BULLETEN    

                                          COORDINATION MEETING HELD ON 23.04.08
                 

COORDINATION MEETING THE BUILDINGS AND HOUSING
 DEPARTMENT HELD ON 30.07.08.                   

The 2nd Coordination Meeting of this year of the Buildings and Housing Department was held at the Conference Hall of the Department on 30.07.2008, Wednesday at 11.00 am.

The meeting was chaired by the Hon’ble Minister Buildings & Housing Department, Shri. P.S. Tamang.

The Additional Secretary welcomed the Hon’ble Minister Shri. P.S.Tamang, the PCE-cum-Secretary and all the officers and staff participating in the meeting.

The list of all the officers and staff present in the meeting is appended at Appendix “A”. The Agenda of the meeting is appended at Annexure “B”.           

The PCE-cum-Secretary welcomed the Hon’ble Minister Buildings & Housing Department and all the officers present in the meeting. He also welcomed the newly transferred officers and congratulated those officers who were promoted to the higher posts.

He stressed the need to have quarterly coordination meeting of the department in which the officers can interact, discuss problems and find out ways and means how best they can solve the problems. However he showed his displeasure for not implementing some of the fruitful decision taken in the last co-ordination meeting.

He informed the House that the Government has shown its remarkable appreciation on the performance of Buildings & Housing Department. He further expressed his desire that officers should infuse more zeal, enthusiasm, concerted effort in the works of the Deptt so that more laurels could be achieved for the department.

While welcoming the officers and the staff, the Hon’ble Minister expressed his satisfaction over the works taken up by the Buildings & Housing Department and requested all the officers and staff to work in close coordination and cooperation so that in no way the work of the department would suffer.

He informed the House that the Chief Minister has complimented the Buildings and Housing Department on its performance and having set an example to other departments as regards building and designing its infrastructure. He also said that it solely rests in the hands of the engineers of our department to make the state of Sikkim the Model State in India with regard to buildings and design and infrastructure development. He requested the engineers/officers of this department of put all their efforts in making this dream come true.
He also apprised the House that as the Buildings and Housing Department has to give its services to other departments for implementing their projects on time, the officers have to be prompt to expedite the task to accomplish better results, but in doing so the quality of the work should not be compromised.
He emphasized the need to carry out the technical works of the department as per the norms but there should be a little consideration for giving employment to the unemployed youth in order to curb the harmful effects of unemployment faced in society.

He also informed the House that complaints have been received regarding discrepancy in the valuation of buildings which has created a feeling of injustice in the minds of the public. In this regard he requested the officers to analyze the matter before reaching to any conclusion.

He said the infrastructures built by the Buildings and Housing Department creates a long lasting impression in the minds of the public and is open to for criticism from all quarters. Therefore, it is essential for the department to work for better performance.  
    
The meeting started as per the Agenda.

Review of the Co-ordination meeting held on 23.03.08.

WEST DIVISION

Construction of Science College at Soreng :-
The work is in progress but the Buildings & Housing Department is at the mercy of the Human Resources and Development Department due to paucity of fund. However, the P.C.E-cum-Secretary, instructed the field engineers to pursue the contractor for early completion of the work.

The Hon’ble Minister apprised the House that a Science school will start at Soreng where the best students selected from different parts of Sikkim will be provided with hostel facility. The accommodation at the beginning is for 50 students.

The P.C.E.-cum- Secretary directed the Jr. Engineer, Gyalshing, Shri Navin Chettri to submit the revised estimate for the construction of the Science College at Soreng latest by the 18th August to the office of the Additional Chief Engineer.     
      

Construction of the Sub-jail at Gyalshing :-
The Superintending Engineer (S/W) assured the House that the work will be physically completed by 28th February 2009. The Hon’ble Minister instructed the concerned officer to get the authentic approval of the officers of the Police Department for the construction of the jail site.

Construction of IRB at Pipley :-
The PCE cum Secretary instructed the concerned officer to complete the work by October 2008. It was decided that the excess money should be sent back to the Police Department. He also assured the House that he will communicate with the DGP to divert the excess money to the PHE department for utilization in water supply work.

Model Police Station at Sombarey :-
The court’s injunction has not been lifted and the work is in status-quo.

