General Administration Dept

GENERAL ADMINISTRATION & CONTROL DEPARTMENT

Proactive Disclosure under the RTI Act, 2005

lnformation to be disclosed under Section 4(1(b) of the RTI Act, 2005

Proactive Disclosure under Section 4(1)(b) : 

INTRODUCTION

The purpose of Suo Motu disclosure under Section 4 is to place possibly large amount of information in the public domain based on proactive disclosure in order to effectively provide transparency from Public Authorities and to reduce the cost of man power in filing the individual applications under RTI. As such, Section 4(1)(b) emphasizes information which should be disclosed by Public Authorities on a Suo Motu basis.  

General Administration Department has come up with its Suo Motu disclosure under RTI Act 2005 in this booklet, to enable the public to have access to the working of the Department. 

This information is updated up to OCTOBER,2022

1.The particulars of  organisation, functions and duties [Section4(1)b(i)] :

ADDRESS : General Administration & Control Department, Lai Autonomous District   Council, Council Veng Lawngtlai, Lawngtlai District Mizoram,796891

Details Available in public domain @ https://ladc.mizoram.gov.in

The General Administration Department is one of the most important regulatory departments of the Lai Autonomous District Council. On the one hand the Department prescribes rules and procedure to be adopted in personnel matters specially issues concerning recruitment, training, career development, staff welfare as well as the post retirement dispensation, whereas on the other it acts as the cadre controlling department of all the officers and staff. The department is also concerned with the issues relating to administrative reforms. The Executive Committee  has constituted Personnel Administrative & Reforms Wing (PA&RW).The department also looks after the constitution and working of a number of Committee and Boards. 

The General Administration Department looks after various important subjects as entrusted to it by “The LADC (Allocation of Business) Rules, 2013”.  The Department functions under the leadership of the Hon’ble Chief Executive Member. The Secretariat is headed by the  Secretary,   ably assisted by one Joint Secretary, one Deputy Secretary, one Under Secretaries, two Superintendents and 20 supporting staff. GAD, being entrusted with,  Administration, is the Administrative Department for all offices in the Headquartes Located in LAWNGTLAI along with  offices in the Sub-Hqrs Bualpui ‘NG’ and other divisions of all the 6 (six) Divisions of LADC, viz, Vathuampui,Bungtlang ‘S’,Diltlang ‘S’, Chawngte ‘P’, Sangau and Lungtian. The Revenue Officers look after all administration in the respective division.Lai Autonomous District Council House in Aizawl is administratively, looked after by the General Administration Department. 

The General Administration Department is responsible for seeing that the rules and principles relating to service in general and properly followed. The Department has been functioning under the overall charge of Secretary, who is presently assisted by one Joint Secretary, one Deputy Secretary, one Under Secretary and other supporting officers and staff. 

The  Personnel Administrative& Reforms Wing  is the coordinating agency of the LADC in personnel matters, specially in respect of issues concerning recruitment, training, career development and staff welfare. The Wing has been functioning under the charge of Secretary (Personnel) who is presently assisted by one Superintendent and other supporting  staff.

General Administration Department is entrusted with the following  subjects:

Citizen’s Charter :-

1. General / Office Administration.

2. Creation of Sub-Headquarters.

3. Rest Houses

4. Census / Holiday

5. Ceremonial functions including celebration of Republic Day and Independence Day

6. Posts / Telegraph / Bank.

7. Allotment of residential accommodation.

8. Civil Supplies.

9. Electricity / Water

10. Annual / Administration Report.

11. Protocol

12. Allotment of subject to the Department, creation, re-organization and amalgamation of Department

13. Lai Autonomous District Council (Transaction of Business)

14. Visit of VVIPs / VIPs.

15. Matters relating to Sixth Schedule to the Constitution of India

16. Miscellaneous matters.

17. Correspondences with Central / Sate Govt. Election.

18. Election.

19. Executive Committee meeting

20. Training

21. All matters relating to recruitment / appointment / promotion / transfer & posting / leave /suspension / disciplinary action / reinstatement of all categories employees under Lai Autonomous District Council.

