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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 new
Governor and in the course of the discussion Hon. Governor had expressed his
desire 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 possible
solutions. DCS/P to prepare a list of issues sector-wise and submit to Chief Secretary
by 31st Oct 2008.
Action by :- DCS/P

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

1) Use of Common seal

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

2) Release of officers to EPC and general transfers

With regard to release of officers to EPC the basic criteria of 5 year service
condition to be observed. Exceptional Cases may be considered on the merit
of the application. Release with replacement with equal qualification and
experience may be considered. Requests for transfer to follow University
courses will not be allowed.
General transfers will not be done in view of the unsettled conditions in the
North.
Action by: DCS/PPA

3) Details of relocated offices

PPA to prepare the list giving the original location and the relocated location
of the offices.
Action by: DCS/PPA
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4) Schemes of Recruitment
Each Ministry to review its Schemes of Recruitment, revises if necessary and
get PPSC approval. PPSC will monitor this exercise. All Ministries should
report position in a week. PPA will prepare an updated list of all Schemes of
Recruitment. PPSC to submit calendar for 2009 and send standard monthly
reports on recruitment, promotion, EB etc. Ministries and PPA will follow the
same procedure in respect of services coming under their purview.

Action by:-All Secretaries, PPSC and PPA

5) Management Scheme for special institutions

PPA will coordinate the preparation of Management Schemes for the eight
special institutions and Hon. Governor’s approval to be sought before the end
of this month.
Action by:-DCS/PPA
6) Capital expenditure progress
DCS/F to ensure that the Expenditure Monitoring Committee meets regularly
and records minutes.
Action by:-DCS/F
If any HoDs anticipates delay in District level tender procedure he should
submit same to GA’s Tender Board. However, all relevant documents should
be sent to the Secretary to the Ministry for his information. S/H to give a draft
circular to go under the hand of Chief Secretary outlining the health
equipment procurement procedure. He will also give a drat letter to Director
General of Health Services in this connection for Chief Secretary’s signature.

Action by:-S/H
7) Use of ADSL connectivity
The following committee was appointed to study and report on ADSL
connectivity to NPC.
1) Eng.A.E.S.Rajendra
2) Mr.T.Viswaruban
3) Mr.S.Yoharajan
Chief Secretary said that a shared perspective was required to effectively use
the web based system of the NPC.

8) Intercom
S/Agri to ensure that the intercom room key is with the telephone operator
during working hours and see that the intercom exchange is not disturbed
with requests for private calls.
Action by:- S/Agri

9) Electronic archives in LAN

All valuable information should go into the archives. All HoDs were directed
to prepare list of information already available electronically with them and
those collected from others. Target date for 1st phase of this exercise will be
31.12.2008.
Procurement of UPSs required for network was approved.
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10) Preparation of RRP.

All Secretaries to ensure that district-wise situation reports with activities
are submitted by 21st November, 2008. Residual sectors to be taken over by
Planning.
Action by: All Secretaries & DCS/P
11) Master plans for sectors
Consultants may be engaged, if required, to give final touches to the sectoral
master plan on approved rates. This includes human resource also, for which
PPA will be responsible. Proposals to be submitted to Chief Secretary’s
Tender board.

12) Updating RRR Plans and Provincial 05 Year Plan

District level situation reports to be collected by Planning. Secy. to the
Governor to call for these reports from GAA and pass on to DCS/P. Similarly
each Sectoral Head will prepare sectoral situation reports with District
breakdown and prepare RRR plans for the sectors.Planning Secretariat to
monitor.

Heads of Depts. to assess damages to official assets on account of the war

situation 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 basic
tool and follow procedures outlined without any deviation. Planning and
Finance will jointly prepare activity calendar for budget procedures. Sector
wise budget presentations should be over by 15th December 2008.

14) Governor’s Statement - 2009

Planning to prepare Governor’s statement before 10th November 2008.

Action by:-DCS/P

15) UDA plan for Mankulam town and Master Plan for NPC complex
PPA to coordinate NPC master plan. S/Local Government to coordinate UDA
plan. S/LG to write to UDA in this connection.

Action by:-S/LG and DCS/PPA

16) New applications under FR 71
PPA to clear communication gap. Applications to be prepared now itself for
additional cadre.
Action by: PPA

17) NPC specific administrative procedures

All NPC specific administrative procedures to be collected and compiled into
a document. Draft of same to be submitted by DCS/PPA. to Chief Secretary.
Action by:-DCS/PPA
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18) Updating OIS and monitorables

Chief Secretary will give dates for review.
Action by:-Chief Secretary

19) Check list of monthly routines

All check lists to be submitted to Chief Secretary.

20) Computerization of inventories

DCS/F will develop a clear concept, prepare calendar and circularize with
December board of survey reports.
Action by:-DCS/F

21) Casual appointments – Minor employees

All unauthorized casual appointments, if any to be cancelled. Appointments
can be made only with Hon.Governor’s approval.
Action by:-DCS/PPA
22) District Heads for sectoral meetings
Secretaries and HoDs were directed to ensure that District Heads attend
sectoral meetings without fail.

23) Field visits

HoDs must undertake minimum number of field visits each month.

