SOIL PIPES
It was decide that instead of adopting 4 inch dia soil pipes, the department may henceforth adopt 6 inch dia pipes for building public utility building like hospitals, school buildings, major office buildings etc.

SORENG POLICE STATION

The PCE-cum Secretary instructed to submit a report regarding the progress of work at Soreng Police station by the 1st week of July and insisted that the work should be completed by the end of August failing which action will be initiated against the contractor and the field engineers.

The field engineers should be accountable for the work and they were expected to provide continuous feed back. The field officials were instructed to work in coordination and with equal responsibility with the contractor.


COMMUNITY CENTRE AT RONGLI
The concerned officer assured that the work will be completed by October. The Assistant Engineer (Pakyong) was directed to submit the estimate for the approach road at Rongili and furniture by the end of May to the Superintending Engineer (Planning).

BDAP
The Chief Engineer was requested to correspond with the Development and Planning Deptt. regarding the release for BADP.

LACHEN COMMUNITY CENTRE
The Assistant Engineer was (Mangan) was instructed to send the latest status report of Lachen Community Centre to the Chief Engineer who will issue a notice to the contractor, if so required.

CONSTRUCTION OF MAHILA SAMAJ BHAWAN AT GURPISEY NAMCHI
The Superintending Engineer (S/W) was advise to pursue the matter the District Collector (south) for the release of fund.

CLASS I QUARTER AT MANGAN
The Assistant Engineer (Mangan) was directed to submit the estimate for thye construction of Class I quarter for District Collector at Mangan by the 3rd week of May. The estimate should incorporate the barrack and the centry – post.

3. ESTIMATES FOR NEW WORKS / SCHEMES
The PCE-cum-Secretary directed the circles to submit all estimates proposed for implementation during the current financial year at the earliest.

Quarters Vacant
The PCE-cum-Secretary informed the House that as per the information received by him there are quarters lying vacant in the districts as well as in Gangtok, especially under HQ-II Sub-Div.
All the concerned officers were instructed to submit the status report (location and the type of quarter) to the Additional Secretary by 24th ay, positively.

3.BUILDING REGISTER
All the Sub Divisions were directed to strictly maintain the building register for new works and for the repairs and maintenance without fail. The register should be checked and countersigned by the respective Divisional Engineers periodically.

5. DETAILED ESTIMATES FOR ELECTRICATION, WATER SUPPLY AND SEWERAGE
i) It was decided, that henceforth, the Architect Cell shall send a copy of the approved drawing, to the Electrical Wing for detail estimate of internal electrification.
ii) Regarding the external electrification and service connection to the new works, the respective line/ administrative departments shall directly place requisition with the Energy and Power Department based on the requisite information furnished to them by this department when the civil work is about 75% complete.
However, for the schemes / projects proposed to be funded under CSS, DONER, NEC etc the provision for external electrification shall be incorporated initially based on the detail estimate of Energy & Power Department.

6. EXCESS VEHICLES TO BE SURRENDERED TO HOME DEPARTMENT
The Additional Secretary was directed to put up a proposal to surrender any vehicle (s) if any to the Home Department.

7.TFC ESTIMATE FOR 2008-2009
It was decided that the distribution of resources as per TFC estimate for 2008-09 was made as follows.
North / East - Rs. 100 Lakhs
South - Rs. 90 Lakhs
West - Rs 100 Lakhs
Electrical (N / E) - Rs. 30 Lakhs
Electrical (S / W) - Rs. 20 Lakhs
H.Q. Div - Rs. 134 Lakhs
Total = Rs. 474 Lakhs

All the concerned officers were instructed to submit the TFC estimate by the end of May to the Superintending Engineer ( Planning).

T.S.P and SCSP – 2008-09
The PCE-cum-Secretary directed all the divisions to submit the estimates for T.S.P and SCSP under their jurisdiction within a month period. This should avail necessary drawings for the projects from the Architect Cell.

MAINTENANCE MATERIALS
The related items which are not in AOR could be called for quotation while other items are deemed to have been in AOR.
The following decisions were made regarding the maintenance of materials:

i) The quotations for items not included in AOR should be finalizes by the mid May.
ii) The notice of quotation should be issued by the end of May.

SUPPLY OF FURNITURE
The supply of furniture should be made as per the grade of officers. The higher authorities of the department should be kept informed.