22. Rules & procedures regarding fixation of seniority / promotion and all matters relating thereto.

23. Creation / classification of posts / service rules.

24. Condonation of education deficiency for Lai Autonomous District Council service.

25. All service matters relating to all categories of employees except teaching staff.

26. Maintenance of personal / service books / incumbency register of all categories of employees except teaching staff

27. Deputation

28. Matter relating to service association.

29. Authorization of pension, DCRG, Commutation etc.

30. All pensionary matters.

31. Rules relating to pensionary matters.

32. Law & order.

33. Employment Return / statistic of employees.

34. Security arrangement.

35. All other matters not specifically allotted to any Department.

Vision/Mission and key objectives :

The General Administration Department is responsible for seeing that the rules and principles relating to service in general and properly followed.

"Development and management of human resources of the government for efficient, effective, accountable and transparent governance"

To arrange for recruitment and capacity building of government servants, management of cadres, facilitating e-governance, framing and implementing recruitment/service rules, optimizing/rationalizing human resources, and implementing accepted recommendations of 2nd ARC, and inculcating a culture of excellence, transparency, accountability and zero-tolerance towards corruption in public services.

(2) The powers and duties of its officers and employees [Section 4(l )b(ii)]: 

The broad functions and responsibilities of various functionaries in the Department are given in the succeeding paragraphs. To maximize governance, it is necessary to delegate powers to various functionaries :

1. Secretary: A Secretary  is the administrative head of the Department. He/she is the principal adviser of the Chief Executive Member, Executive Member on all matters of policy and administration within his/her Department, and his/her responsibility is complete and undivided. She/he is the Chief Accounting Authority of the Department.
2. Joint Secretary: Such a functionary is normally vested with the maximum measure of independent functioning and responsibility in respect of the business falling within his/her wing, subject to the overall responsibility of the Secretary for the administration of the Department.
3. Deputy Secretary: Deputy Secretary is an officer who acts on behalf of the Secretary, holds charge of a Secretariat Division and responsible for the disposal of Government business dealt with in the Division under his/her charge. He/she should ordinarily be able to dispose of the cases as per the powers delegated or as per the channel of submission of the Department.
4. Under Secretary: An Under Secretary is in charge of a Branch in a Department  consisting of one or more Sections/ Units/ Cells and exercises control both in regard to the disposal of business and maintenance of discipline. As Branch Officer, he disposes off as many cases as possible at his own level but he/she takes the orders of Deputy Secretary or higher officers on important cases. He/she is inter-alia responsible for development and maintenance of aids to processing as tools of manual and electronic knowledge management.
5. Section Officer/Superintendent: A Section Officer/Superintendent is in-charge of a Section, the primary unit of a Department in the Secretariat, comprising a team of Assistant and supporting staff. A Section Officer/Superintendent  has overall responsibility for supervising the activities and performance of the Section with the help of dealings and clerical support besides; a) distribution of work among staff, training, helping, advising them in the matter of work, maintenance of discipline and team spirit in the Section; b) monitoring of efficient and expeditious disposal of cases; c) timely submission of reports and returns to higher officers and other concerned units and; d) managing effective person-independent information management and records management in the Section.
6. Assistant: He/she works as Dealing Officer under the supervision of the Section Officer. Each Dealing Officer is allocated subjects out of the subject areas allocated to the Section and he/she is expected to deal with all matters allocated or any other work assigned to him/her from time to time. Provides miscellaneous support to the Section /Unit /Desk in carrying out day to day work like photocopying /record handling and maintenance, registration of Dak, marking / sending Receipts / files and other associated tasks or any other work assigned from time to time. He/she may be assigned case work of repetitive nature. 
7. Multi-Tasking Staff (MTS): Erstwhile Group 'D' posts of Peon, Daftary,  Junior Gestetner Operator, Farash, Chowkidar, Safaiwala, Mali etc. are now designated as MTS. An illustrative (but not exhaustive) list of duties of MTS are: 

                          (i)Physical maintenance of records of Section. 

(ii) General cleanliness & upkeep of the Section/Unit. 

(iii) Carrying of files & other papers within the building. 

(iv) Photocopying, sending of FAX etc. 

(v) Other non-clerical work in the Sections/Unit. 

(vi) Assisting in routine office work like diary, dispatch etc. including on computer.