Construction of the Research Centre for Indian Nepalese Literature and Culture at Kyongsa:-
The concerned officer apprised the House that efforts would be made to complete the work by March 2009. Work Progress has been hampered due to non -shifting of high tension lines.        

SOUTH DIVISION


Construction of Sub-jail complex at Namchi :-
The Jr. Engineer (Namchi) Shri Sonam Wangdi has been given a final warning to submit the revised estimate for the Construction of Sub- jail Complex at Namchi to the office of the Additional Chief Engineer by 7th August failing which departmental action will be initiated against him. He had also been directed to submit an apology letter for non compliance of the report as mentioned in the last minutes of the meeting.


Kolkata’s Guest House :-
It was assured by the concerned officer that the work will be completed by November.

Construction of Multi-purpose Hall cum Gymnasium Hall for SAP at Pangthang :-
The time for the completion of the work has been extended till the end of November and the revised estimate is being sent to the Police Department.

State Green Mission :-
The PCE cum Secretary instructed all the Assistant Engineers to submit a report about the action/steps taken to protect and care for the plants/saplings planted under the State Green Mission by the Buildings and Housing Department. The report should reach the office of Superintending Engineer (Planning) by the end of August.

Capacity Buildings Programme :-
The nodal officer – Superintending Engineer (Planning) has been directed to submit a summary report of the steps being taken under the Capacity Building Programme by the 14th of August.

There were certain changes in the decisions taken earlier:-
1. Uneducated or half educated person can be chosen for sustaining better development.
2. The training will be given in the following areas and for the following period
(a) Carpentry – 60 days including Sundays and other government holidays.
(b) Mason – 30 days including Sundays and other Govt. Holidays.
(c) Painting – 30 days including Sundays and other Govt. Holidays.
3. The training should start either from the 2nd or the 3rd day of the commencement of the winter holiday of govt. schools.
4.During the training, practical knowledge is to be imparted to the trainees in regard to carpentry, painting, and mason works and the same should be taught in an open space instead of teaching within the four walls of the classroom.
5. It was decided that Jorethang Senior Secondary School can be used as a training centre.
6.The instructor while imparting training can physically fix the broken windows or doors or build a wall. A home can also be built by the trainees for the poor families. While the trainees will be benefited in acquiring practical skills in the field chosen by them, the department will in turn be creating an asset for the State.
7. The Superintending Engineer (S/W) has been directed to meet the Principal of Jorethang Senior Secondary School in regard to the above proposal.
8.Training Allowance should be given to the trainees as an incentive to attend the training programme.
8.It was decided that the trainees would be accommodated at the Marwari Bhawan, Jorethang.
10.Supply of food during the training period has also been fixed for the trainees.
11.Decision was also taken that the best trainees in every field should be selected and sent for advanced training in better institute outside Sikkim.

District Library at Namchi :-
The PCE- cum-Secretary has assured that he will pursue the matter with the Culture and Heritage Department for the release of fund. He also instructed the concerned officer not to compromise with the quality of work.

Regional Administrative Centre at Karfectar :-
The PCE cum Secretary congratulated all the concerned officers and the staff in the completion of the task. It was informed that inaugural date is schedule to be held on 22nd August. The revised estimate for the name plates for all the distinguished guests has been directed to be submitted by the 18th August.
It was also decided that the Ministers, Area MLA, MLA,s, Secretaries of all departments, architects, South, West Panchyat members should also be invited.

Construction of Police Training Centre at Yangyang :-
The Assistant Engineer Ravangla has been directed to submit the revised estimate for the construction of Police Training Centre at Yangyang before 15th August to the PCE-cum-Secretary.

Labour Component :-
Smt. Sangay Diki, Assistant Engineer (Planning) has been entrusted with the task to work out the labour component for skilled and unskilled workers.
            
NORTH EAST DIVISION

Construction of Boundary Fencing at Pakyong Sub-division Office Complex :-
The PCE-cum-Secretary congratulated all the concerned officers in the completion of the work though there had been much delay in its completion. The inauguration of the complex was scheduled to be held on 18th August.

Retrofitting of Building :-
The Hon’ble Minister informed the House that till date the state of Sikkim has not made use of the fund sanctioned for retrofitting the existing buildings. The PCE-cum-Secretary directed the concerned officer to collect details in order to utilize the fund so allocated.

Raj Bhawan Complex :-
There was a discussion that a replica of the Old Raj Bhawan complex could not be made as some changes are inevitable.

