and BPMs/SPMs/Postmasters are being pressurized to collect maximum proposals. Such staff members working at the grass root level are also collecting proposals mobilizing the general public with commitment to provide proper after sales service. While the DOs(PLI) / FOs(PLI) have the liberty to move from the proposer to their Immediate Superior / DDO and Medical Officer, there are some constraints for such activities in case of SPMs/Postmasters having defined and fixed duty hours within the four walls of the office. Thus, there may be some errors / omissions during collection of proposals by such grass root level officials which need extra / additional care  for expediting issuance of acceptance letter etc. within the time norms set by Citizen Charter. But denying the insurants for acceptance of 2nd / subsequent premia for no fault of their own will certainly carry a wrong and negative message to the members of public preventing smooth collection of proposals in future.             Under the circumstances, it is requested to kindly consider the following suggestions and take necessary steps in appraising the appropriate authorities to make suitable amendments in POIF Rules for benefit of both the Department and insurants. a.    No default fine needs to be collected from the insurants from 2nd deposit onwards till current payment if the acceptance letter, Premium Receipt Book and Policy Bond are issued after the due date of depositing the 2nd / subsequent premia due to fault of the Department. b.    In such cases, the policies should not be lapsed if 2nd / subsequent premium is paid even after 6 months for delayed receipt of acceptance letter, Premium Receipt Book and Policy Bond. The restricted period of 6 months may be considered to be revised / extended conveniently. c.    Soon after the receipt of the proposal from the field units, at least the acceptance letter may be issued by next post with instruction to the insurant to produce in Post Office counter for depositing 2nd / subsequent premia without PRB. Or else, the proposal may be rejected within a reasonable time with intimation to the insurant and refunding the initial advance deposit. In this regard, this union’s letter No. UN/ BN – AIPEU /Gr.-C / 03-04 / 2013, dated  17th April, 2013 may kindly be referred to.
Reply	The case will be referred to CO. for further instruction in the matter.
04-06/13	Revision of norms for delivering different services assured to the members of public in the Citizen Charter    It is witnessed that the delivery norms of some services guaranteed to the members of public  under Citizen Charter of India Post vary with the norms displayed in the Citizen Charter boards supplied to different post offices in Bhubaneswar Division inviting unnecessary arguments in between the Counter P A and the Customers. Some variations are illustrated below for reference. Sl. No. Particulars of Service / Transaction Service standards fixed under Citizen Charter displayed in India Post Website Service standards displayed in Citizen Charter boards supplied to Post Offices 1 Issue of Duplicate Pass Book 7 days 4 days 2 Booking of articles , Registered, Speed Post, Value Payable, Insured, Money Order, eMO, Premia Collection for PLI/RPLI, sale of forms and bill collection 5 minutes 2 minutes 3 Opening of Accounts 15 minutes 10 minutes 4 Issuance of Certificates 15 minutes 7 minutes 5 Discharge of Certificate 15 minutes 7 minutes Thus, it is requested  to arrange for immediate correction of all the display boards containing Citizen Charter to maintain a healthy atmosphere in Post Offices.
Reply	This will be circulated to all Project Arrow Post Offices for making correction in the Citizen Charter Board.

The next monthly meeting with the Union will be held on 18.07.2013 Agenda, if any,  for discussion, may be submitted by 10.07.2013 No separate letter will be issued for submitting agenda and agenda received after 10.07.2013 will not be entertained.

No.B.9-1/Ch.IV,                                                                           Dated at Bhubaneswar, the 27th  June 2013

Copy for information and necessary action to:

1.             The Secretary, AIPEU, Gr.C, Bhubaneswar Dvnl Branch & Postmaster Ashoknagar MDG.

2.             The Sr Postmaster, Bhubaneswar G.P.O., Bhubaneswar – 751001.

3.             The A.S.P.Os. (Hqrs)/ASPOs (OD), O/o SSPOs, Bhubaneswar Division, Bhubaneswar-751009.They will please ensure submission of conclusive reply of the items i.r.t of the branches under their control well in advance of the commencement of the next union meeting for information of the SSPOs..

4.             The A.S.P.Os. I/C, Bhubaneswar North Sub-Dn, At-Bhubaneswar G.P.O.

5.             The Inspector, Posts, Bhubaneswar South Sub-Dn, BBSR/, Nimapara Sub-Dn, Nimapara-752106.

7.             All Branches of Divisional Office, Bhubaneswar. They are requested to submit compliance report on all items within a week.

Sr. Supdt. of Post Offices

Bhubaneswar Division

 Bhubaneswar-751009