                          (vii) Delivering of Dak (inside & outside the building)

(viii) Watch & ward duties.

(ix) Opening & closing of rooms.

(x) Cleaning of rooms.

(xi) Dusting of furniture etc. 

(xii) Cleaning of building, fixture etc. 

(xiii) Work related to his ITI qualification, if it exists. 

(xiv) Driving of vehicles, if in possession of valid driving license. 

(xv) Upkeep of parks, lawns, potted plants etc. 

(xvi) Any other work assigned by superior authority.

(3) The procedure followed in the decision making process, including channels of supervision and accountability  [Section4(l) b(iii)]:-

The Department follows the procedure indicated in Manual of Office Procedure (MOP) for decision-making. The Section Officer proposes Action with the help of staff (Assistant, UDC and LDC) posted in his section in accordance with the departmental instructions prescribing the level of final disposal and channel of submission for each category of cases. The Section Officer normally submits the file to Under Secretary who in turn submits the file to Deputy Secretary, the DS submit the file to the concerned Joint Secretary / Additional Secretary/ Secretary/ Executive Secrtary/ EM/CEM. Level of submission depends on the delegation of power in administrative and financial issues. Each officer in the channel is accountable with respect to submission of true facts, but the ultimate accountability lies with the highest level approving a proposal or taking decision.

i)Process of decision making Identify key decision making points   Indicated in organization set up:-   View Organisational Chart

ii)Final decision making authority : - Chief Executive Member

iii) Related provisions, acts, rules etc.:- GFRA Manual of Office Procurement,MADC Fund Rules,2018,LADC (Constitution,Conduct of Business etc.) Rules,2010 etc.

(iv) Time limit for taking a decisions, if any :- Depending on the nature of work

(4) The norms set by it for the discharge of its functions.[Section 4(1)(b)(iv)]:-

i) Nature of functions/ services offered : The General Administration Department is one of the most important regulatory departments of the Lai Autonomous District Council. On the one hand the Department prescribes rules and procedure to be adopted in personnel matters specially issues concerning recruitment, training, career development, staff welfare as well as the post retirement dispensation, whereas on the other it acts as the cadre controlling department of all the officers and staff. The department is also concerned with the issues relating to administrative reforms. The Executive Committee   has constituted Personnel Administrative & Reforms Wing (PA&RW).The department also looks after the constitution and working of a number of Committee and Boards. 

The General Administration Department looks after various important subjects as entrusted to it by “The LADC (Allocation of Business) Rules, 2013”.  The Department functions under the leadership of the Hon’ble Chief Executive Member. The Secretariat is headed by the  Secretary,   ably assisted by one Joint Secretary, one Deputy Secretary, one Under Secretaries, two Superintendents and 20 supporting staff. GAD, being entrusted with,  Administration, is the Administrative Department for all offices of offices in the Sub-HqrsBualpui ‘NG’ and other divisions of all the 6 (six) Divisions of LADC, viz, Vathuampui,Bungtlang ‘S’,Diltlang ‘S’, Chawngte ‘P’, Sangau and Lungtian. The Revenue Officers look after all administration in the respective division.Lai Autonomous District Council House in Aizawl is administratively, looked after by the General Administration Department. 

ii) Norms/ standards for functions/ service delivery : As per the Manuals, the Department follows the norms set out for all Government of Mizoram offices by the Department of Personnel & Training/Department of Administrative Reforms and Public Grievances.

(iii) Process by which these services can be accessed : As per the Manuals

(iv) Time-limit for achieving the targets : Generally depends on the nature of works

(v)Process of redress of grievances : As per the rules

(5) The rules, regulations, instructions, manuals and records, held by it or under its control or used by its employees for discharging its   Section [4(1)b(v)] :-

The rules and regulations, instructions and manuals etc. are as prescribed and published by the Ministry of Personnel, Pension and Public Grievances of the state Govt and the Central Govt. as well including AR Wing like FR/SR and other service/establishment manuals and instructions and financial rules like GFR and Delegation of Financial Power Rules issued by Department of Expenditure from time to time. No separate rules and regulations are framed by this Department. For the administration of various Acts as indicated in the function of the Department, attached / subordinate organisations keep the rules, regulations, instructions, manuals and records.