SPOIL THROWING
The meeting took the decision that henceforth the estimates should have the provision for spoil throwing of the debris obtained out of the site development to safe / identified locations wherever if necessary in order to control the environment degradation.

LABOUR DAY
The PCE-cum-Secretary requested all the officers to ensure the safety of all the laborers who are going to attend the Labour Day Celebration at Mining ground on 1st May. The vehicles should be sufficiently provided and there should not be any overloading / overcrowding.

LABOUR PAYMENT
All the concerned officers were instructed to clear all dues regarding labour payment by 26th April. This report should reach the office of the Additional Secretary from all Divisions by 28th April.

Encroachment of Government Land
It has been learnt that Mr. P. Khaling has encroached the site of Building & Housing Deptt at Syari. This matter has been viewed very seriously and the Additional Secretary has been directed to issue necessary natice to Mr. P. Khaling failing which action as per law should be initiated for vacating the encroached land.

REALISATION OF REVENUE OF THE GOVT. QUARTERS
The figures of realization of revenue out of the License Fee did not match with the Finance and Revenue Expenditure Department’s Report. All the Assistant Engineers were once again directed to put up the status report of the quarters by 24th May to the Additional Secretary.

RIGHT TO INFORMATION

The Additional Secretary requested all the officers to be prompt in forwarding information regarding Right to Information.

ATTENDANCE
Mal-practices in signing of attendance have been observed. All section heads have been requested to control such mal-practices amongst the staff.

MUSTER ROLL EMPLOYEES
The Muster Roll employees appointed in the department having no work pass the time idly. It was felt necessary that the section heads should be able to make use of those employees in some work like supervision of quarters etc to achieve fruitful results.

COLLECTIVE RESPONSIBILITY
The PCE-cum-Secretary emphasizes the need to develop leadership quality amongst all lavels of officers. The officers should work utmost zeal and enthusiasm. A sense of accountability and responsibility should be developed amongst all levels of officers and staff.
He further stated that the achievements of the department rests on the over all performance of all officers and staff and further stressed on each officer to develop organizing capacity.
He gave examples of few officers in the department who have performed their duties excellently.

i) Shri. Sailendra Sharma, Div. Engineer (West) was praised for his commendable job at the division level.
ii) Shri. P.K. Bhujel, Div. Engineer (Head Quarter) was praised for handling the works of the Head Quarter Division with patience and for being able to sustain in spite of all difficulties and odds.
iii) Shri. Sonam Pintso Bhutia, Assistant Engineer (Namchi) was also praised for his all-round performance.

ANNUAL CONFIDENTIAL REORT
The PCE-cum Secretary stressed the need that the Annual Confidential Report of the officers should reach the office of the officers concerned for reporting and reviewing in a seal cover as it is a confidential report.

The meeting unanimously took the decision to conduct the coordination meting on the 3rd Saturday of the 1st month of every quarter of the year.

The Chief Engineer keenly participated in the deliberation and gave has fruitful suggestions and advises to the field officials present and also asked them to attend to all the works of the department with interest and diligently. He also expressed his gratitude to the PCE-cum-Secretary for chairing the meeting and for his valued advises and instructions to and laid thrust on the good works being done and to be done by the department.

Vote of Thanks :
The meeting concluded at 7.00 pm with a vote of thanks by the Additional Secretary, to the chair and to all the officers present in the meeting. He thanked all the officers who in spite of their busy schedule took out time to attend the meeting. He also thanked the PCE-cum-Secretary who goes in minute detail while dealing with the works of the department.

                                                       ANNEXURE “B”

Agenda for the meeting to be held on 23/04/2008.

(1) Review of Minutes of the last meeting held on 22.05.2007.
(2) Progress Report
(3) Estimate for new works / schemes
(4) Building register
(a) new building
(b) maintenance
(5) Detailed estimates for electrifications, water supply and sewerage
(6) Excess vehicles to be surrendered to Home Department
(7) TFC estimates for 2008-09
(8) Capacity building
(9) Spoil throwing provision in the estimate
(10) Adjustment of advance payments
(11) M.R payment
(12) TSP and SCCP schemes for 2008-09
(13) Capacity building (professional exposure)
(14) Green Mission
(a) Status report of 2007-08
(b) New proposal for 2008-09

(15) DPR preparation
(16) Revenue realization
(17) SOR
(18) Utilisation Certificate
(19) Monitoring and Evaluation (to be made a regular feature)