Neeraj Rohmetra
JAMMU, Apr 4: Taking serious notice of the resentment expressed by members of Legislative Assembly and Legislative Council regarding non-implementation of instructions by various Government functionaries about their rightful protocol and privileges, the General Administration Department (GAD) has issued fresh guidelines for strict adherence by all State officials.
Official sources said, “GAD has issued circular No. 07-GAD of 2013 signed by Sheikh Mushtaq Ahmad, Secretary GAD elaborating on guidelines pertaining to privileges/amenities of Legislators and Members of Parliament (MPs) and copies of the same have been sent to all Administrative Secretaries, both Divisional Commissioners, Heads of the Departments, Deputy Commissioners and the Officers of Police Department”.
“Earlier also several circulars had been issued by GAD in this regard including Circular Nos. 33-GAD of 2009 dated 16.07.2009, 26-GAD of 2012 dated 30.08.2012 and 29-GAD of 2012 dated 21.09.2012 wherein detailed instructions regarding privileges/amenities of the Legislators have been notified”, sources said adding, “but non-implementation of these instructions by several incumbents had compelled the State Government to issue fresh guidelines for strict adherence of all concerned”.
According to the new Circular, “in all communication sent by Legislators to a Minister or a Secretary should as far as practicable, be replied to by the Minister or the Secretary himself as the case may be. Where it is not practicable for the Minister to reply, a reply should normally be issued under the signature of an officer of the rank of Secretary to the Government”.
“In cases, where the communication is addressed to the Head of an attached or subordinate office, Public Sector Undertakings, Financial Institutions (including nationalized banks) Division/ Branch in-charge in a Department/ Organization, it has to be replied to by the addressee himself. However, it has to be ensured that no official below the rank of Under Secretary should send replies to Members of Legislature”, the documents says.
Regarding reference from former member of State Parliament/Legislator addressed to a Minister or Secretary, the order states that reply to such reference may be sent by the concerned Special/Additional/ Deputy Secretary after obtaining approval of the Secretary of the Department.
Making the officials time-bound while responding to the pleas of MPs/Legislators, the GAD order says, “each communication from these elected representatives or even a member of the public, a recognized association or a public body needs to be acknowledged within 15 days followed by a reply within the next 15 days of acknowledgment sent”.
“Where a delay is anticipated in sending a final reply, or where the information has to be obtained from another department or another office, an interim reply may be sent within a month (from the date of receipt of the communication) indicating the possible date by which a final reply can be given”, the documents says.
On the issue of Government officials holding meetings, the circular states that the officer should be meticulously correct and courteous and rise to receive and see off a Member of Parliament/State Legislature visiting him. Besides, arrangements need to be made to receive the Members of Parliament/State Legislature when, after taking prior appointment, they visit the officer of the State Government. Arrangements ought also to be made to permit entry of vehicles of the Members of these Offices, subject to security requirement.
Regarding the convening of meetings by the Government to be attended Members of State Legislature, the GAD order says, “special care should be taken to see that notice is given to them in good time regarding the date, time, venue etc. of the meeting”.
“Information or statistical relating to matters of local importance must be furnished to the MPs, MLAs and MLCs when asked for. The information so supplied should be specific and answer the points raised. If the information sought by a Member of State Legislature cannot be given and is to be refused, instructions from a higher authority should be taken and the reasons for not furnishing the information should be given in the reply”, says the order.
Further, references from the Committees of State Legislature must be attended to promptly. As per the guidelines issued, all Departments should ensure that the powers of Members of State Legislature as Chairpersons/Members of Committees under various centrally Sponsored or Central Sector Government scheme are clearly and adequately defined.
The GAD documents says that the officers should not ignore telephonic messages left for them by the Members of Parliament/State Legislature in their absence and should try to contact at the earliest the Member of Parliament/State Legislature concerned.
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