1. Title and nature of the record/manual/instruction : Manual of Office Procedure
2.  List of Rules, regulations, instructions manuals and records:-

As per Fundamental Rules (FR), Supplementary Rules (SR) and GFRA

     (iii)Acts/ Rules manuals etc :- As per Fundamental Supplementary Rules (SR) and GFRA

1.  Transfer policy and transfer orders : Depending on the tenure of post held 

(6) A statement of the categories of documents that are held by it or under its control [Section4(1)(b)(vi)] :-

1.Categories of documents  :

AD-1 SECTION

1. Files relating to service matter of all Gazetted Officer. 

2. Service Book of all Gazetted Officers and staff who are in the service.

3. RTI files 

4. Personal files of all serving Gazetted officers and all staff.

AD-II SECTION 

1. Purchase of Stationery items/ miscellaneous cleaning items.

2. Purchase and maintenance of AC’s /Water Coolers/furniture/fixture etc.

3. Printing of books/ forms/ letter heads etc.

4. Procurement and maintenance of computers/printers/ photo copier machine/ fax/ telephone instruments/ staff cars etc. 

5. Reimbursement of telephone bills/ canteen, coffee board, tea board bills. 

6. Procurement of POL 

7. Outsourcing of manpower for cleanliness etc. 

8. Modernization of offices under plan scheme.

9. Service bo oks/Personal files in r/o LDCs, UDCs, Asstts, Steno Gr.’I’ and steno Gr, II’ and also in r/o Jr. Hindi Propagation, supervisor ‘ and. Librarian.

10. Seniority lists of steno Gr ‘D’ steno Gr ‘C’ Erestwhile Gr’D’ staff, LDCs and UDCs and all Gazetted Officers 

11. Files pertaining to Transfer/Posting 

12. Files pertaining to up gradation under ACP/MACP and promotions of the above staff. 

13. Files pertaining RTI and other miscellaneous matters.

Establishment – A – (I) 

1. CCS (Conduct) Rules, 1964 

2. CCS (CCA) Rules,1965.

3. Submission of Immovable Property Returns. 

4. CCS (Conduct) Rules, 1964 amendments dated 9.8.2010- pension to Mileage points earned by Government servants. 

5. CCS (Conduct) Rule 1964, amendments dated 2.2.2009 Constitution of complaints Committee to enquire into complaints of sexual harassment 20.

6. LADC (Transaction of Business) Rules,2013.

7. LADC (Allocation of Business) Rules,2013.

8. LADC (Constitution, Transaction of Business etc.) Rules,2010

 Establishment – A - (II) 

1. Extracts of provisions of FR-56 amendments dated 13.1.2011 

2. FR 56- 3rd amendments dated 8.12.2010 

3. FR 56- 2nd amendments dated 26.10.2010 

4. FR 56- verification dated 26.5.2010 

5. FR 56- amendment Rules, 2010 dated 26.5.2010

6. LADC General Service Rules,2011.

7.LADC (Group A.B.C &D Posts) Recruitment Rules,2014

Sections of the department hold different categories of documents relating to work allocated to them.

 2) Custodian of documents : Held under departmental Record room supervised by the Section Officer/Superintendent.

(7) The particulars of any arrangement that exists for consultation with, or representation by, the members of the public in relation to the formulation of its policy or implementation thereof; [Section4(1) b(vii)] :-

Functioning of GAD does not involve, formulation of policy relating to various issues. Therefore no such arrangement is required. However, policy if so directed by the competent authority, implementation of the same is taken up by the department.

Arrangement for consultations with or representation by the members of the public :

(i) Relevant Acts, Rules, Forms and other documents which are normally accessed by citizens: Available in the website.

ii) Arrangements for consultation with or representation by

a) Members of the public in policy formulation/ policy implementation : N/A

b) Day & time allotted for visitors : On all Working Days i.e. Monday to Friday

c) Contact details of Information & Facilitation Counter (IFC) to provide publications frequently sought by RTI applicants : through : Nodal Officer General Administration Department CEM Office Building First Floor

Public- private partnerships (PPP)