Construction of Tribal School at Swayem :-
The concerned Assistant Engineer apprised the House that the work has been closed. It was also decided that the remaining work will be taken up departmentally. The revised estimate for the balance work will be submitted by the end of August.

Installation of Website :-
It was informed by the concerned officer that the website will be launched by the end of August.

Permission to leave the station :-
The PCE-cum-Secretary stressed the need to apprise him about the leave of all officers with or without permission to leave the station.

Melli Check Post :-
The Assistant Engineer (Namchi) assured that by the end of August the 1st basement column and beams will be erected.

High Court Phase-III :-
The PCE-cum-Secretary asked the concerned officer to pursue the matter. The concerned officer assured that the slabs of the five floors will be completed by the end of October.

Soil Pipes :-
It was instructed that the soil pipes of bigger diameter should be used in public buildings, schools, hostels etc.

Soreng Police Station :-
It was informed that due to fund constraint the contractor has been unable to continue the work. The concerned officer was instructed to communicate with the contractor to either complete the work or face the provision for non completion of work.

BADP Lachung :-
The PCE-cum-Secretary has instructed the Assistant Engineer (Mangan) to issue a notice against the contractor for non-completion of the work.

Vacant Quarters :-
The report regarding detail list of vacant Quarters under Buildings & Housing Department and under other departments, along with their location as on 31st July 2008 was asked to be submitted to the office of the PCE-cum-Secretary by 14th August. The reason for non-occupancy should also be mentioned.


Class- II Govt. Quarter at Mangan :-
The Assistant Engineer (Mangan) was informed that the departmental approval is mandatory before Class II Govt. quarter is used by UD & HD for their office use.

Retired Employees in Occupation of Govt. Quarters :-
The Additional Secretary reported that the Government employees are in occupation of Govt. Quarters even after their retirement. The concerned supervisors of various divisions and sub-divisions are directed to verify the report.

Illegal Occupation of Govt. Quarter :-
The case of Shri. Mohan Lepcha for illegally occupying the Govt. Quarter at Paljor Stadium Road had been reported and the matter is being verified by the department.

Encroachment of Govt. Land :-
The PCE-cum-Secretary has instructed to pursue the matter with the UD& HD regarding encroachment of Govt. land by Shri. P. Khaling.

Maintenance of Materials :-
It was decided that the department should continue with the old rates fixed for the maintenance of materials as the department has not received any new rates of quotation called for, from any party for the maintenance of materials.

Buildings Register :-
It was instructed that the Buildings Register should be certified by the concerned Divisional Engineers and a separate meeting should be held for stock/ adjustment of advance payments in which the Divisional Engineer should also be present.

Schedule Caste Bhawan :-
A decision was arrived at to start the construction of Schedule Caste Bhawan at Mendo Gaon, West Sikkim.

Mangan Hospital :-
Complaints had been received in regard to leakage of drain and fittings of tiles in Mangan Hospital.

Utilization Certificate :-
It was informed in the House that as per rule Utilization Certificate should be given by the Divisional Engineer or the Additional Chief Engineer. The PCE-cum-Secretary has desired to discuss the matter with the Finance Revenue & Expenditure Department and also with other departments.

Requisition of Drawing and Disbursing Officer :-
The Divisional Engineer (West) apprised the House that with the implementation of Central Direct Taxes, he will be overburdened with the task of Drawing and Disbursing Officer and will not be able to do justice to his work as Divisional Engineer.
The Divisional Engineer(West) and the Assistant Engineer (Mangan) were instructed to submit a report on the above matter which will placed before the Finance Revenue & Expenditure Department for requisition of Drawing and Disbursing Officer.

The Additional Chief Engineer said there should be proper management of time for the work being taken up by the department and prompt action should be taken as per target.
The estimate should be uniform and escalation be avoided.
The computerization of progress report will be the best option.

Site Holdings :-
The PCE-cum-Secretary has instructed the Superintending Engineer to visit site regularly and the site book should be certified by the Superintending Engineer. He also instructed the Divisional Engineer to be present in the site.

Vote of Thanks :-
The meeting concluded with a vote of thanks to the Hon’ble Minister and all the officers and staff present in the meeting for sparing their valuable time and taking many fruitful decisions. It was decided that the next coordination meeting will take place on the 3rd Saturday of September.