24) Succession plans

DCSs Finance, Planning and Administration to take the lead. This can be
achieved by delegating as much work as possible.

Action by:-DCS/F, DCS/P and DCS/Administration

25) Sustainability of initiatives

Chief Secretary remarked that initiatives should not be ventured if they
cannot be sustained.

26) Power Point Presentation to HG

All Power Point presentations to Hon. Governor to be ready on 4th November.
Only set up and issues to be focused. Part of the presentations will be seen by
Chief Secretary on 31st October 2008 and the balance on 3rd Nov 2008.
Planning to prepare calendar.
Action by:-DCS/P
27) Annual Performance report
Planning to send out letters and collect reports.
Action by:-DCS/P

28) New development grant agreement under “Gemi Diriya” Project

DCS/P to coordinate.

Action by:-DCS/P
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29) NPC forms, policies and procedures in the website

Sector policy and forms to go into website under SOR.

30) New software for Local Authorities

S/LG to call for details and give guidelines.
Action by:-S/LG

31) Training - MDTD

Mr.T.Krishnananthan to be given the responsibility of organizing MDTD.
This unit will handle :-
i. language courses
ii. coordinating diploma courses
iii developing training programmes for 2009
Cluster Accountant will assist in accounting matters. Mr.S.Krishnananthan
was directed to identify staff for his unit. DCS/F will create a separate Head
for MDTD under DCS/PPA who will be the Accounting officer for the time
being. Vavniya Agriculture Training centre to be utilized as much as possible
for training programmes.
Action by:-DCS/PPA, DCS/F, D/MDTD

32) Follow up on advance programmes

Advance programmes should be output based. S/LG to develop such an
advance programme for his staff in consultation with Chief Secretary.
Action by:-S/LG

33) Seniority lists

All seniority lists should go into NPC website.
Action by:-DCS/PPA
34) Streamlining office administration
PPA to follow up. Mr.P.Vageshan, Asst. Secretary to take over all OD
activities and complete the 7 components in it.

Action by:-Mr.P.Vageshan,Asst.Sec/PPA

35) 99 Graduate appointment scheme

To be followed up by Chief Secretary. PPA to convene Committee and report
position.
Action by:-DCS/PPA

36) Service Minute of Data Entry Operators Service

It was informed that DEO service minutes were approved by PPSC and
awaiting Hon. Governor’s approval. PPA to follow up.

Action by:-DCS/PPA\
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37) Unification of allowances
Hon. Governor has approved the proposed allowances effective 1st August
2008. This is to be converted into a circular and the draft of which should be
submitted to Chief Secretary.
Action by:-DCS/F

38) Audit Queries

465 audit queries were said to be outstanding. D/Audit to prepare a calendar
to review queries.
Action by:-D/Audit
39) Separate meters – electricity and water
PPA to obtain separate connection in the name of occupants of quarters.
Action by:-DCS/PPA

40) Stationing officers 20 Km from their residences

PPA to inform that the proposal cannot be implemented as NPC is presently
located in Trincomalee.
Action by: DCS/PPA

41) Lottery.
NPC Welfare Society to be re-activated. All lottery schemes to be stopped.

Action by: DCS/PPA

42) KSP
This also to be re-activated.

Action by: DCS/PPA

43) Reporting of Foreign Grants Expenditure under the UNICEF funds

S/L.G. to co-ordinate
Action by: S/LG

44) Appointment of Secretaries for Pradehsya Sabhas & Urban Councils

Capable officers to be appointed as Secretaries.
Action by: S/LG.

45) Construction of Chest Clinic – GH Vavuniya (JAICA Project)

If cost exceeds, excess to becharged to counter part fund
Action by: S/H and DCS/P

46) Sample IT Policy

PPA to co-ordinate
Action by: DCS/PPA

47) Responding to Parliamentary questions

Guidelines issued to be strictly followed by all concerned

48) Vehicles passing Madawachchiya

S/Ed to meet DIG, Anuradhapura.
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50) Community Development Project of NECCDEP

Connected papers were given to S/LG to clarify position

Action by: S/LG

49) Presidential Task Force on Productivity

PPA to follow up
Action by: DCS/PPA

50) Regional Commissioner’s Office, Jaffna

Chief Secretary informed that the functioning of the R.C’s Office, Jaffna has
been extended by the Hon. Governor by one year.

51) Payment for Ayurvedic Workshop

Approval was given for the following payments:

Presenters of background paper (Resource persons) .. Rs.3000/=

Rapportier (non-officials) .. Rs.2000/=

52) Restructuring of salaries in the Public Service in terms of budget

proposals - 2006
To implement PA Circular 06/2006(vii) and effect recovery of over payments,
if any.

53) Nomination for scholarships

All nominations to go through the Scholarship Committee and approved by
Hon.Governor.
Those nominated without required eligibility should decline.
Relevant circular is available with PPA.

54) Purchase of vehicles

First priority will be for NEIAP replacement.
Second priority for Districts
Third priority for Departments – recipients should release vehicles used by
them to Districts

Meeting concluded at 11.10 a.m.

T.Kulaveerasingam
Coordinating Secretary
For Chief Secretary, NPC

3rd Nov 2008