(i) Details of Special Purpose Vehicle (SPV), if any : N/A

(ii) Detailed project reports (DPRs) : N/A

(iii)Concession agreements. : N/A

(iv) Operation and maintenance manuals: N/A

v) Other documents generated as part of the implementation of the PPP: N/A

(vi) Information relating to fees, tolls, or the other kinds of revenues that may be collected under authorisation from the government: N/A

(vii) Information relating to outputs and outcomes: N/A

(viii) The process of the selection of the private sector party (concessionaire etc.) : N/A

(ix) All payment made under the PPP project: N/A

(viii) A statement of the boards, councils, committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meetings are accessible for public; [Section 4(b)(viii)] :-

Name of Boards, Council, Committee etc :

i)LADC Law Committee

ii) LADC Town Committee

iii)The Lai Autonomous District Council Planning & Development Board

            The documents, dispensation of the Board and Committee are accessible to the public by way of electronic and hard copies.

(9)   Directory of its officers and employees; [Section4(1)(b)(ix)] :-

(10) The monthly remuneration received by each of its officers and employees, including the system of compensation as provided in its regulations; [Section 4(1)(b(x)]:-

(11) The budget allocated to each of its agency, indicating the particulars of all plans, proposed expenditures and reports on disbursements made; [Section 4(1)b(xi)] :-

A. Salary Head – 01-GIA to LADC : Direction and Administration

Sub-total of A. (01- GIA)      `.1,065.60              `.1,082.50                      `.1,149.99

B. Non-Salary   Head – 01-GIA

Sub – total of B.(01-GIA)            `.31.40                 `.29.00                  `.38.50

C.Non – salary Head – Local Revenue

Sub- total of C. (local revenue)               `23.00       `.11.00                `.11.50

(12) The manner of execution of subsidy programmes, including the amounts allocated and the details of beneficiaries of such programmes; [Section4(1)(b)(xii)] :-

As General Administration Department is not working Deptt. no  subsidy programme is available. The Department  does not execute any subsidy programme.

(13) Particulars of recipients of concessions, permits or authorisations granted by it; Section 4( I )b)(xiii)] :-   Not Applicable

(14) Details in respect of the information, available to or held by it, reduced in an electronic form; [Sectiona4(1)(b)(xiv)] :-

Website of Lai Autonomous District Council  as Government Domain for the whole of its organisation was launched in the year 2013 with domain name https://ladc.mizoram.gov.in.The main objective of the Website is to provide accurate, consistent content that will inform, educate and enlighten our citizens about the functions, services, activities, operations, Mandates. Many of its pages make valuable contribution to public on emerging social transformation. It provide information about Lai Autonomous District Council (LADC) Objective, Mission Vision, Activities, Training, Recruitments, Welfare, Web Map Services, Our Publications and Data products, Advertisement of vacancy of posts, Routine Orders & Circulars Latest News etc which is readily made available. Public and other Institutions can freely download documents, maps and data products and similar valuable information using our Official website.

The summary of the contents of LADC Website is placed below:

(15) The particulars of facilities available to citizens for obtaining information, including the working hours of a library or reading room, if maintained for public use; [Section 4(1)(b)(xv)] :-

The Department  has a Facilitation Centre for public on the ground floor near the Gate. The centre also provides assistance to the public seeking information.

(16) The names, designations and other particulars of the Public Information Officers; [Section 4(1)b(xvi)] :- 

Details of Public Authority under RTI Act,2005

(17) Such other information as may be prescribed; and thereafter update these publications every year; c) publish all relevant facts while formulating important policies or announcing the decisions which affect public; [Section 4(1) (b)xvii)] :- 

B. Additional Category of lnformation to be disclosed under guidelines – Suo Motu disclosure of more items under Section 4

LIST OF OFFICERS & STAFF (DIRECTORY):

Proactive Disclosure under Section 4 (1)(b)(xvii)

LIST OF OFFICERS & STAFF (DIRECTORY):

LAI HOUSE STAFF, AIZAWL

 (x) The monthly remuneration received by each of its officers and employees:

 [Section 4 (1)(b)(ix)]

LAI HOUSE STAFF, AIZAWL

Proactive Disclosure under Section 4 (1)(b)(xvii)

LIST OF OFFICERS & STAFF (DIRECTORY):